The Value of Membership Sites

If you have been in the market for or have recently purchased access to a new program, it’s likely that you were given access to a membership site. Membership sites have become more and more common in our digital age of online training.

Although they are more common, they can still be a little intimidating when it comes to setting one up for yourself. There is the content, graphics, videos and all of the bells and whistles that you have to think about. It can cause anxiety long before you’ve even purchased your domain name.

If you’ve been mulling over the idea, but still don’t know where to start, I’ve listed out a few options for you when it comes to setting up your own membership site.

The valueof membership



This one is the most obvious. If you’re a coach, then you will have a membership site, no doubt.

The question lies in what are the features that you want to offer to your customers. How many modules would you like to create? Will you feature videos or just text? The possibilities are endless! I personally love video training. Give me a guidebook and a video and I’m happy as a clam.


Do you have a large team that you manage? Setting up a designated member’s area for your team will allow you to streamline your training. Have you ever attempted to onboard a team member and had something go wrong? Perhaps a step was missed and you were certain that you told them how to do “x, y and z”, only to wake up at 2:00am in a sweat because you really did forget? It’s happened to the best of us! Creating a member’s area where you keep all of your training modules, while continually adding value to your team members will be a valuable asset. Everyone will be on the same page and your clients will see a seamless transition each time you add a new team member.


Perhaps you aren’t ready to dive into the members area pool with both feet. That’s okay! A simple way to ease into this realm of virtual training is to set up a forum. Simply add your clients, team members, mom and dad, whoever will join you and begin the discussion. Some clients send out their products via ebook or PDF, but still want to provide support for Q&A in one location. This would be a great solution for you.

Regardless of which level you’d like to provide your tribe, you don’t have to do it alone.

If this has been on your to-do list, but haven’t had the time, fill out this form.

We have a team of VAs that are trained to offer high level service, including the setup of a member’s area. By providing places like a member’s area, you are telling your audience that you want to give them the best support and experience possible.


Why You Shouldn’t Host A Webinar Alone

Webinars seem to be all the rage. You can pack such great value into a 90 minute session!

I’ve watch people pack webinars full and stay past the live Q&A because the webinar was packed with such great content that they felt like they were drinking from a hose.

I’m amazed every time I attend a webinar, because it’s like getting a peek into someone’s brain! It’s full of their ideas and personality. It’s fascinating!

I can’t even begin to list out the number of webinars I have attended and the roles I’ve played as support, attendee and host.
Now, I’m not here to tell you which platform to use or how to set up your webinar. What I would like to tell you is that in order to serve your attendees well, you must, must, must have support. Feel like it isn’t something that’s needed? While I value your opinion and wish for things to always go well, I know that sometimes the stars don’t align and things can go awry…. even for the pros.

Why You Shouldn't Host A Webinar Alone


Check your slides

I attended a webinar once, where the host wasn’t on the right slide the ENTIRE webinar. I felt so bad for her. All she needed was someone to let her know that she was off track with her slides and watching the chat for attendees who were all too eager to point out this misstep. Having a VA watching your webinar closely for any hiccups will add even more credibility to your webinar.

Live Q&A

Want more sales? I truly believe this is a clincher! Often times people attend because they’re curious and don’t hop off because they’re on the fence. I’ve watched countless times as people have asked questions in a live Q&A setting, heard the program or product explained clearly then purchased and fell in love with their purchase. You can’t go wrong with this feature! Why do you need support in this area? Well, when you’re on a webinar making sure that you’re on the right slide and trying to filter through questions, it can be a little difficult. The easiest and most effective way to run a live Q&A is to have your VA on the back end of your webinar sending questions to you via Skype or text message. They can grab questions that will be the most valuable and can even segment similar questions. You won’t have to worry about a thing!


Have you thrown a party and invited everyone you knew? Wait… that’s the Golden Girls song, but I digress! Of the many tens of hundreds of people that you invited, did they all show up to your party? No. We are all well intentioned people with busy lives. With all the good intentions in the world, we can’t make it to every party or webinar that we want to attend. We have baseball games, piano recitals and meetings. Having the option for a replay to send to your audience is crucial! Having a VA designated to record, upload and provide a replay link in a timely manner will increase your sales.

Do you want to know the good news? We have a webinar team here at Priority VA! Virtual Assistants that specialize in webinar support. If you have an upcoming webinar, let us know.

