Monday, 10 November 2014

What is your PAIN?


P for your PROBLEM

There are not enough hours in the day.
Your to do lists are growing.
You are fed up of mundane and time consuming tasks.
Your desk is buried under mountains of paperwork.
No time to chase up suppliers and obtain customer feedback.
You are overwhelmed by the amount of emails dropping into your inbox.
You are struggling to manage your workload and reach deadlines.


A for your Aspirations

To increase revenue.
To increase productivity.
To create a work / life balance.
Business expansion.
To possess a growing list of industry contacts.
Motivation and time to drive your projects forward.


I for your Issues

1. You sabotage yourself before you have even begun


That voice in your head, many psychologists call it the “inner bully”, starts to question, starts to poke holes in your plans, causes you to ruminate and procrastinate. What if I miss the deadline? What if the customer hates my product? This will never work? Sure you are doing ok, you are a small business, not a huge corporation.. Who do you think you are kidding?

Well surely, Apple was started by only 2 men and has grown to be one of the biggest technology companies and one of the most recognized brands in the world. Today’s small businesses can be the big businesses of tomorrow. With the right attitude and support anything is possible. 18% of people will be successful in business and there is only a 1 in 14 million chance of winning the lottery. So what are you waiting for? Dream big because the numbers are in your favour.


2. There really are only 24 hours in a day


Yes and no man is an island. You have to sleep, eat and take care of your wellbeing. In my opinion you can not sacrifice your health or relationships for the sake of money. My dad is a total workaholic and has actually done really well for himself. But he finds himself reaching his more senior years and questioning where he was for all the important times. Money can not rebuild authentic relationships that are beyond repair. I have definitely learned from my own mistakes and now understand the importance of a work/ life balance and how that impacts on the level of success that I achieve and that I feel as a businesswoman.  

3. You do not have the money to hire permanent staff and agency staff are expensive and unreliable


The constant worry and battle between  hiring permanent staff or using agency workers was one of my client’s biggest bugbears before they found me. As many of you will already know, agencies are great at providing no strings attached casual workers for long and short contracts. However, they can fall short in delivering high quality, reliable staff. Your staff are a reflection of your business and your brand. Customers want to feel like they are buying into your service and that they are investing into something worthwhile, authentic and trustworthy. Hiring casual staff can be very useful in cutting costs and avoiding HR issues. But you may be saddled with a highly inexperienced and unprofessional individual, who has no concern for you or your company’s image. In addition, you can not possibly afford to hire a member of permanent staff. You just do not know whether there will be enough money or work to warrant hiring someone. And even if you did, then you will have to deal with the red tape and work that comes from having employees on your company payroll.

4. You are new to the business world and think that you can do it all by yourself.


I am an Aries and I had to learn this very simple fact the hard way. I am a perfectionist and never felt like I could trust anybody to do a better job than me. If I could not do it, I would rather learn than to ask someone else. No one person knows how to do it all. Even if they do, there are not enough hours in the day to do it all by yourself. When anybody starts out, they believe they are superman. I am the first person to tell my clients that I do not do it all myself. Yes a huge part of my work I do myself but I work closely with my clients to develop their business.  Oh and I do not like copy writing so I normally outsource that.  

And N for your Need

You need to find a solution. A solution that will solve all of your problems, help you to reach your goals and eradicate your issues.

This is where I come in. I am a London based Freelance Personal and Virtual Assistant. I help small businesses all over the world with their day to day tasks.  I can answer your telephone calls, clear your inbox, arrange your travel, attend meetings, help with your office admin, deal with CRM and HR issues and help you to streamline your business functions. This will enable you to remove any blocks that may be in your way and to meet your organisational objectives.

Take a look at my services page and contact me to see how I can help you to eliminate your PAIN.


To receive a free quotation or to book a consultation please visit:
www.stefaniegrant.co.uk/hire-a-pa

And join me on social media:
Twitter

I look forward to connecting with you.
 



Thursday, 6 November 2014

So you think you can do it all?



