I recently contacted a professional via a business directory online and then forgot about it a few days later. I was looking for some professional support and had since contacted others before settling on who I was going to work with.

One day I get an email from the person I contacted (I’d forgotten their name) and it simply said it was from him with a Word attachment. No actual email message, no signature block, nothing – just the subject saying it was from him and the Word document.

I immediately responded saying ‘.. and who is…?’ and explaining I don’t open documents that could contain viruses without knowing what it is and who the person is who sent it.

I got a quick reply saying it was the information I’d asked for via the business directory the other day.

If this is how this person responds to business enquiries they’re not going to get much business.  Or perhaps their lack of quick response and lack of information contained in the response is an indication that they don’ t need the extra business. What do you think?

You know what they say about the word assume?  It can make an Ass out of U and Me.  Or something like that.

I don’t know how many times I’ve tried to set up times to meet with people online in the US.  But somehow it never gets through to them that because I don’t live on their shores I have no idea what city might be inside which timezone and how a timezone relates to me specifically.

I mean, I don’t know what city is in CST or CDT.  I do know that means Central time but does that mean I have geographical knowledge of their country?  uh uh.  It doesn’t.  Same with MST, PST and so on. I do know that New York is EST/EDT and I do know that is 14/15/16 hours behind Melbourne, Australia depending on the time of year and which side of daylight savings we’re in.

Make it easy on your audience please, and those you email. If you’re setting up a telephone or online meeting, webinar, podcast, etc and you’re inviting people to participate or attend, then be kind to them and make it easy for them to look up the time difference. Give them the name of a MAJOR CITY and not the timezone.  Or give them options for finding out the relevant time in their own city. I have seen links on sites where people are registering for an event, and they can click on it to work out the time and add it to Outlook if they wish.

Stop making assumptions that everyone knows and understands the geography of your country.  You may find you’ll get even more attending events because you’ve made it easier on them.

By the way – I’m not picking on those in the US because they’re in the US. This can well apply to anyone in any country. It’s just that the majority of people I deal with for events are in the US and I don’t really want to have to take up studying US geography just to work out the right time to attend an event.

… unless you do something to let people know you exist.

I  have recently taken on some new clients – all of them requiring websites to promote their new businesses.

I love doing this type of work.  Setting up a brand new site, giving them an identity or brand and helping them to let others know they exist.

But their level of knowledge or expectation vary considerably.

There are those who really put the research in, know exactly what they want and in what order and then are ready to do the promotions and marketing as soon as the site is ready. They’re raring to go and can’t wait to take over the site (by the way, did I tell you I build CMS sites so that clients can have the control?).

And then there are those who have a loose or vague idea of what they want. They’ve heard if they build a website they can make a lot of money but they have no idea what it will take to get them from their idea to the reality of that goal. There’s a lot of information missing inbetween and I have to try and draw it out of them:

• What will their domain name be?
• What information will be on the website?
• What will the site look like (colour, number of pages, style, etc)
• How are they going to promote the site?
• Do they want to write articles, have a blog or newsletter, build a subscription list?
• Do they know who their competitors are?
• Why do they think they need a site?

And the list goes on. These clients are harder to service, or should I say more challenging?  I still enjoy the work but I wonder if they really understand what’s involved, other than having a website up one day and then they’re expecting the money to come in a few days later…

I frequently feel like I’ve shifted from webmaster to business coach as I try to get them up to speed on the information they should be providing me with.

If the content is there and they know what they’re talking about, they will get an audience… eventually. But they need to spend time networking online and offline, letting people know they exist and understand their topic well.

If no-one knows you exist they are not going to find your website, except by chance.  The site needs to have worthy content and if your name is not well known, then no-one is going to be searching for you by name at all. Only by topic and you’ll already have at least tens of thousands of sites to compete with out there.

And if a logo is all you want on the front page, well I’m sorry but that’s not going to work for you – unless you’re Coca Cola or some well known brand.  No-one wants to click on an image to see what’s behind it, unless they already have some idea of who you are and what you do.  All sorts of nasties live on the web and they won’t know you from Adam, so why would they want to click on a logo or image if they don’t know what you do or what your site is about?

Apart from that, search engines need text on the home page of the website – how can they catalogue and list your site if they have nothing to work with?

So, if you’re looking to get a website – that’s just the seed.  It needs to be planted, nourished and fertilised in order to grow and develop so that your site becomes an integral part of your business.

Oh, and if you’re a website virgin, then here is what you need to get started:

1. A domain name – that’s the address people enter into the web browser to find your website.
2. Webspace – you need to pay for webhosting to get webspace. Your webhost will help you get the domain name pointed to your particular webspace so people can view your site after entering the URL or address into the browser
3. Website – this is what is built to show up on your webspace at the address you have for your site.

And that’s just the beginning. Next there is content, images, logo, decisions to be made on how people will contact you, what email addresses you might use, what your site will look like, what colours you will use, how you are going to promote the site so that people will visit it, how often it will be updated and so on.

Once that is done the rest is up to you – the website owner.  You need to be networking, meeting people, speaking to people, adding your web address on all your printed material, in your email signature block and anywhere else that people might see it. After that, they will come…

Yeah, me too. And what about thanking a client for something special? You meant to but it slipped your mind and now some time has passed, it seems almost irrelevant or an after thought.

How would you like to fix that problem? You don’t even have to go to the shops to buy a card or a postage stamp or anything, you can do it completely online. You would? Hoping you would say that.