We would love to give you the support you need to make your webinar run smoothly!

Tell me… what is the best webinar you have attended?

Staying On Track In A Fast Paced World

Life can tend to get a little crazy sometimes.

Building your business, raising a family, managing your home and fulfilling your countless responsibilities. Every one of those things on their own are wonderful!

There was a time in my life when I worked for two very high profile clients, started my business all while adopting our fourth daughter. Crazy? Maybe, but needless to say, I had to have a system or else I was going have a disaster on my hands.

One of the most intricate parts of this job is keeping myself and my clients on track.

How did I do it, you ask? Well, let me tell you…

Staying on Track

1. Everything Gets a Color

I live and die by my google calendar. Whether you’re managing one calendar or 15 calendars, it’s important to label each one. We have a several calendars for different projects and each one is color coded.

For Example:

  • Personal: Purple
  • General: Blue
  • Meetings: Light Blue
  • Podcasts: Green
  • Live Events: Orange

It may seem complicated, but once you get the hang of it, you’ll be able to look at a glance and know where you need to be and when (and, if the appointment requires makeup!). If you’re managing this for your client, they’ll love the efficiency!

2. Always Stay One Step Ahead

One of the most loved traits of a VA is always staying one step ahead. This will help you avoid disasters ahead and will make your client feel valued. It isn’t hard, it’s just a matter of being proactive.

  • How can you do that? Start by confirming every appointment the week prior.
  • Check the calendar details. Make sure that you have Skype IDs for everyone involved in the call. If they’re using a different platform, make sure that you have the correct link and pertinent information that will be needed for the call.
  • Is it an interview? Get the interview questions ahead of time and put them in the calendar. It’s a one stop shop for links and topics. Your client doesn’t need to spend time shuffling through their inbox trying to figure out where in the world their call is taking place and what they’re talking about. They’ll feel calm, cool and collected by the start of the call.

3. Get In-Sync

It’s more than just a band in the 90s. You’ll say “Bye-Bye-Bye” to calendar questions when you sync your calendar with your clients and team members. In doing so, everyone will stay on the same page. I don’t know what we did before calendar sharing, but it has been a lifesaver for me!

Often times, we get so caught up in the more complicated side of the VA business that we forget the simple things (like showing up on time).  By following these steps, your client will arrive on time and prepared.

If you’re looking for more options to stay on track, I have a couple of extra resources for you.

I’m in LOVE with the offline feature that Google Calendar offers. It’s perfect for days when you’re stuck in a blizzard without power. True story…. I’ll save that for another day!

Want to pop your to-do list into your calendar? No problem! This handy little article gives great advice on this feature and several more that might be up your alley.

How to you keep your clients organized?



Confidence Waning?

Confidence Waning? Meet Rachel.

Growing up, my mom used to tell people when I’d be looking in the mirror analyzing my crooked nose “She’s not conceited, she’s convinced”. Little did she know I was tearing my appearance apart. That “confidence” was actually self doubt, but no one knew it. Mom didn’t know any better, only that I sat perched on our bathroom counter endlessly staring and smiling and turning my head one way or another.

I’m pretty lucky that I can put on an alter ego like nobody’s business and be “on” when I need to. It’s a learned skill, perfected over time when I had to fill a role bigger than I was.

It’s not always the healthiest choice, but it’s served me well many times.

Authentic confidence appeared something others were born with, that I had to fake my way through. Whether it be a job interview, or a first date –  I never felt quite authentic about who I was. As an adult, I straddled the fence between cursing entrepreneur and conservative christian. Sometimes, it felt as though I didn’t fit.

Second guessing each decision –  whether what to wear after trying on outfit #42 or if I should put on the red lipstick or the mauve. I didn’t want to feel like a fraud, and honestly, I thought I was in most situations.
So, how does a scared little “grown up” girl afraid that no one will like her build a wildly successful business in just a few years when I had the confidence of a peanut? I’ll share with you the three mindset shifts I have to continuously revisit to move from terrified to triumphant in a second…

But first, a story. I was invited to speak at an event in Vegas, last minute – and when you’re asked to speak on stage in Vegas, you don’t ever say no. Unless it conflicts with values people, then run! Thankfully, this did not.

