Come to an Agreement

One of the most important elements of subcontracting is making sure you and the subcontractor are on the same page and that there are no surprises. Keep these things on your list to help facilitate a smooth working relationship:

1.  Use a contract
2.  Make sure you agree on payment terms up front
3.  Don’t pay in full until the job is complete
4.  Be clear on how and when you plan to pay the subcontractor
5.  Agree on a timeline for the work
6.  Include a non-disclosure/non-competition provision in your contract
7.  Determine how you will receive project updates
8.  Clarify confidentiality expectations
9.  Build in a “de-bugging” provision that identifies a specific period of time the subcontractor will be on call to fix potential problems that arise
10.  Clarify the ownership of the project in writing

Protect Your Business

When you outsource, you are giving up some of your control over the project. Consider these tips to help you protect your business, interests and reputation:

11.  Check references
12.  Review the subcontractor’s portfolio
13.  Verify skills
14.  Consider a small test project first
15.  Be prepared to review all work before turning it over to the client
16.  Be very clear about expectations
17.  Don’t leave any details out when relaying the project request to the subcontractor
18.  Send all work requests in writing
19.  Schedule an initial call and regular check-ins, if necessary
20.  Be available throughout the duration of the project
21.  Track all payments for your books

Client Relations

The goal of the project should be to meet and exceed the client’s needs. In order to do that, follow these tips to manage your relationship with your client:

22.  Be the middleman
23.  Tell your client you are using a subcontractor, if appropriate
24.  Pad the time estimate provided by the subcontractor in your estimate for the client
25.  Don’t forget to add in time for your management role
26.  Be accountable for your work AND your subcontractor’s work

Aside from the Work

Remember the importance of the personal side of your subcontractor relationship. Here are some ways to do that:

27.  Don’t overlook the importance of complementary personalities
28.  Respect the subcontractor’s time
29.  Make sure there are no communication gaps
30.  Give praise and appreciation for a job well done
31.  Ask the subcontractor how it went at the end of the project and provide feedback

What other tips would you add to this list?

Successful outsourcing will not only allow you to focus on what you do best, but also find other ways to satisfy clients and expand your business. By building relationships with your subcontractors that are based on trust and respect, you will be able to create a team that can accomplish just about anything…and give you a day or two off in the process.

http://www.sitepoint.com/blogs/2009/04/09/31-tips-for-successful-outsourcing/

Alyssa Gregory is the owner of avertua, LLC, a full-service virtual assistant firm. She has been designing websites since 1995, and has a passion for supporting small businesses. Alyssa provides business tips, advice and news through her Small Business Idea Generator blog.

How to communicate powerfully by email

There are a few simple rules to ensure that your emails are read in the first place and stay useful to the recipient.

Subject Lines are Headlines

The headline in a newspaper does two things: It grabs your attention and informs you what the article is about so you can decide whether you want to read further. Email subject lines need to do the same thing.

Use the subject line to inform the receiver of EXACTLY what the email is about in a few well-chosen words. You might include a call to action such as “Please respond by 7 November”, and if your message is one of a regular series of mails, such as a weekly project report, include the date in the subject line too.

Because everyone gets emails they do not want (spam), appropriate use of the subject line increases the chances your email will be read and not deleted without so much as a glance.

Of course, just as it would be ridiculous to publish a newspaper without headlines, never leave the subject line blank.

Make One Point per Email

The beauty of email, compared with letters, is that it doesn’t cost any more to send several mails than it does to send one.

So, if you need to communicate with someone about several matters, write a separate email on each subject. That way your correspondent can reply to each one in the appropriate time-frame. One topic might only require a short reply that he or she can make straight away. Another topic might require more research. By writing separate emails, you get clearer answers.

However, as with traditional business letters, the email should be clear and concise, with the purpose of the email detailed in the very first paragraph. Sentences should be kept short and to the point.

The body of the email should contain all pertinent information and should be direct and informative.

Specify the Response You Want

Make sure to include any action you desire, such as a phone call or follow-up appointment. Then, make sure you include your contact information, including your name, title, and phone numbers. Do this even with internal messages: The easier you make it for someone else to respond, the more likely they are to do so.

Be a Good Correspondent

If you regularly correspond using email, make sure to clean out your email inbox at least once each day. This is a simple act of courtesy and will also serve to encourage senders to return your emails in a timely manner.

If a lengthy response is required to an email, but you don’t have the time to pull together the information required now, send a holding reply saying that you have received the message, and indicating when you will respond fully.

Always set your Out of Office agent when you are going to be away from your email for a day or more, whether on leave or because you’re at meetings.

Internal Email

Internal email should be checked regularly throughout the working day and returned in a much quicker manner as it often involves timely projects, immediate updates, meeting notes, and so on.

