Time Management, PA Services Blog

The Cost Benefits of Using a Virtual Assistant

1 December 2018 by Vicky

Have you considered the fact that not hiring a virtual assistant could be costing your business far more than the price of hiring one?

Rather than looking at a virtual PA as just another expense, businesses should consider the bigger picture and long-term financial savings that could be made when deciding whether they could benefit from the help of a virtual assistant.

Virtual PAs can help with a variety of different tasks, from repetitive admin jobs, to time-consuming event planning, or specialist online marketing campaigns. If you’re not using a virtual assistant, then who is completing these tasks? You? Your existing team? A new full-time member of staff?

Here are the top four financial benefits of outsourcing these jobs to a virtual assistant.

Training costs

Whether you’re hiring a new full-time administrator or training an existing member of staff in a new skill, there will be time and training costs involved in getting them set up, as well as ongoing training to ensure their skills and knowledge remain up-to-date. When you outsource the job to a virtual PA, they require little or no training as they are already highly skilled and experienced individuals who can hit the ground running, completing jobs efficiently and to a high standard from the word go.

Overheads

Choosing to outsource work to a virtual assistant rather than hiring additional staff keeps your overheads low. Virtual personal assistants work remotely, meaning no need to spend more money on equipment, larger premises, electricity, or other overhead costs.

Business growth

Outsourcing repetitive, time-consuming, or specialist tasks to a virtual assistant frees up you and your employees’ time, allowing you to work more efficiently and be more productive. By outsourcing these time-stealing jobs, you and your team can focus on your key responsibilities to help grow the business quicker.

Wages

Using a virtual PA is far more flexible and cost-effective than hiring a new member of staff. Virtual assistants are often used on a per-project basis, whereas an employee must have regular hours and be paid a regular wage, including paid holiday and sickness. You can outsource as much or as little work as you like to your VA depending on your business’ requirements at any one time.

Ready to find out more about how a virtual assistant could benefit your business? Email help@pink-spaghetti.co.uk or click here to find your nearest team.

5 Key things we didn’t know before starting a small business

5 June 2017 by Vicky

1. Outsource
Entrepreneurs often feel they need to be able to do everything on their own, but this can lead to you wasting precious time doing mundane tasks that someone else could do better and faster. Look for ways to automate or outsource repetitive jobs, and you’ll have more time for the important things. You’re also only as good as the team you have behind you. Make sure you have the right people in place to deliver the service you want to deliver.

2. You’ll spend a lot of time running your business
So you’ve started your business because you’re passionate about what you do, but as a business owner you’ll spend the majority of your time on administration, marketing, selling, business planning and answering a whole load of emails. To make any money out of your new business these are things you need to get to grips with, even if admin’s not your first passion.

3. The importance of making friends with the media
However fantastic your product or service, you need to tell people about it if your business is to succeed. Local press can often have space to fill and will welcome newsworthy stories about your new business. Editorial will often seem more credible to the general public than advertising, so make friends with your local media and harness the power of free publicity.

4. It’s about solving a problem, rather than making money
Obviously you’re looking to make a profit, but your first goal should be to provide a product or service that solves a problem for your customers. If you get this right, you’ll attract more customers and create a profitable business.

5. It’s like running a marathon
You can burst off the blocks at a fast pace, but you’re not going to be able to keep that up for the whole race. There will be intense sprints, followed by periods of jogging along to stay in the running. It’s not the destination that’s important, unless that marathon finish line is somewhere you particularly need to be, it’s keeping going for the whole journey.

Small Business Owner? Why it Pays to let your Employees Work Flexibly

2 May 2017 by Vicky

Although most small businesses in the UK employ no one but the owner, nearly 25% have employees. If your business is expanding and you are starting to take on staff, it’s worthwhile considering giving them the flexibility to work from home.

A key advantage for small businesses of having employees who can work from anywhere, at any time, and who aren’t tied to their desks means that they can be more responsive – one of the biggest advantages small businesses have over their larger competitors.

Technology such as video conferencing, social media groups and instant messenger can create a ‘virtual office’ to enhance collaboration while obviating the need for employees to be physically present in an office. If the majority of your work happens on the computer and online, the location of the person is no longer important – as long as they have a reliable Internet connection.

Studies have shown that people who work from home are happier and more productive. You may expect people to have more interruptions at home, but for many people office distractions can be a major source of procrastination: it’s often easier to focus on a task at home.

Here are some of the ways it can pay to allow working from home:

• If you yourself are working from home, letting your employees do the same may mean that you don’t need to go to the expense of renting office space, or at least reduce the size of the space needed.

• You’ll increase the size of the talent pool available – more people will apply for your vacancy if where they live is less of a factor.

• You’ll be helping the environment by reducing commuting – and also reduce the risk of your employees not making it into work because of bad weather or transport disruption.