Alas, I said “sure”  and proceeded to have the biggest case of anxiety known to man. “Go Confidently in the direction of your dreams” had nothing on me. I was headed straight for the donuts, instead. I didn’t know what to wear, what to say, how to act. I had fear for how people were going to receive me alongside the likes of Dan Martell, Melanie Duncan and even the founder of Ugg Boots. These were big time players and I was about to walk into a playground much more sophisticated than I thought I was. I was struggling to find any ounce of authentic confidence in me. Alter ego tools weren’t working and there wasn’t a mirror in sight that could convince me that everyone wasn’t staring at me calling me an overweight fraud.


Enter… Rachel Luna. A fire cracker, Puerto Rican born Marine with enough confidence to fill the entire Pacific Ocean.

A woman who requires no validation, Rachel reminded me of three things you need to know when your confidence as an entrepreneur is waning…

  1. There are liars living in your head. That’s right. You may not have invited them in, but girl, they are there, and if you’re ever going to get this [enter your dream here] to take flight, you have to kick those liars out.
  2. There is not a scenario in this world that you can’t navigate. Will you stumble? Yes. Will you survive? Yes. Should you let your baby ego get bruised? Nope. Carry on, Soldier.
  3. Marketing and shiny messaging don’t make you a better you. YOU need to become a better you, and that starts with figuring out what the exact next steps you need to take are, to grow a business and a life you actually believe in. No fraud necessary.

So, I walked that room and proclaimed it as my own. I prayed silently that God would show up and calm my rapidly beating heart so I didn’t drop dead on the walk up to the stage. I chose that I would embrace this opportunity and not take the easy way out. I was facing fears, confidently. And it felt real. I couldn’t have got there without Rachel that day.

So….what happened during my talk? Oh, the worst things ever…

Wardrobe malfunctions. Broken Microphones, buzzing speakers, and nerves for days. Did I survive? Yes. Will I ever speak on stage again? Heck yes.

I learned that I do fit in. That the lies in our heads are bigger only there, in our minds. Not in reality. I embraced that I do have a place in this space and that I can “do you” with more confidence than I ever imagined when armed with the right tools. Rachel thankfully showed up at the right time to remind me.

Rachel teaches all about confidence in her course Confident Entrepreneur Academy and it’s a brilliant program. I’m re-working through the modules, getting my head on straight and leaning into who I was made to be, instead of fighting the desire to be someone else.
And you can, too. To learn more about Rachel and her program, click here. No Affiliate Links necessary. Check it out, and join me to becoming a CONFIDENT Entrepreneur ready to take on your world. Crooked nose, red lipstick, and all.

The Glamorous Life of a VA

There is a stereotype that comes along with working from home. Anytime I go to my kids school or run into an old friend at the grocery store, I can read the look on people’s faces…

“What do you do all day?”

Now for those of us in the biz, we know what a Virtual Assistant is capable of. We work hard and get stuff done. Not just a little stuff, but serious (insert colorful expletive here) STUFF! We don’t mess around!

However, some people think that working from home includes sleeping in, taking a nap, lounging around in my pajamas and/ or watching every afternoon talk show. Want to know a little secret? I DREAM of a nap! If I had time to watch Ellen every day, I totally would!

I don’t take offense to it. It’s an honest (sometimes unspoken) question and I welcome the intrigue.

It is truly a blessing to work from my home, but it isn’t the cakewalk that some people tend to think it is.

Here is a little peak into……

The Glamorous Life of a VA

*Caution: This feels a little like a “Dear Diary” moment!*

5:00am: My day starts. I’m a morning person, so by 5:00am I’m up, dressed and taking my cup of coffee to my office. I recently bought a Keurig and am secretly thinking of bringing it up to my bedroom with bottles of water so I can work from bed like Winston Churchill. I like to get a couple hours of work done before it’s time to get my kids ready for school.

7:00am: Time to get the littles up and at ‘em. No need to go into detail here. I have 4 daughters, so just imagine the drama and you’ll send me sympathy cards. I love them, but OH.MY. WORD. girls are a bit dramatic!

8:00am: Kids are dropped off and I’m back in the office. I have 4 hours of back to back interviews starting at 8:40, so it’s time to catch up on my email. Today I was offered a chance to speak at a large event. WHAT? I can’t believe I get to live this life!

8:10am: Email my team about the event. We need slides, content and I need a new outfit! 😉

8:35am: One of my Clients emailed asking for advice on a project he’s working on. I’m a servant at heart, so I do my best to make sure that my clients are taken care of.

8:40am: Let the interview marathon begin! I love meeting with people all over the country. This time is peppered with emails, texts and slack messages.