Nonetheless, internal emails, just like other emails, should not be informal. Remember, these are written forms of communication that can be printed out and viewed by others than those originally intended for. Always use your spell checker, and avoid slang.

http://www.mindtools.com/CommSkll/EmailCommunication.htm

Tips:  Make outsourcing work for you

When outsourcing:

• Take your time making decisions and make sure you are clear about the terms on which you and the supplier are working together
• Make the effort to establish a solid relationship – this calls for good communication and flexibility
• If you can stay with your supplier for several years, you are likely to get the best results. Switching suppliers can be a lengthy process, so it pays to commit to building a long-term relationship from the outset.
• A flexible contract benefits both parties, allowing the supplier to innovate and you to react to changing circumstances.
• Aim for a smooth transition/migration

Even with good planning, it’s a learning curve for both parties, so use it as an opportunity to modify the service level agreement (SLA) for the future.

Measure success

There should be financial benefits to outsourcing, but alternatives could include generating a higher profile for your business, more credibility, fewer defects or greater speed to market.

For further details – please refer to http://www.businesslink.gov.uk
The Business Link helps your business save time and money by giving you instant access to clear, simple, and trustworthy information.

Very often, the answer to the first “why” will prompt another “why” and the answer to the second “why” will prompt another and so on; hence the name the 5 Whys strategy.

Benefits of the 5 Whys include:

• It helps to quickly determine the root cause of a problem
• It is easy to learn and apply

How to use the tool:

When looking to solve a problem, start at the end result and work backward (toward the root cause), continually asking: “Why?” This will need to be repeated over and over until the root cause of the problem becomes apparent.

Example:

Following is an example of the 5 Whys analysis as an effective problem-solving technique:

1. Why is our client ABC, unhappy? Because we did not deliver our services when we said we would.
2. Why were we unable to meet the agreed-upon timeline or schedule for delivery? The job took much longer than we thought it would.
3. Why did it take so much longer? Because we underestimated the complexity of the job.
4. Why did we underestimate the complexity of the job? Because we made a quick estimate of the time needed to complete it, and did not list the individual stages needed to complete the project.
5. Why didn’t we do this? Because we were running behind on other projects. We clearly need to review our time estimation and specification procedures.  

Key Points:

The 5 Whys strategy is an easy and often-effective tool for uncovering the root of a problem. Because it is so elementary in nature, it can be adapted quickly and applied to most any problem. Bear in mind, however, that if it doesn’t prompt an intuitive answer, other problem-solving techniques may need to be applied.

http://www.mindtools.com/pages/article/newTMC_5W.htm

The art of being wise is knowing what to overlook.
William James

Leadership: The art of getting someone else to do something you want done because he wants to do it.
Dwight D. Eisenhower

Take calculated risks. That is quite different from being rash.
George S. Patton

If you do not hope, you will not find what is beyond your hopes.
St. Clement of Alexandra

Inspiration and genius–one and the same.
Victor Hugo

To find what you seek in the road of life, the best proverb of all is that which says: “Leave no stone unturned.”
Edward Bulwer Lytton

Along with success comes a reputation for wisdom.
Euripides

They can because they think they can.
Virgil

Exercise

Most people think of exercise solely in terms of weight loss, but it also builds muscles and bones, lifts mood and is a great way of beating stress. If you don’t do 30 minutes of walking most days, plus one or two aerobic sessions a week, you aren’t exercising enough.

If you want to make changes to your routine, bear in mind it takes three weeks to adopt a new habit, so you should draw up a plan that carries you beyond this point.

Sleep

Most adults need six to eight hours of sleep each night. When we sleep, we rest and our body is able to renew its energy. This may be why a good night’s sleep seems to improve the immune system, minimising our risk of illness.

Sleep is also important because of dreams. When we dream, we process all the events of daily life. Getting a good night’s sleep, therefore, influences our psychological wellbeing.

Stress

We all have an instinctive stress response that releases hormones into our bloodstream when we are faced with danger.

These hormones cause instant mental and physical change in us, giving added strength and endurance so we can fight or take flight.

Instead of using our stress hormones in emergencies, we live at such a pace that many of us activate them all the time – like when we are going to miss a train or someone cuts us up on the motorway.

Most tense people don’t give themselves sufficient time and space to rest after each stress-filled moment. With no release, your stress hormones keep on working, which is why there are so many people around who lose their tempers at the slightest provocation.

If this sounds like you, make learning how to reduce and cope with stress a priority.

What we drink

Good hydration is essential for mind and body, so make sure you drink plenty of water every day. Not all drinks are equal, so if you need to boost your liquid intake, watch your caffeine (and sugar) levels don’t creep up.

Where we get energy from

The food we eat is used to provide energy for every function in the body, from walking and talking to digesting and breathing.

The main types of food – carbohydrate, protein and fats – are important sources of energy.

Current guidelines suggest that we should get:

• about 50 per cent of our energy from carbohydrates (cereals, bread, pasta and potatoes)
• 10-15 per cent from protein (meat, cheese, soya)
• less than 30 per cent of energy from fats (70g per day for women, 100g for men). Many of us eat more than this a day.

The actual amount of energy you require will depend upon the type of lifestyle you lead.

The recommended figures are 2000 calories per day for women and 2500 for men – but you may need less than this if you take little exercise and sit at a desk all day, and more than this if your job involves manual labour.

www.netdoctor.co.uk

Control capital costs.