• People love being able to work from home! As many jobs don’t offer this, your employees will be more loyal – surveys suggest 24% of British workers would rather work from home one day a week than receive a pay rise.

What happens when you skip the commute, work to your own schedule, and with fewer distractions? Your productivity increases and you can do the same job in less time. At the end of the day, giving your employees the flexibility to work from home could give your small business the competitive advantage it needs.

Small is Beautiful

4 March 2017 by Vicky

So you run your own micro business, congratulations! You may be surprised to learn that you are in the majority – businesses employing fewer than 10 people make up 95.6% of all UK businesses.

So what’s great about being tiny? There are myriad advantages to small businesses, both to the business owner and to the customer. Here are a few of them:

For the entrepreneur:

Independence – be honest, who hasn’t ever wanted to be their own boss? People working for themselves are happier too.

Personal Satisfaction – you’re working in a field you really enjoy, and you have the creative freedom you only dreamed of in the corporate world.

Work/life balance – you can set your own hours, reduce your commute to zero and see as much of your family as you want to!

Learning opportunities – as a cog in the corporate machine you typically only perform a tiny part of the overall function. As a business owner you have to get involved in the whole process, even when you outsource parts of it to other experts.

For the customer:

A narrow focus – small businesses will often service a niche in the market that big business does not cater for.

Flexibility – a small business has more scope to be adaptable, sometimes changing its business model for each client.

The personal touch – in today’s world of technology and automation, customers appreciate the opportunity to speak to the same person each time. The opportunity to speak to the business decision maker will rarely arise with a larger company.

Technology has done much to enhance the natural advantages of small businesses, but technology changes quickly. When you don’t have the internal resources of a large company to call upon, strategic outsourcing to other experts can bring the benefits of a larger business while still retaining the advantages of the small.

#smallisbeautiful

What’s in it for Me?

19 September 2016 by Vicky

Pink Spaghetti offer support to businesses in many ways. While many people appreciate the help, there is often the question of “What’s in it for me?” and how does your service really impact our lives? Let me tell you about one case, and the tangible difference our help made. small_Bundles,

A client was due to attend a trade show on her own, and called Pink Spaghetti to see if we could help her on the day. Of course we said yes! The initial brief was for someone to be on the stand and to speak to people if she was unable to; a standing position if you will.

The service that Pink Spaghetti offered was support before, after and during the event in the end. Prior to the day we sourced and prepared giveaway items, taking the pressure off the client meaning she could concentrate on her preparation; no last minute panicking about things she hadn’t had time to do. On the day, Pink Spaghetti arrived early to help prepare the stand, and rush out to get last minute supplies. After taking some time to understand the key offerings of the business, and how they were different, we represented the business during the show.

Our practical, supportive approach provided the client with an “Oasis of Calm” from the off. Getting to know the business meant we could really engage with attendees, sell the business and explore possible relationships and collaborations; for Pink Spaghetti it was not just a case of collecting business cards.

The overall result of hiring Pink Spaghetti was that our client was able to capitalise on all the potential business opportunities. Where she was unable to talk directly to someone, Pink Spaghetti jumped in and made the connection. More connections equal more opportunities and equal increased profit; it’s as simple as that.

The moral of the story is that you, as a small business owner, don’t have to go it alone. In fact, it’s often better if you don’t. We are out there, understanding the pressures that go hand in hand with owning a business, and are more than capable of supporting you through it. Make sure you don’t miss those opportunities in your business!

Are you about to start the School Holiday Juggle?

11 July 2016 by Vicky

This month our blog has been written by the co-founder of Pink Spaghetti, Vicky Matthews, who has two children, Holly and Tom.

The thought of the long school holidays can fill working parents with dread. For myself it is very much a period of juggling, however if you plan ahead it can be a lovely time to step back a bit and enjoy precious time with your children.

My children are aged eleven and seven so I know just how challenging it is to balance business and children during school holidays. There is no ‘right’ way; you must find what works best for you. Over the years I have tried most options and this summer my kids will spend two days a week at different holiday clubs, which they love, however we have had to try lots of different ones to get to this point!

Most of the time it is a balancing act and there will be times when you have to change your plans at the last minute because something urgent comes in. However on the whole if you can try to keep things simple and not over commit you can get a good balance over the holidays. Trying to perform both roles simultaneously does not often work and I have tried working on a laptop while my kids were nearby doing what kids do and it just doesn’t work, so dedicate your full attention to one thing or the other where possible (however I know this is not always possible and I am often guilty of just quickly checking my emails when I should be doing something else!).