12:30pm: I have a quick window to eat a quick bite of lunch. I need to check with my client to help him out with his tech problems. Lead Pages, I love/hate you.

12:45pm: I was able to hop on a call to sort out the glitch issues. Client is all set.

1:15pm: I have another hour and a half of meetings coming up soon. This time, I’m meeting with potential clients. I don’t complain ONE OUNCE about the meetings that I have, I could talk to people all day. Today it seems as though I am! 🙂

4:00pm: Kids are home from school and I have 1 meeting left.

4:25pm: So, my meeting has ended. Time to work on a few things for my client. I have to edit her blog post, follow up on content creation and I have about 2 hours of work left. All I need to do is wrap this up and I can transition from Trivinia the VA to Mom. Now, I’m a good Mom. I take care of my kids and do a lot for them. They are my heart. I say all of that gushy stuff so that you won’t judge me for what I’m about to tell you…. After my meeting ended at 4:25, I needed a little more time to concentrate, so it was time to get a little creative. I turned on talk radio so that my kids still heard voices coming from my office. Some may judge me, but I felt like it was a brilliant move! PLUS…. It worked! Remember – don’t judge me. It’s not nice.

6:30pm: It’s time to wrap it up for now. I have a little to catch up on, but for now, my kids need to eat. We’re a normal family. Both parents work. It’s what we do and we make it work. Some days are harder than others, but I love every minute of it!

9:00pm: Kids are in bed. Remember the speaking engagement? It’s time to perfect the slides and I’ve got to seriously practice, this ain’t no sissy crowd, this is a big deal. I’m nervous, I won’t lie. I’m working through content and slides that my team helped me with while I swam in meetings today.

11:15pm: Time for bed.  The work is never done, but that’s with any career. There is always something to be done, but I have to take care of myself and get some rest. My new “rule” of bedtime at 10:00pm got totally blown on this day… but I’ll start again tomorrow and do the best I can. ‘Night!

I didn’t document my day just to say “Woe is me” or “Look at me and what I can do”.

I wrote all of this to remind you (and myself) that our work isn’t just “busy work”. The meetings, the tasks for your clients, everything you do matters. It makes a difference.

If you’re a client, know that Priority VA takes your business seriously. We look out for your best interest. We truly appreciate each of our clients. It’s an honor to play a small role in making your dreams a reality!

Tell us…. How do you manage your day?

The Roller Coaster of Launches

I recently wrapped up a big launch with one of my clients. The excitement that comes along with launches can only be compared to one thing….. A Roller Coaster!

Launches aren’t for the faint of heart. They take hard work, focus and commitment.

Now, there are plenty of launch strategies floating around the world wide web, but I’m here today to give you some behind the scenes advice and encouragement for your next launch.

Roller Coaster of Launches

Prepare yourself

With every launch that I’ve been a part of, there is a lot of anticipation. So much goes on behind the scenes… creating the program, setting up registration pages and spreadsheets galore. While all of that is good and necessary, there is one thing that you need to stop and do. Prepare. Whether you’re a rookie on the team or a veteran, be sure that you familiarize yourself the content. There is nothing worse than being in a chat room on launch day and you still aren’t sure what you’re promoting. Take time to watch a few modules, read through the transcripts and know what the goal of the program is. Time can get away from you when you’re anxiously awaiting your launch, but this is one thing that is a must! Another thing is to be sure you’re prepared at home, too. I tend to create a lot of crock pot meals, or freezer meals weeks before a launch. I know my kids still need to eat, but mama may be locked in her office during dinner. So, plan ahead so you, and your lovelies can still get a warm meal during launch chaos. Trust me, you’ll need the nutrients a good meal will provide over McDonalds fries when you’re running low on sleep.

Be nice. Even when others aren’t

This one’s a toughie! In general, I am a nice person. I want the best for people and want to help them. When the kindness is reciprocated, it makes it a heck of a lot easier than when it’s disregarded and I am the brunt of someone’s anger. This doesn’t happen often, but occasionally, people can tend to get a little disgruntled. Keep in mind that their frustration is most likely not caused by you, but a situation. You are representing your client and even though it’s hard, you have to smile and give them the best customer service! I’ve watched situations turn around just because I was nice. Like Grandma always said; “You catch more flies with honey”! Sidebar: I’m not sure why you would want to catch flies, but I digress!