Cost-cutting may not be the only reason to outsource, but it’s certainly a major factor. Outsourcing converts fixed costs into variable costs, releases capital for investment elsewhere in your business, and allows you to avoid large expenditures in the early stages of your business. Outsourcing can also make your firm more attractive to investors, since you’re able to pump more capital directly into revenue-producing activities.

Increase efficiency.

Companies that do everything themselves have much higher research, development, marketing, and distribution expenses, all of which must be passed on to customers. An outside provider’s cost structure and economy of scale can give your firm an important competitive advantage.

Reduce labour costs.

Hiring and training staff for short-term or peripheral projects can be very expensive, and temporary employees don’t always live up to your expectations. Outsourcing lets you focus your human resources where you need them most.

Start new projects quickly.

A good outsourcing firm has the resources to start a project right away. Handling the same project in-house might involve taking weeks or months to hire the right people, train them, and provide the support they need. And if a project requires major capital investments (such as building a series of distribution centers), the startup process can be even more difficult.

Focus on your core business.

Every business has limited resources, and every manager has limited time and attention. Outsourcing can help your business to shift its focus from peripheral activities toward work that serves the customer, and it can help managers set their priorities more clearly.

Level the playing field.

Most small firms simply can’t afford to match the in-house support services that larger companies maintain. Outsourcing can help small firms act “big” by giving them access to the same economies of scale, efficiency, and expertise that large companies enjoy.

Reduce risk.

Every business investment carries a certain amount of risk. Markets, competition, government regulations, financial conditions, and technologies all change very quickly. Outsourcing providers assume and manage this risk for you, and they generally are much better at deciding how to avoid risk in their areas of expertise.

http://www.allbusiness.com/human-resources/workforce-management-hiring/1084-3.html

 As a consequence, a new class of skilled entrepreneurs has emerged — the virtual assistants.

What is a virtual assistant?

A virtual assistant (VA) is an independent entrepreneur providing administrative, creative and/or technical services. Utilising advanced technological modes of communication and data delivery, a professional VA assists clients in his/her area of expertise from his/her own office.

A VA completes your projects using his or her own equipment, and carries out the work through e-mail, fax, telephone and postal service. Therefore, the location of your VA is not important. This gives you the liberty to look for professionals best suited to your needs located anywhere on the globe. Since they’re paid only for time-on-task, businesses can hire several VAs in dispersed locations and have 24-hour support — paying far less than what a permanent or temporary employee would cost for such comprehensive assistance.

The services offered by each VA differ according to his/her skills. The list of services includes general administration services, database and Website development, graphic design, Internet research, sales support, presentation preparation, telephone answering, bill payments, travel arrangements, bookkeeping, desktop publishing, computer training, medical/legal transcription … the list is endless!

Why outsource the work to a VA?

The primary benefit of outsourcing is economising since the VA can do it cheaper. VAs only charge for actual time worked.

By outsourcing to a VA rather than hiring an in-office assistant, you will never need to pay employment insurance, vacation pay, sick pay, or contribute to retirement plans and worker’s compensation. A VA has his/her own hardware, software, training, etc., thereby reducing your capital investment. So there is no wear and tear on your office equipment or a need for special equipment.

Engaging a VA gives you time, allowing you to do what you do best. You can focus on delivering the higher value and service to your customers. As skilled VAs are chosen to perform particular tasks, they can do it better because they do it all the time. It is their business.

Like you, VAs are entrepreneurs and understand the needs of businesses today — ensuring the success of their clients. VAs value each and every client; it is because of these clients that VAs can ensure the success of their own businesses.

The resources of the VA can give your business access to technical advances you would not normally have access to. With modern day communication, projects can be accomplished without ever having to meet the client face to face. With the growing ease of the Internet, finding a VA almost anywhere in the world is quite simple to accomplish — more so in the developed nations like USA, Canada, Australia, UK and many other European countries where the VA industry is highly organised.

http://realtytimes.com/rtpages/20031027_va.htm

This trend allows these highly skilled professionals to bring their knowledge to bear for a whole range of companies that would otherwise not have access. While VA’s were once limited to more administrative tasks, they now encompass the entire spectrum of professional skills. If it can be done from home, there is a VA doing it.

What companies are starting to appreciate is that Virtual Assistants cost companies a fraction of the cost of actual hires. A company employing Virtual Assistants can utilise the services of a whole range of professionals instead of having to choose which specialty is needed most as the company grows.

For the cost of one salaried Administrative Assistant, a business owner could utilise approximately 1400 hours of assistance divided among any number of top professionals. Utilising Virtual Assistants allows businesses access to the exact services that they need, it also allows businesses to shift gears more quickly and efficiently by investing in growth rather than payroll because they are paying only for the time spent on their project. There is no longer a reason to worry about taxes, benefits, vacation pay, and time wasted by the water cooler.

More and more businesses are coming round to the idea of Virtual Assistance; it’s a win-win for everyone involved. It gives businesses the help that they need without the hassle of hiring a full-time employee.

www.powerhomebiz.com/082005/va.htm