The word responsive, according to the Online Free Dictionary (http://www.thefreedictionary.com/), means the quick or favorable reaction to a suggestion or an initiative. By inference, responsiveness would be a trait in an individual or an employee, the ability to recognize and engage with people and clients’ changing demands. It could also mean that a worker listens and gets input from colleagues, building from their ideas while giving credit where it is due.

A responsive workforce can satisfy customers, which translates to repeat business for the company. Responsiveness also means being proactive such as introducing client-oriented projects by conducting surveys on buying trends or one that addresses complaints relative to company delivery of services. Certain policies can be modified, on a case-by-case basis, to suit clients’ needs such as adjusting hours of operations.

In the work environment, collaboration, empathy, and being proactive are the basics to becoming a responsive worker. From these starting point, one who is attentive to a client’s request for assistance such as in the use of recently purchased software will go a long way. Walking the client through the steps in software use and making an effort to remain pleasant at all times can ease the difficult experience, for example. The same client will have a positive impression of the company and will certainly feel that she is valued.

Remarkably, customers can have a high tolerance for businesses that pay attention to their problems. Showing appreciation by creating an electronic newsletter, one that chronicles solutions to frequently asked questions would keep customers connected to the company.

Being responsive implies awareness that clients are the reasons for the business to continue improving and streamlining its processes towards satisfying customers’ needs. It is also important to keep in mind that the qualities of teamwork, initiative, and active listening are the stepping-stones towards positive internal relationships resulting in a synergy between the company and its clients.

Written by Yoli P.- The Help

At their first jobs, most entry-level employees tend to be reticent about their skills and abilities. This discreet attitude must not be an obstacle to developing a proactive mindset if they are interested in getting a management role in the company. It is important to note that all managers started somewhere. At each level of responsibility, practical and theoretical learning are essential to climbing the career ladder.

Much like settling in at a new house, a new job requires adjustment and adaptation to the protocols that are in place. Workers in both physical and virtual worlds take a couple of months to do this. Without noticing the passing of time, a newbie becomes a regular employee at the same company for several years during which time the thought of a promotion to management will have been mentioned at performance reviews.

One begins by offering to do more than the tasks indicated in the job description. Ask what steps are needed to get a promotion. In talking to a supervisor, proposing to assist at a project can jumpstart the process. Initiative is a great antidote to an harangue manager and an asset that will make an employee stand out.

However, there’s the corollary to the offer, which is to actually do and deliver on the promise. Make sure that if you agreed to do the first draft of the company’s annual report by the end of the week, it is done and sitting at the manager’s desk by Friday morning.

Sometimes precise steps towards climbing the career ladder are not available. Strengthen your skills by reading professional magazines and taking additional training. Make certain that tasks are finished and delivered on time. Continue to learn. When you believe you’ve acquired sufficient experience and knowledge necessary to become a team leader or a line manager, ask for it.

An awesome employee will be noticed; don’t let that shyness get in the way.

Written by Yoli P.- The Help

“What do you do when you’re not working?”

Ever faced this question? Perhaps unusual in a virtual assistant’s everyday routine but it is an important aspect of a career. Life is not all about work; neither is it about being a lackadaisical person. Work/life balance is a goal that most professionals and workers try to achieve. Some factors to consider in striving towards it are family and friends, meditation, and hobbies.

When thinking of time to relax, make sure to include family and friends. In challenging times, care and encouragement from them carry you through. Listen and pay attention to the conversation when at an outing, for example, at a brunch on a weekend. Turning off the proverbial cell phone would be appreciated and downtime can also mean leaving work half an hour early. Rest and relaxation are vital to humans.

Did you know that work could be used as meditation? The Zen Entrepreneur (http://venturevillage.eu/the-career-warrior-how-to-achieve-spiritual-and-business-bliss) says it “begins with being mindful at work and finding ways to really focus on a task and cutting other distractions during a period of time – and that’s really hard these days.” To recharge and reduce stress, stretch arms, stand, and walk around the office. Virtual assistants are constantly looking at computers and screen savers that have a calming effect are very helpful.