The dip is coming

My least favorite part of a roller coaster is the dip. Is that the technical term? Well, whatever it’s called; the dip, the fall, the part where my stomach is in my throat… it’s the worst! I know it’s coming, so I have to get ready. This is the part when you’re smack dab in the middle of a launch. You’re running on a little less sleep, the coffee cups that are normally in your cupboards are now scattered in your office. It isn’t pretty, but it happens to the best of us. There is no better advice here that to tell you to buckle down, it will be over soon. Rest, eat, work, repeat. Remember those crock-pot meals? They’ll come in handy right about now. Hang in there, you’ve almost reached the finish line!

Celebrate The Wins

Whether it’s the number of registrants you wanted, or the sales just tipped over into the 5, 6, or 7 figures… celebrate. I typically do this on our team by changing up our Slack messages at login. It’ll have an encouraging quote, a WooHoo! Or I’ll even post our “next” goal, so everyone knows we’re in this together. As a team. That’s right, you’re part of this success, too. So own it. And know that your contribution is significant!

You’ve made it

Congratulations! You’ve survived the launch! All of the anticipation that you just felt led you to a great accomplishment. Not everyone is cut out for launches. It isn’t easy. Halfway through, you begin to wonder what you’ve gotten yourself into. You haven’t combed your hair in days, you have a permanent vision of a countdown timer anywhere you look, and the customers are happy and eager to get started.  When you’ve wrapped up cart close and you have the launch behind you, you begin to look forward to the next one. (After a little breather, right?)

Launches are exciting. Even though I spent an entire year in perpetual launch cycles with clients once, I was always so eager to be a part of something that is important to your client and quite honestly, builds camaraderie with your client and team members that you work with.

So, buckle up, pour another cup of coffee, and support your clients launches as if they were your own. They’ll be grateful for it.

What keeps you going through your launches?


Why We Use Teamwork (And Love It)

I’m not just talking about the phrase as a cliche, though teamwork as a principle and philosophy really is the best way to get ahead in business. I’m actually talking about the program app called Teamwork. It’s a brilliant idea and a brilliant product. We’ve started using it at Priority VA and I’m excited to share some of its special features with you today.


There are several time-management and task-management programs out there, but in our time utilizing Teamwork, I’d say we’ve found the butter for our project-management bread.

Teamwork goes well beyond the standard task or to-do list. It allows projects to be assigned to team members, with a deadline date assigned, just like most other programs. It also allows far more transparency, however. Project owners can log their time directly from the project list on the specific task(s) they’re working on. This allows their clients and/or other team members to see how project time is being utilized, and how involved a project really is.

We’ll be using this feature for sure, to monitor the time of our VAs so our clients can see exactly what their budgeted time goes toward, and we have the ability to recommend an increase in VA hours if need be, to ensure the client is getting everything accomplished in their business as efficiently and effectively as possible.

If a client thinks a project will only take an hour, simply because they’re not aware of the behind-the-scenes effort it takes to accomplish it, Teamwork lays it all out in the form of logged time, milestones met, and a detailed log of tasks accomplished or left undone in a certain time-frame.

Once tasks or projects are marked complete, they don’t go away. They’re moved to a searchable field where they can be pulled up later. Want to see what your team spent time completing last week? Pull it up on the “everything” tab, and have a look.

It is an incredible resource not only for our internal team at Priority VA, but for our clients as well. If clients don’t have a software they’re already using for time and task management, we’ve got a solution for them. They can host a project on our Teamwork program, and watch it unfold from every aspect, start to finish.

Another great feature about Teamwork, is the capability it has to integrate with cool programs like Dropbox, Google Drive, etc. It’s not a stand-alone product, but works well to integrate with other programs, and more are being added all the time. If you’ve been working on a project in Google Drive, upload it to Teamwork and let the magic happen from one central spot.

The dashboard is not only a place to see all projects at-a-glance, but it’s where we’ve pinned our mission and goals for our business. When I log in, not only can I see what everyone is working on, but I’m reminded immediately why we’re doing what we do every day. The message isn’t there solely for my benefit, either. Everyone on my team who logs in sees it first thing. There’s no better method to inspiring ourselves than to have the visible reminder at the top of our screen every day.

