Having a system in a physical workplace or when telecommuting is essential to a professional. A neat and orderly environment can contribute to clear thinking resulting to efficient delivery of an assignment.

At a glance, a virtual office may not need much attention to detail, as everything will be online. If your inbox is backed up, unused applications are taking up space, and documents aren’t easy to find, it might be time to evaluate and set up a routine that will work for you.

I start my working day with reading and reviewing my emails to ensure that all directives for the day are followed through. After the emails, I look over my manager’s calendar, confirming and checking on the required background documents for each meeting that’s been set up. Different styles of work will require different methods. A system that works for you is all that matters.

1. Ensure that your tasks for the day are in your calendar; master it and when possible use an application like VueMinder (for Windows) or BusyCal2 (for Mac).
2. Make sure that your inbox is not cluttered with spam.
3. Label and classify correspondence for access and quick reference. Schedule a time to respond to mail and empty your inbox. Avoid mailing lists; they can be distractions as they take time away from work.
4. Discard applications, files that are not relevant to your work functions.
5. Look for new ways to organize yourself and your work to enhance productivity.

A systematic style and an organized space encourage an orderly and analytical approach to assignments. Perhaps it isn’t true in all cases, but for all intents and purposes, a good virtual office system and methodology can spill into your life. Stick to one that works and you might just surprise yourself!

Written by Yoli P. – The Help

Let’s face it! We are euphoric at landing our new job after months of searching! We’re confident we’ll pay attention to office rules and policies. After all the hard work, we really want to do well.

But what if my colleagues don’t like me? What if my supervisor is a micromanager? What if I fail to meet work expectations?

As we spend more time at work than with family and friends, it’s become increasingly important to develop positive and productive work relationships. Positive means our enthusiasm for the profession and productive would mean bringing our skills to the table, to the team.

A new employee is inevitably the new kid on the block. Scrambling to learn, figuring out the hierarchy, the newbie is an outsider. Let’s not forget that management is keen on making us feel welcome so here are some ground rules.

1. Remember that your colleagues are not obliged to like you. As a team, you’ve come together because of a common employer. Therefore, keep your expectations to a minimum to avoid disappointment. Learn to let unpleasant comments slide to prevent waste of time and energy. Remain focused on tasks to do.
2. Remember that past accomplishments are just that – in the past. A new work environment will require adaptability to the company’s unique procedures. Listen well and when in doubt, definitely ask questions.
3. Remember that constructive criticism is not meant to hurt; we are employees, which means we all have an interest in producing excellent results for our employer.

There is much to learn in accepting individual, regional, and cultural differences. The workplace is where life’s microcosm is presented to us and skills acquired thereat can take you places. When all else fails, stay positive. Try to remember Zbigniew Herbert in A Life

I know

It’s hard to be reconciled

Not everything is exactly

The way it ought to be.

But please turn around

And step into the future

Leave memories behind

Enter the land of hope.

Written by Yoli P. – The Help

Times have changed, and never has this been more evident than in the role of women, both at home and at work. Women continue to prove themselves.They are not only good in rearing kids and taking care of the home, they are also professionally competent evidenced by their success in legal, management careers and government posts.

Eight years ago, The Help’s founder, Astrid Escover Stanek, envisioned a business scenario where mothers can be professionally involved, grow, and contribute to the family income while caring for young children at home. She also wanted flexible schedules that centers on family needs.

On a typical weekday morning, a mother gets kids up and ready for school. If she’s a working mom, she also must get ready. In recent years her office, a few steps away, has been set up in her home. No 9-to-5 hours constraint, she is a virtual assistant (VA), an online employee where businesses get administrative support via the Internet.

A virtual assistant’s daily schedule involves detailed tasks like answering emails, creating blog content, and providing administrative support for authors. Because her office is at home,she can schedule time for herself and her kids. She might pick up the children from school in the afternoon and make them a snack. Eventually, she will help with homework and if her presence is requested at the school, she’s able to go. For a young family, virtual assistance employment is their best bet to have extra income.

Interestingly, motherhood and virtual assistance share organizational and marketing skills. A mother’s management skills are phenomenal. She runs a household involving people (human resource). She’s good at handling finances.Being a chaperone on occasion provides her with the opportunity to carefully observe behavior. She also becomes computer savvy so as to better assist her children in researching the web for homework.School sponsored sales and exhibits are where she hones skills for pitching ideas to future clients.