Imagine the scenario, you have recently set yourself up in business, you have a few clients and are managing the marketing, the accounting, the day to day admin tasks, your calendar, the phone calls, the enquiries, as well as completing the work that actually brings in the money.

All is going very smoothly, your breaking even, working good hours, and then everything explodes….

The phone is ringing continuously, your inbox has 500+ unread messages, your accounts have fallen behind, your social media has more notifications than you can handle, you are missing out on potential clients because you are too busy trying to juggle everything. Your existing clients feel like there is no aftercare service and choose not to return. It continues and you find yourself working all hours of the day and night. You are spending less time at home, you have no leisure time and your family and friends feel neglected. The endless to do list and the sleepless nights are really starting to wear you down.

What about the work that your clients are paying you for? Are you providing them with the service they deserve? What about all the potential new leads who are slipping through your fingers. You worked hard to get where you are today. But yet you feel like it is all starting to unravel.

Why stretch yourself? Running your own enterprise should be fun and rewarding. Shouldn’t you be doing the work your clients are paying you for? The work you actually enjoy?

Have you thought about hiring a Freelance PA? What is a Freelance PA I hear you say?

I am a Freelance Personal Assistant and London based Virtual Assistant. I help small businesses all over the world with their day to day tasks.  I can answer your telephone calls, clear your inbox, arrange your travel, attend meetings, help with your office admin, deal with CRM and HR issues and help you to streamline your business. This will give you the freedom to do what you do best.  

Take a look at my services page and contact me to see how I can help you to get back on top!

To receive a free quotation or to book a consultation please visit:

And join me on social media:


I look forward to connecting with you.


Wednesday, 15 October 2014

Hiring a Virtual Assistant vs Hiring a Personal Assistant


What is a Virtual Assistant?


A Virtual Assistant (VA), is usually self-employed and provides professional administrative, secretarial and technical assistance to clients remotely. A Virtual Assistant usually works from a home office.

What is a Personal Assistant?


A Personal Assistant (PA), sometimes called an Executive Assistant or a Senior Secretary works closely with higher management. Responsibilities will often include; making travel arrangements, organising events, running errands, managing appointments or calendars, making reservations, placing orders, answering/returning calls, and many other similar administrative, clerical and support duties.

What do I think?


With a boom in the amount of people setting up businesses, many people are finding it difficult to find helpful and reliable assistance. Large corporations are downsizing and shedding valuable staff and employment is at an all-time high. Many people are turning to large VA offices to hire temporary staff. But are these staff reliable and do they give you good value for money?

After being a self-employed VA for over a year, I realised that people need more than a person acting as a computer programme. They require something tangible, somebody to advise, support and maybe even to mentor them. Virtual Assistants can be an invaluable part of your business, but they have their limitations. For example; they cannot do personal or business shopping for you, they cannot do the boring banking, they cannot do paper filing, they cannot sit down with you face to face and brainstorm about how to implement business strategies.

After feeling very restricted for over a year, I decided to become a Freelance PA and VA. This allowed me to have the freedom to go out and to meet my clients. To interact with them and to become part of their team and workforce. Some of the time, I am home based and do not need to do anything out of the comfort of my office, but my clients know that if they have a meeting, I will be there to arrange travel and write the meeting minutes. I am somebody they can build a professional relationship with. They know they can rely on me and they can trust me. The big VA firms charge £11-£30 an hour. This is just to hire somebody who you do not know and maybe you will not even like. My services are more personal and cost around the same amount.

I am confident that if you compared my services, with that of a big virtual office firm, that you would rate my services as the far more superior of the two. After experiencing work as a VA and now becoming a Freelance PA, I can say that it makes for much more practical and smoother client-employee relationships.

To find out more about the services I provide, visit my website services page: www.stefaniegrant.co.uk/services

To receive a free quotation or to book a consultation please visit:

And join me on social media:



I look forward to connecting with you.