Hobbies have a way of making us feel good, taking our minds away from work. Focusing on a completely different task, such as knitting or crocheting that alters hand-eye coordination provides a mental downtime, so to speak. Hobbies generate creativity; they develop insight that spill over to the workplace.

All these factors work together to form a strong foundation from where work-life balance can be built. Awareness that we work to live and not live to work is possibly the best indication that work-life balance can be achieved.

When the question “What keeps you active when you’re not working?” comes up next time, make sure the answer is in the making or, at the very least, the search is on for one.

Written by Yoli P.- The Help

Workers become productive employees when they go beyond the call of duty, applying skills and knowledge to the task at hand. To deliver on their assignments effectively, employees must continue learning. It is at this juncture that the importance of continuing education, workshops, and conferences must be emphasized.

The Internet opened doors to online workshops and classes making continuing education readily available. Vital encouragement from company owners and managers in the form of subsidies will motivate employees to look for knowledge enhancement courses. Sometimes workshops on integrating technology with office administration are offered at conferences. Staff can also lead internal workshops whereby colleagues learn from a peer.

Companies understand that investing in their employees is profitable.

Perhaps the company is not able to extend financial assistance; there are other ways to support staff. For example, allowing an employee to leave 10-15 minutes early to arrive on time for classes. Logging off a few minutes early will give staff time to collect thoughts and focus on the workshop. It may also be possible that the company recommend that personnel attend a specific networking conference on business process outsourcing (BPO).

On the other hand, each employee must show interest in skill acquisition. Making time to search for continuing education available at the local community college or staying in touch with information technology professionals can lead to niche workshops. Join same interest groups such as Virtual Assistance League http://valeague.com/ or International Association of Virtual Assistance http://www.ivaa.org/ to stay abreast of industry developments.

Good workers in a positive and encouraging environment bring up a sense of accomplishment that benefits both clients and the business. Continued upgrade of skills and tools is indispensable in fostering staff talent. When new information is integrated from the classroom to the virtual office, employee confidence gets a 100% boost.

It pays to remember that learning is a long-term investment for one’s career and an important step not only for work but also for life.

Written by Yoli P.- The Help

The universal access to the Internet by a large number of computer savvy employees changed the way we look at productivity. For example, in the old days, filing the boss’s sent letters, signed contracts, and reports into its proper folder was a measure of being productive. Nowadays, electronic signatures make sending out business letters and the subsequent filing done with a click of a mouse.

Which brings us to the question – how productive are virtual assistants (VAs)? What mindset, attitude do they bring to the table to have pushed the virtual assistance industry to the global phenomenon it is now?

As an on-call virtual assistant, let me share some traits that made virtual assistants a force in the worldwide administrative and business support community.

1. Focus – these employees are focused. In some cases, they can have tunnel vision; totally tuned in to the task at hand until the job is done and the client satisfied which will guarantee future repeat business.
2. Patient – they know how to ask questions, follow on loose ends, close the loop. They are willing to restart tasks, doing it differently each time, when necessary.
3. Persistent – they are willing to learn, try, and master new applications. They look at each new business relationship as an opportunity to grow their company and themselves, professionally.
4. Passionate – they believe in their profession and are happy in assisting clients. As they are committed professionals, the satisfaction for each successful transaction spreads from the work environment to the personal.

Given that virtual assistants are remotely located from employers, productivity is crucial. Effective execution of tasks such as filing of reports, contracts, setting up appointments and conferences electronically is still a parameter for work performed. Because a VA will quickly find and use a phone number or a case study in the files as reference for the business at hand reflects productivity at its most effective.

Developing focus, patience, persistence along with excellent job execution equal high productivity, a win-win situation like no other.

Written by Yoli P.- The Help