That all women can be successful at being a mother and, at the same time, in her professional life is a strong belief at The Help. Being a mother doesn’t necessarily mean a woman is relegated to the home. Staffed by mothers who are professionals, the women at The Help can pursue their personal ambitions.

The Help is very much in step with the times.

To all the mothers of The Help, Astrid, Anna, Kathrine, Claire, Maria, and Yoli, Happy Mother’s Day!

Written by Yoli P. – The Help

Congratulations! You’re hired, you have a job! Now, it’s about keeping it or better said, staying employed.

Over the years, I’ve been asked a few times if there was any secret to holding down gainful work.There are no secrets but a lot of sweat is certainly needed in keeping that wonderful, well-compensated position. For success to come knocking at the door, there are many things you can do to tip the scales in your favor. Here are some that I personally relied on.

• Punctuality is an asset. That applies to coming to work, logging on to your work station, returning from coffee breaks, attending meetings, and particularly, handing in assignments.

In 1991, I was receptionist where I literally had to open the office doors to visitors and clients at 9:00 a.m.  Being late horrified me; I made sure I was at my post 15-20 minutes early.

Fast forward to September 1999: a former manager, who wasn’t my supervisor, was looking for an assistant. I wondered why she wanted to hire me and was told, “She was always there.” Yes, I got the new job and the unexpected promotion that came with it.

• Do all, within reason, to have a good relationship with your manager. Some new employees come to the job thinking they know better than their managers. If you have ideas on improving workflow, share them. Career success also means teamwork not just with your peers but also with your manager.
• Be service oriented and helpful. If you would like to be a task leader, even manager,in future then it will pay to know how to serve and help clients and colleagues.
• Invest in your career. Read up on the virtual assistance industry, keeping in mind where you’d like to be in 3-5 years. Share information you discover. Learn how to use new apps through online offerings. Find an English language tutor if your writing skills need polishing. You might find the company is willing to subsidize the cost if you make a case for these.
• Maintain a positive attitude. Experiencing several management re-organizations will be part of a person’s career; mine was no exception. In all those times, I stayed positive. It’s been often said, “When a door closes, another one opens.” This is great reminder that life goes on even when the new job does not.

Notice that all of the above depends on the employee? That’s because a job is only as good as the relationship you intend to have with it. So for a long and successful office employment career in either the virtual or real world, make sure to bring your heart to it then put your best foot forward!

Written by Yoli P. – The Help

Professionals in different industries share a vocabulary with which they communicate. One that is commonly used is the word mentor.Greek in origin, it is said that Mentor, a friend of Ulysses, was entrusted with Telemachos, (Ulysses’ son) while the father was at the 10-year Trojan War. Mentor brought up the son in his father’s absence. Today mentor refers to someone who shares experience and knowledge.

Businesses embraced mentoring programs because it helps staff retention, supports professional growth, and develops a diverse workforce.

But what is mentoring? It is defined as a formal or informal relationship whereby an experienced person helps in bringing out and strengthening an individual’s potential, usually manifested in applicable skills.

Mentoring is not a new concept; technology advance provided mentors a foothold in the virtual assistance industry because communication options are now readily available. It could be looked at as a situation wherein someone advises. For example, college students seeking counsel from a particular professor about career choices or asking for a different view on issues such as marriage. Having a mentor can be crucial in creating work/life balance and self-confidence. It is important for an objective look at the impact of the personal on the professional aspect of a career.

Relating to a mentor comes in many forms. We could have the same alma mater, her/his career path is exemplary, and her/his world vision is worth emulating. In the workplace, form a relationship with peer or manager who makes you think, “I’d like to be like her/him.”

Feedback is essential for a career to move forward. Honest advice on improving one’s communications and interpersonal relationships from a mentor is worth its weight in gold.

A mentor is a listener with whom successes and frustrations can be shared and discussed. She/he provides a broad view of a career especially if she/he is an expert in the field as could be the case in the virtual assistance industry.

She/he can assist in deciding which training modules or studies are worth pursuing. Having a mentor is an opportunity to work with someone whose industry knowledge and network goes back several years, an invaluable asset when starting a career or even in mid-career.

The line manager could be a great mentor. When such a relationship is established, huge gains for the staff and the company waits around the corner. Possible immediate result is reduction in staff turnover and high morale of employees.

Alumni and industry events along with professional associations are sources of potential mentors. If you cannot find one or if the one you found has no time, keep searching. Your career may depend on it.

Written by Yoli P. – The Help