Tuesday, 14 October 2014

A Day in the Life of a London Personal Assistant


The dreaded sound of the alarm echoes around my room. It is 6:45am and the sun is just rising. I roll out of bed, brush my teeth and have a bath. I get dressed and go downstairs. I put on the kettle while I set up my work station and prepare all of my tools.

I make a green tea with honey and prepare some fruit for breakfast. I sit down at my desk and scroll through my emails. I delete anything I do not need and flag anything that requires my attention. Time permitting; I will usually have a quick glance at my Twitter account, Google+ and Facebook. But not today, I have a feeling this is going to be a busy week.

Ok now I am ready to start!

The first item on the agenda is to book my client Lawrence's meetings for the month and fill in the appointments on his iPhone calendar.

Next item on the agenda is to call Lauren, one of my regular clients. She has just acquired a new property and wants to rent it out as soon as possible. After a 15 minute telephone conversation I have my list of things to do for the day. First on the list; pick up the keys from Lauren's home, go to the new apartment and assess what I will need.

I grab my bag and drive to Lauren's house in Bromley, Kent. After collecting the keys, I drive back to Greenwich and jump on the underground to Bond Street. I input the postcode into Google maps and find the location.

Once I am at the apartment I set about drawing a floor plan and writing a list of the furniture and decorating materials we require. I measure the windows, floors and wall space and make a move. On the tube journey home, I start to write a detailed list of all the things we will require. I have worked with Lauren on renovation projects before, so I have a rough idea of the things she likes.

By the time I return home it is 1pm. I have a 15 minute break and make myself some cheese and crackers. A girl has to treat herself once in a while. Plus, it is Monday. What more of an excuse do I need?

I reply to my emails and write another to do list for the afternoon. The key to success is organisation! I call Lauren and she details exactly what she wants. Now on to the mammoth task of researching and sourcing all of the materials. After a few hours of research, I have arranged for the flooring company and the blind company to visit the apartment to take measurements and provide a quote. I have also ordered the paint and all of the furniture. Phew!

It is 5pm. I am in need of a serious sugar fix. I hit the peanuts and find a jam tart in the cupboard. Absolute heaven! Sugared up and ready to go, I email over the details to Lauren.

On to the next task now. I have a newsletter to write for a bar in Sidcup. They need to email their subscribers to advertise Christmas dinner and New Year party promotions. I email over a draft copy of the newsletter to the manager. I probably will not hear back from them until tomorrow.

It is almost 6 o'clock, so I decide to look at some of the smaller things on my to do list. I log into one of my client's emails and sort the mail into the correct folders, block any spam mail and flag any emails that require his immediate attention. I then set up the out of office to start on Friday when my client goes on vacation. I text my client to inform them that the job is complete.

Just as I'm about to finish for the day, I receive a telephone call. One of my client's contact forms is not working on their website. I take a quick look and log a ticket with Hostgator.

7pm, I put on some dinner and sit down with a cup of tea. Like I do every night; I check my diary and write another to do list for tomorrow. I text all of my friends and decide to treat myself to a nice bath, before watching rubbish television and going to bed.

So there you have it, a day in the life of a freelance PA. When I decided to write this blog I was worried that I would not choose the right day to blog about. Every day is so different and I suppose that is the beauty of this type of career.

As you have probably noticed I do not disclose information about my clients. I respect the privacy of the individuals I work with and I never disclose client information without their consent.

To hire me or to find out more about the services that I provide, please visit my website:


Check out my other blogs by visiting:


And don’t forget to join me on social media:


I look forward to connecting with you.