Here are my top tips on juggling over the school holidays:
1. Weeks (if possible) before the holidays begin start to plan out your weeks. I get a large sheet of paper and map out each day and schedule in set times for the business and the kids. When deciding which days to work I look at the rest of my team’s holidays and any regular business commitments that I have. I then look at what events are on for the children that we would like to go to and diarise these. At the end of this process I have an idea of which days I will be working and which days therefore I will need some help with the children.
2. Use a mix of paid for childcare and favours/child swaps etc. Childcare can be expensive and my children are not always keen on going to a holiday club. I have a fantastic network of friends and family who can help. Friends may have my children one day and I have theirs another. My parents and in laws are great too and are always happy to have the children.
3. On the days that I am with the children I will get up early before the children (I am lucky my children will wake up at 9.30am in the holidays) and can do 4 hours work before we start the day. I can then pick up any other bits in the evening. However if I have had a good start to the day I always feel more in control!
4. Use technology wisely. Although I think it is better to dedicate your time to either the children or the business there are times when you do need to keep in touch. My iphone is my saviour and it allows me to access my emails and any of my documents. We save all of our documents on Dropbox and I can see these on my phone too. This means I can respond to an urgent enquiry without being at my desk.
When I’m feeling stressed at the thought of how I will cope I try to remind myself why I set up my business – to have more freedom and the flexibility to spend time with my family.

Inspirational Businesswomen in celebration of Be A Millionaire Day 2016

15 May 2016 by Vicky

Friday 20th May 2016 is National ‘Be A Millionaire Day’. At Pink Spaghetti we have several inspirational businesswomen as customers who may well belong to this exclusive club. Millionaires or not though, we think all of our clients are 1 in a million and we thought we would share with you some of their successes.

One of our Pink Spaghetti Franchisees, Laura from Newbury, has the privilege of working with a very special lady who has turned a small venture into a thriving business. Romilla Arber runs Honesty Group in West Berkshire, started just two years ago. Honesty Group has gone from strength to strength in a short space of time and provides a benchmark for all women thinking of making that leap and starting their own company. We spent some time with her recently to understand how she has made it such a success:

Pink Spaghetti Q&A

1. What prompted you to start your business and how/where/when did it start?
I wanted to start a business venture in the food sector that could make a reasonable profit whilst retaining its integrity towards staff, customers and suppliers. I started it in 2014 at the Honesty Cookery School.

2. How many people do you now employ?
We now employ 30 staff across the group.

3. What has made your business so successful? Could you give us 5 tips?
My 5 key tips are working hard to hire and retain the right staff, making good customer service a priority, training and developing staff, charging competitively, having a strong and clear vision.

4. How do you juggle the work/life balance?
This is very important to me. I try to work only 4 days a week and stop at 5pm every day.

5. Do you have anyone in particular who has inspired you in business?
My husband had a very successful business so he is definitely my source of inspiration.

We also wanted to find out from Laura what makes Romilla so special and how she is a source of inspiration to her.

Romilla has rapidly grown not only a business with multiple aspects to it but also a brand in which people trust. Across all areas of the business there is a common theme of honesty and quality. Managing all of the different areas of the business must take some serious juggling and for most people running just one of those areas well would be a huge achievement yet somehow Romilla manages to ensure an exceptionally high standard across the board. The fact there is a clear vision and passion behind the Honesty brand is very evident and people buy into it. When Romilla told me it all started in 2014 I was genuinely shocked as there is such a strong ethos and brand behind it that can sometimes take companies years and years to build and nurture. It just goes to show if you have the passion and drive to put in the hard work you can achieve your vision. I am extremely honoured to work for Romilla and her drive and enthusiasm inspires me every day.

Romilla’s company, ‘Honesty Group’ features a Cookery School, Pub, Restaurant, Accommodation, Bakery, Coffee Shops and Catering Company. Romilla is also a published author of two cookery books and founder of the Food Education Trust. For more details visit www.honestygroup.co.uk.

Spring Clean Your Mind!

4 April 2016 by Vicky

This guest blog has been written by Suzie Poyser, a counsellor running her own private practice.

After setting up my business last year, I know only too well how easy it can be to be consumed by work, with ever present thoughts about everything I need to do and everything I want to achieve personally and professionally. Personally I have found this totally overwhelming at times and as a therapist and mindfulness practitioner, I am quick to notice when I’m feeling overwhelmed, ensuring that I practice what I preach!
It can be very tempting to miss lunch breaks, start early, work late and even go to bed with work on the mind, but with some of these simple mindfulness techniques you can practice slowing down and calming the mind. In doing this you will reap the rewards, creating space in your mind, which will help with your creativity and productivity.

Starting the day right

When that alarm goes off in the morning it’s amazing how quickly the mind can switch in to ‘doing mode’. How we start the day can have a massive impact on how we feel for the rest of the day. Try taking the focus from your thoughts and onto your breath. Taking a few deep breaths, as you breathe in deeply for the count of five, notice the air filling the lungs and the energy it creates and as you breathe out imagine all the tension leaving your mind and body.