It’s absolutely mobile, as well. I’ve got it on my iPhone and can pop into the virtual office at any time, no matter where I am. If I get a call while I’m out supporting my local coffee shop (because it’s all about supporting them, and not my caffeine habit), I can log in and view Teamwork with the push of an icon. I can add notes or change details without having to be tied to my computer, or having to write down notes on paper I’ll forget to look at later once I’m home.

Teamwork could (and has, for us) absolutely transform how tasks and time are tracked, managed, and carried through to completion. We dove in head first and have adopted it as our go-to management program. We’re making sure all of our VAs know how to use it, are logging in, and reaping the benefits it offers.

It’s simple to navigate, entirely user-friendly, and one of the best switches we’ve made to date.

If you’re looking for a powerful, non-overbearing program to help you keep track of your to-dos, calendar, and deadlines, look no further than Teamwork.

(Please note this is an affiliate link that will allow you to purchase the specific level of service you desire from Teamwork.)

Trivinia on Superhuman Entrepreneur

Every now and then I’m invited to be a guest on various podcasts and online radio shows. This is something I love about where I am in my business. First, I love being asked to just talk about what I know – which happens to be what I’m passionate about: removing the overwhelm.

Also, I love getting to share with new audiences and unpack exactly what we do at Priority VA. Nothing makes me want to give myself a high-five (one downside to working from home – not many people to high-five…) quite like the responses I hear from people who have had their eyes opened to a whole new world on how to run their business.

Virtual Assistants aren’t new to the business world, but some entrepreneurs are hearing about what we do for the very first time. And they LOVE it!

Being both an entrepreneur and a VA myself, I’ve been given a unique perspective into the workings of how a VA not only assists clients, but impacts business in a transformative and positive way. I love sharing the ins and outs of Priority VA’s unique structure, and showcasing the character and skill-sets our VAs possess.

I was thrilled when Dr. Jones invited me to be his guest on Superhuman Entrepreneurs. Our missions are the same in that we want to help entrepreneurs reach their full potential, materialize their dreams and goals, and work smarter – not harder.

Dr. Jones and I covered so many bases. Tune in to learn more about:

  • Selecting the RIGHT Virtual Assistant
  • Technology and Techniques to Increase Productivity
  • How to Get the Most Out of a VA
  • Top Things to Outsource to a VA

You can catch the full episode and all the show notes and resource links on the podcast page here!

How to Organize Your Life (At Least At Work)

Some of the questions I’m asked most frequently about our business and working from home in general, have to do with staying organized. As you can probably surmise, it’s sometimes a challenge to keep life and work separate when they’re both taking place under the same roof. Having methods and habits in place that keep you organized and able to focus are essential when working, and especially when working from home.

I’m always  happy to share some insider information on how I keep things running here at Priority VA, so today I’m going to answer some of your questions on how I stay organized.


How Trivinia Keeps Her (Work) Life Organized

First, I have my workspace completely defined. I have an actual office – a room with a door I can close, with my desk, my computer, my bookshelves, and my most favorite wood word art.

When I walk into my office, my brain and body know it’s time to get some work done. I can close the door to shut out the distractions if I need to, and my physical space becomes my literal work-zone. I have my meetings, calls, and productive time from my comfy office chair.

Yes, I work other places in the house (or other coffee shops in town), but for the most part, I get more work done and am able to think more clearly from my set-aside workspace. If you don’t have an extra room in your house to set up an office, that’s fine – just make sure you can dedicate as thee spot you’re going to do most of your work from.

Second, I have everything I *have* to have in order to work, right at my fingertips. For me, that’s my computer, pens, post-its, and coffee. Do not forget the coffee.

I need you to understand, this is all I have at my workspace. I don’t have it cluttered, I don’t have piles, and I don’t have to search for things. All I keep on my desk are those key essentials: computer, pens, post-its, and coffee. I have to have a clean desktop and tidy work area in general. Virtually and otherwise. My computer desktop isn’t cluttered with files, either.

Everything has its place, and there’s a place for everything. Amy Porterfield taught me a clean workspace is essential for some of us to be creative or productive. I definitely fit into that category. I organize my space by keeping it sacred so I can truly perform when it’s work time.

I’m also very visual, and I cannot live without my whiteboard. I have a wall in my office dedicated to my whiteboards (and these whiteboards are also kept virtually in Asana) and its sole purpose is to organize everything from my brain-dump sessions. I keep track of all the things I want to do in my business, what I’m working on the current week, and what I’m working on the current day. I also have the DONE column where I get to see my favorite post-it notes literally stack up on one another, showing all the tasks I’ve accomplished and completed.