Friday, 10 October 2014

My PA Story



"That which you or I think is most unique about ourselves we hide. In ordinary discourse, in the normal state, we share our common self, our superficial self. Yet what is most unique about us is what has the greatest potential for bonding us. When we share our uniqueness, we discover the commonality in greatness that defines everyone on the planet." — Robert E. Quinn


Hi my name is Stefanie and I am a 26 year old Freelance Personal Assistant and Virtual Assistant based in London. I have decided to start a business blog and where else to start but with my own story? At the age of 16 I left school with 10 GCSE’s all grades (A*-C) and I decided to attend 6th form to undertake A-Levels. At this stage in my life, I really did not have a clue what I wanted to do. I had always thought about going to university, but was unsure what field I wanted to specialise in. In year 2 of my A-Levels I was attacked on a bus and shortly after this I had a very bad case of Glandular Fever. I could not keep up with the workload, so in April 2006 I quit my 6th Form education. After recovering from the attack and Glandular Fever I started to apply for office jobs. In August 2006 I was offered a job at Lidl GmbH. I was hired as a Mystery Shopper and an Administration Assistant and this is where my business journey began.

Over the next year I thrived at Lidl. I was working alongside a great group of people from all different walks of life. I got along really well with everyone from the maintenance warehouse workers all the way up to the regional director. Over the course of the year my job became increasingly more and more varied. On a Monday I could be running out of stores with alcohol, conducting mystery shops and test purchases. On Tuesday I could be auditing store accounts and arranging stock transfers. Wednesday I could be managing a team and be walking the streets promoting a new store opening with free goodie bags. Thursday I may be working in the warehouse taking stock, arranging store deliveries, or working in the customer service department. And Friday I could be the Regional Director’s PA. This job was the making of me and it really encouraged me to aspire to greater things. I gained experience in so many different business areas and I could never thank Lidl enough for the opportunities that they gave to me.

In 2007 I went back to college and undertook an Access to Higher Education qualification in Social Science and Humanities. By 2008 I was attending Greenwich University and undertaking an undergraduate degree in Human Resource Management. I was still working at Lidl part time and I also started working for the university itself. I was an Open Day Assistant and assisted with student enrolment and campus tours.

I was born with quite a severe facial deformity and in January 2010 it started to give me some problems. One morning I woke up and I had a headache. I did not think anything of it. I had been working hard in my second year at university and I had two jobs. I just assumed it was due to tiredness and stress. As the day progressed, the pain started to spread down the left hand side of my face. By 7pm that night I was in complete agony. I had taken Ibuprofen and Paracetamol and it had not made any improvement. After this day I have never been pain free.

In April 2010 I started working for Chartwells, part of Compass Group (the largest catering company in the world). I was hired to work part time as an Auditor, Trainer and School Kitchen Monitor. I was later hired to work full time as a HR assistant.

In July 2011 I graduated with a First Class BA Honours Degree in Human Resource Management. It had been the toughest 2 years of my life. But I had done it; I had competed with daily pain and tiredness, held down three jobs and completed my degree. After 5 years of working for Lidl it was time to move on. I had been offered a full time position working as an Auditor and HR Assistant at Compass. Although Lidl had been so good to me, I felt like it was time to move on.

In the August of 2011 I undertook orthognathic/maxillofacial surgery to correct my facial deformity. It was hoped that I would make a full recovery and this would alleviate the chronic pain I had been experiencing. After the operation I was completely rigid from the chest upwards. I could not lift my head off of the pillow or even raise my arms without assistance. On top of that, my face had been broken into small pieces and placed back together like a jigsaw. I was in so much pain and I was on a liquid diet for 3 months and a soft food diet for a further 3 months. I started to develop reoccurring sinus infections and even more pain. I had to have all of my titanium plates and screws removed in 2012. 3 months after my original operation I returned to Compass and tried to get back to normality. It was not to be. With all my appointments and my on-going issues I felt compelled to hand in my notice. I have never accepted defeat in my life and this is exactly what it had felt like to me.

During my recovery period I hit some very low moments. It had seemed like my career was all mapped out for me and now it had been taken away from me. I spent my time in self-reflection and evaluating what I wanted from life. I really took a step back and thought about my passions, my core values, my targets and my skills. As I was unfit to work at the time, I pooled all of my energies into creating a blog and charity project. I had felt so alone in my journey and I did not want anybody else to feel this way. In November 2012 I created Jaw & Face. This is a charity project that I continue to run, alongside King’s College Hospital and Saving Faces Charity. I blog about my experiences, support and mentor patients, conduct research and write self-help books for charity.