Taking a mindful break

It can be very tempting to work right through without a break, or when we do take a break our mind is still whizzing over the list in our head. By taking mindful breaks you’re really giving your mind the down time it needs. A mindful break means doing something and giving it your full attention. This might be as simple as making a cup of tea or eating your lunch. If you’re eating your lunch leave your desk and mobile phone. Focus solely on eating your lunch, really notice the smell of the food, the texture as you start to chew and be aware of how the food tastes.

Try to get outside if you can

Spending time in nature is great for clearing the mind and the positive impact of nature on mental health has been researched and evidenced. Step outside, even if just for a couple of minutes. Notice your surroundings, feel how different the air feels as you breathe it in. By taking this time and paying attention, you are taking your mind off the mental chitter-chatter that can create stress.

Switching off in the evening

How do you switch off in the evening? Lots of us are using our phones and laptops until the moment our head hits the pillow. Try turning off appliances an hour or so before bed time. We can struggle to sleep when our mind is in ‘doing’ mode at night. We can end up analysing our day and can become self-critical.
The body scan technique is great for relaxing the mind at night, by focusing your awareness on your body and each muscle within it. Breathing slowly, starting with the feet, tense and relax the muscles and proceed to do this through your whole body. This should make your body feel heavier and as you start to sink into the mattress you should be beginning to fall asleep.

In taking the time to include some or all of these techniques into your day, you’ll really feel the benefit of a tidier and a more productive mind!
Suzie Poyzer works from a variety of locations around Manchester with small businesses and individuals.

Her website is www.counsellorinmanchester.co.uk and you can click here to visit her Facebook Page where she regularly posts articles.

Do You Love Your Business?

12 February 2016 by Vicky

We are fortunate enough to work with many fabulous business owners – entrepreneurs in the true sense of the word. We’re often asked, what makes them stand out, succeed, grow? The answer is simple, they all have a passion, a love for their business, a drive and determination to make it truly great. But is that enough?

Most people go into business because they love what they do – they may be fabulous at fitness, a wonderful wedding organiser or a caring counsellor, but then realise that running a business is not only about what they love – it is about what they don’t love at all. Bookkeeping, marketing and more, there are lots of tasks not to love when running a business.

The customers we work with carry on doing what they love, and are brilliant at, while handing us the tasks they are not so keen on. One customer recently emailed Catherine, our South Manchester franchisee and said, “This is awesome, should have got a PA ages ago, finally going to get some things done that I’ve been wanting to do for ages!”. People feel relief when they hand things over to us and feel a weight has been lifted once they’ve made the leap and outsourced for the first time.

What about Pink Spaghetti? We are dreadful at dance classes (two left feet), frightful at floristry (no green fingers here) and would make rubbish restaurateurs (although we’re good at eating!) but we do love a good spreadsheet.

Administration is Not My Thing!

13 January 2016 by Vicky

We know that not everyone loves admin, and the team at Pink Spaghetti do! So we asked one of our customers to tell us about their experience – does this sound like you?

Elicia runs Pink Spaghetti Basildon, Brentwood and Grays.

“Administration is not my thing! I’m sure I’d have more time if I could get on top of it. I need your help!”
This is how the conversation started with Debra, The Independent Distributor for Utility Warehouse (www.debraphillips.club). Debra hired me to help her with the administration and organisation of her paperwork and filing system. It involved sorting through all her archived and recent documents and dividing them into household and business, subdividing them into sections which Debra prescribed and then analysing and improving the existing filing system.

This is my kind of job and I am in my element. I arrive in the morning with my trusty labelling machine and get straight into it, papers and files spread around me working right through to the end of the afternoon, fuelled by my packed lunch and a generous supply of coffee. Debra is going to go from administrative chaos to a well organised and comprehensive system that she can easily understand and access and, in her words, “if I died tomorrow, anyone would understand!”

“Elicia has come to my home office several times now and each time I can see the improvement in my filing system. We have a short discussion about what I would like to achieve in that day and Elicia just gets on with it, interpreting and anticipating my requirements in such a professional way. I’ve never had so much interaction about my filing system before!”

This is what hiring a Pink Spaghetti PA is all about. We come in and take the tasks that you do not like, haven’t got time to do or just don’t know how to do. We are your extra pair of hands and work on the tasks as if you were doing them yourself but giving you the time to focus on your business.

“Whilst Elicia is here, I can continue to support my customers and colleagues, knowing that I can trust her to work efficiently.”

I work autonomously or together with Debra to bring her filing and home office into the order she wants. Pink Spaghetti can provide this and many other services for the business owner who could do with that 25th hour in their day.