Third, to help me organize my life, I have to communicate how I need to be communicated with. When I hired my assistant, I had to make sure she knew how I best receive information. She manages my calendar in a specific way so I know where I need to be and when. She logs my flights a certain way because I function with snapshot information when I’m traveling. I have to have everything in one spot.

When I have a Zoom meeting, the links to the meeting rooms are in the “location” field of my calendar appointment so I have a quick, easy reference point. It’s little things like this that save me two minutes of head space before I need to switch gears between appointments.

These habit-systems of mine keep my brain organized and are easy for anyone working WITH me to figure out and implement themselves. I don’t like to spend a lot of (or any) time searching for something. I need everything right where I can access it in one fell swoop.

I can take one glance at my calendar, and know who, what, where and why for all of my appointments or arrangements. I can look at my whiteboard and know  exactly what I have going on for the day, week, and what I’ve already taken care of. I can look at my desk and see my coffee, sticky notes, and pens and know I don’ thave to waste precious time sorting through paper piles or clutter to find something I need. I can sit in my office and kick serious tail in productivity, because that’s my space.

I don’t have to have a complicated process in place to organize my life – and that’s kind of the whole point. The simpler my organization systems, the simpler my work life is. The easier it is for me to stay organized, the easier it is for me to pour into the areas of my business that need it most.

What are your favorite organization tips?

On-The-Job Training in a Virtual World

Are you the only person who knows how to do what you do? And are those tasks and responsibilities becoming so great in number, you’re losing sight of why you set out to chase this business dream to begin with?

I hear you, partner. Loud and clear. That was my own struggle with being a VA, and needing VAs of my own to help me grow my business. How would I train them in, and show them everything that was in my head?

On-The-Job Training in a Virtual World

Most of us – if we get hit by a bus tomorrow – will leave those we work with in a big lurch as far as how to carry on the day-to-day. On-the-job training, even and especially in the virtual world, is a MUST. So how can you do it? If you’re not in the same office (or state!) how can you train someone in on the procedures that are floating around in your subconscious?

Have no fear, my friends. I’m going to lay down some on-the-job training techniques you can start using today, to make sure your knowledge vault is safely placed in the brains of your colleagues. Or…something like that.

1. Record It

My favorite training tool is the screen capture. I’m crazy super enthusiastic about creating a learning environment for my team (and my clients) that is kinesthetic. We all learn differently, so creating videos for my team is a great way for me to address several different types of learning. Viewers hear my voice, see my screen and what I’m doing, and then I also document the process with written instructions, so those who need to print off a checklist, can.

Those who just need to “see” me doing a specific task can do that by watching the video. We, as team leaders, need to remember our teams – and therefore, our businesses – are comprised of all kinds of different types of learners. We need to be sure we know how our team members best receive communication, and give them the information in the way they need it (not necessarily in the way we need to get it out there).

2. (Pro-Tip) Put Your Best to the Test

If you’ve built out your team and have a “ninja” (or “unicorn”) on your hands, let them test-drive what you’ve just shown them. They’ll not only document the heck of the system while they’re testing it, but they’ll probably find faster, more efficient ways to implement the workflow you have in mind.

3. Make Time

Be sure to set aside some training time. A 15-minute screen share (that can easily be done through Skype or Zoom) can save you hours of back-and-forth emails. Don’t neglect the value of real time. Working virtually is fantastic, but sometimes there is no replacement for actual face-to-face communication. Hop on a webcam call and talk it out!

4. Incentivize!

Give your team a reason to want to learn. Yes, people – pay your team! If you’re creating a new system, and especially if your team hasn’t ever heard of the process, program, or software, don’t be cheap. Pay them to learn it. They will be more engaged in your training, knowing you care enough to pay them for their time.

If your team doesn’t have time to learn, their implementation of whatever the process is will take far longer. Not to mention, it will cost you more money. If your team doesn’t know how to use the system you’ve implemented, you run the risk of lower productivity, lower engagement (from them trying to self-teach the process), and lower morale from frustration or burnout.

Finally, here’s a tried-and-true method to teaching any new skill or system:

  1. EXPLAIN the expected outcome (what will be learned).
  2. SHOW how something is done.
  3. Trust your team to DO it.
  4. REVIEW how they did it.

What have you done to teach your virtual team your processes and programs?