After recovering from my surgeries and undertaking physiotherapy, I needed to do something new with my life. As my Nan always said; you cannot live on love alone. The charity project was brilliant, but now it was time to concentrate on my career. From a young age I have always had a fascination with creating businesses. I remember being 6 and having a notepad full of business ideas. I would spend hours pretending I was a hotel owner/ manager. I would draw out and brainstorm everything from the room layouts and décor, to the prices and breakfast menus, all the way to the staff wages and rotas. I did not want to jump back into the busy rat race and exhaust myself with things that were out of my control. I wanted to be my own boss, to work with likeminded people and be involved in a career that allowed me to build on my existing skills. 

I did not want to start off too quickly, so I decided to create SG Virtual Office UK in 2013 and work as a Virtual Assistant. It fitted perfectly with my appointments and other family commitments. I started being hired by friends and family. As the business developed, my family and friends started to recommend me to their own friends and business contacts. Being purely a ‘Virtual’ Assistant was too restricting, so I started to undertake short term Personal Assistant contracts. It was so nice to be out and about again and having contact with the outside world.

During this time I realised there was a market for sole traders and small businesses that need some additional support. It is daunting running a company or your own business. I have been fortunate to have over 8 years of varied corporate experience and a degree in business. Most people do not have the opportunities I did. So this is where I step in!

I have no hesitation in saying that my services are unique. I am a highly experienced Personal Assistant with both education and practical experience to back it up. I have no problems in helping my clients with any aspect of their business and I will even teach you how to do these things for yourself. I understand running your own business can be overwhelming. It is important to keep costs low and this is why I offer all sorts of contracts (hourly, flexi, short term and long term). I provide over 100 services and I have never come across a job that is too big or too small. I am a great people person and a dedicated worker. I am not only a Personal Assistant; I am a business consultant and team member. I treat my client’s company like it was my own and always maintain the highest level of professionalism.

It has not been an easy road, as you can see. But I finally feel like I have found something that makes me truly happy. This career has allowed me to work with some amazing people and contribute to the smooth and happy running of several businesses. I absolutely love the variety of my job and waking up every morning to a new and exciting challenge. My work allows me to incorporate all the expertise I have learned over the past few years and expand on my own skills and learning.

This career may not be for everybody though. So I advise that you look at the positives and the negatives of this career choice before you take the plunge. In the following weeks I will be discussing what I get up to on a daily basis and discussing the qualifications and skills required to become a first-class Personal Assistant.

If you are looking to hire a Personal Assistant and you believe I could help you or your business, please do not hesitate to contact me. I offer an optional free face to face consultation for all clients in the London area and telephone consultations for those clients outside of London. 

To find out more about the services I provide, visit my website services page: www.stefaniegrant.co.uk/services

To receive a free quotation or to book a consultation please visit:

Why not join me on social media?






101 Tasks You Can Outsource to a Personal Assistant


Running a business of any size is both time consuming and at times very daunting. There are always a 101 things to do every day. How could you possibly fit it in? Well guess what? You do not have to. After working as a Freelance Personal Assistant for over 2 years and working in administration for over 8 years, I have discovered the only way that a business can expand and flourish is when the leaders delegate and outsource their time consuming tasks to others. This is where a Personal Assistant comes in.

Here is a comprehensive list of 101 tasks that you can outsource to a Personal Assistant. Why not have a read through and then drop me an email and we can discuss how to move your business forward and make your life a lot easier.  

Calendar & Diary Management

  1. Filtering Emails / Managing Spam
  2. Database Building / Updating Contacts
  3. Distributing Company & Promotional Emails
  4. Sending Invites & eCards
  5. Replying to Invitations
  6. Appointment Scheduling & Meeting Coordination
  7. Planning & Arranging Travel
  8. Reminder Services
File Storage & Organisation

  1. Managing & Filing Documents
  2. Organising & Maintaining Computer Filing
  3. Organising & Managing DropBox, Google Drive & External Memory Devices
  4. Condensing & Clearing Data
  5. Creating Checklists & To Do Lists
Administration

  1. Company Banking
  2. Basic Accounting
  3. Dealing with Company Expenses
  4. Chasing Suppliers/ Orders / Invoices
  5. Generating Invoices
  6. Writing Meeting Minutes
  7. Proof Reading & Editing
  8. Transcribing Audio & Video Files
  9. Copy Typing
  10. Answering the Telephone
  11. Taking Messages
  12. Writing Letters
  13. Creating Reports
  14. Creating PowerPoint Presentations
  15. Creating Excel Spreadsheets
  16. Converting Files
  17. Creating & Updating Company Policies
  18. Printing
  19. Managing Health & Safety
  20. Basic Photoshop / Image Editing
HR Services

  1. Advertising Jobs
  2. Recruiting & Selecting Staff
  3. Dealing with Payroll
  4. Dealing with Leavers
  5. Managing & Maintaining Staff Details
  6. Dealing with Staffing Issues (Absences, Grievances etc)
  7. Creating Training Material
  8. Delivering Training
Event Planning

  1. Hiring Spaces for Conferences, Meetings & Staff Training
  2. Arranging Staff Bonding Days
  3. Arranging Christmas Celebrations
  4. Arranging Travel
Company Relations

  1. Sending Thank You Notes & Gifts to Stakeholders & Clients
  2. Creating Surveys & Collect Data
  3. Collecting Customer Feedback & Generating Reports
  4. Managing Customer Enquires
  5. Dealing with Customer Complaints
  6. Contacting Potential Customers
Marketing & Advertising

  1. Conducting Market Research
  2. Logo Designs
  3. Creating Brochures, Flyers & Banner Designs
  4. Producing Business Cards
  5. Creating Client & Company Newsletters
  6. Creating Business Forms
  7. Building Subscriber Lists
Websites

  1. Creating Basic WordPress Websites
  2. Supporting & Developing WordPress (PHP) Websites
  3. Installing WordPress PlugIns &Themes
  4. WordPress Theme Customization
  5. Site Maintenance / Security &Troubleshooting
  6. Social Media Integration
  7. Paypal Payment Gateway Integration
  8. Analysing Websites using Google Analytics
  9. Creating Content for WordPress Pages
Blogging

  1. Create a Company Blog
  2. Publishing Content to the Blog
  3. Creating Content
Social Media

  1. Creating a Facebook Page
  2. Updating & Managing a Facebook Page
  3. Promoting Facebook Pages & Advertising through Facebook
  4. Creating a Twitter Account
  5. Managing & Increasing Your Twitter Following
  6. Schedule Tweets & Track Mentions/ Hashtags
  7. Creating & Managing LinkedIn Account / Profile
  8. Creating Pinnable Images on Pinterest
  9. Creating & Managing a YouTube Account
  10. Uploading Videos on YouTube
  11. Moderating YouTube Comments
  12. Answering inquiries & Messages on All Channels & Profiles
  13. Creating Slideshare Presentations
  14. Creating & Managing  a Instagram Profile
  15. Creating & Managing a Google+ Account
  16. Creating & Managing Content on Tumblr
  17. Participating in Forum Discussions / Moderating Replies
  18. Social Bookmarking (Digg, Stumble Upon, Reddit etc)
Lifestyle Management

  1. Managing your Personal Diary
  2. Sending Invites
  3. Buying Groceries
  4. Purchasing an outfit for a special occasion / updating your wardrobe
  5. Sourcing, Ordering & Purchasing Gifts
  6. Wrapping & Sending Gifts
  7. Writing Cards for Special Occasions
  8. Hiring Home Staff (Chef, Butler, Cleaner, Gardener, Babysitter etc)
  9. Comparing Quotes for Insurances, Products & Holidays
  10. Booking Holidays
  11. Booking Events
  12. Personal Banking
  13. Budgeting & Money Management

To find out more about the services I provide, please click here. Or alternatively, why not send me an email and book yourself in for a free consultation.