Introducing my newest service…

As a distributor for Send Out Cards and also as a Virtual Assistant, I’m in the unique position of being able to set you up with an account and then help you create your lists and set up the sending process on your behalf.

What can I do for you?

• Create your account (there are three types available – Retail, Wholesale and Entrepreneur packages)
• Sort and import your Contact list or database
• Set up reminder services for birthdays, anniversaries or anything else you may have in your calendar
• Create and send personalised cards using your own images or the many thousand already available with Send Out Cards
• Create and maintain Campaigns for you.

You know personally what it means to you when someone takes the time to send a card to you expressing their thoughts and feelings. Now you can do the same without having to go to the shops to find the right card, write in it and then take it to the post box. It can be done completely from your computer – or mine if you want me to handle it on your behalf. Imagine… you never will forget a birthday again!

Why not try out a gift account on me and see how it works or give me a call and I’ll walk you through the process. +613 9754 8310 or email me.

My husband and I have recently shifted to the country from suburban life.  It’s still a suburb of Melbourne but an outer suburb amongst the hills and bushland. It’s beautiful and we look forward to many years here as we head towards retirement and grand-parenthood.

While I do run a virtual online business of my own, I find it’s still important to maintain contact with local business operators. There are just some things that need to be done on a local basis.  And it’s a great way to get to know the locals and let them know I exist too.

I woke up in the morning realising I hadn’t yet seen a local newspaper so when I went to the post office on my daily trek to the shopping area I noticed some shops had the local paper stuck under their doors. On enquiry I found out where I could get a copy and brought it home to check through the classifieds. (I find it strange thinking about the local paper on the very day it’s become available)

A short time later I had 3 appointments set for the day for a home handyman to do some carpentry, for someone else to come and cut up fallen branches and clear the area at the back of our property and for yet another to regularly mow our very large lawns.

It’s important to support the local business community whenever possible.

I received two of these letters this past week and was shocked to receive bills I wasn’t expecting. They were for my trademarks and I couldn’t recall having to pay bills of that size before. It worried me and was unplanned/unexpected.

Needless to say, research online shows that there are warnings about these letters which are not official.  Below is a link from a legal organisation and the other is ‘hidden’ information I found on the website of the organisation that sent the letters.  I say ‘hidden’ because that page is not linked in their menus and not visible on the site – I only found it through a Google search.

http://www.holdingredlich.com.au/urgent-alert-warning-to-trade-mark-owners

This information is on the Trademark Publisher website but is a hidden page in that it’s not listed on their menu.

INFORMATION ABOUT TRADEMARK PUBLISHER (TMP) – DATABASE SERVICE:
THE TMP WEBSITE WWW.TRADEMARKPUBLISHER.INFO DISPLAYS THE TRADEMARK, THE NAME OF THE TRADEMARK OWNER, THE NAME OF THE ASSOCIATED BRAND AND PRODUCT/SERVICE ON THE INTERNET. IT IS ONLY AVILAIBLE TO PAID, REGISTERED TRADE NAMES AND DESIGNS WITH THEIR IP AUSTRALIA REGISTRATION NUMBERS AND CLASSES. PUBLICATION ON THE TMP INFO REGISTER PROVIDES WORLDWIDE PUBLICATION ON THE INTERNET. THIS PUBLICATION IS AN ELECTIVE SERVICE AND DOES NOT SUBSTITUTE FOR REGISTRATION, NOR DOES IT PROLONG THE VALIDITY OF YOUR TRADEMARK REGISTRATION WITH IP AUSTRALIA.

Picture this scene.

You’re busy concentrating on something in the office or perhaps having a conversation with someone, but only half concentrating as you’re dialling a phone number to make a call.  The phone rings a couple of times, it’s answered and you finish the conversation you were having with the other person, or perhaps finish your train of thinking and then realise that there is a beep and you were listening (well, only half listening) to a voicemail message.  You leave your message and hang up.

A couple of days pass and you realise that person hasn’t returned your call.  How rude.  So you shoot them an email (or DM them via Twitter) and ask them if they got your message?

Their response is they didn’t.  The person you were calling checks their phone logs or voicemail and there is no message from you.  What did actually happen?

Chances are you rang a wrong or old number but because you weren’t listening to what took place at the other end after it stopped ringing you can’t even be sure who was on the voicemail message or if it was a blanket recorded message used by Telco services.

Ever happened to you?  mmm, thought so. I believe this happens to too many people and it’s a sign of busy-ness and trying to get several things done at once. Trouble is we end up causing delays for ourselves simply because we weren’t paying attention at the time we made the original call.

So, what are you going to do on your next phone call?  Listen did you say?  Thought so.

Recently a client has been having challenges with their Outlook file and then they sent me an image of a message they’d received because Outlook had stopped working.  The pst file was over the size limit.

I had explained previously the importance of deleting from the Sent folder, archiving regularly and generally maintaining the file but I guess it’s something that just isn’t thought about regularly and in fact, not until it crashes.

Unfortunately Outlook does have file limitations (you can’t let it go on forever) and whilst some say that 2gig is the recommended size I encourage people to consider keeping it at 1gig or less.

I restart a new pst file at the beginning of every year. Quite easy really. I rename the outlook.pst file to the year it’s for, i.e. outlook2008.pst (when Outlook is closed) and then when Outlook re-opens it will automatically recreate outlook.pst because it can’t find the other file.  You can then use the import/export function to import your contacts list and any other folders you created which need to be kept.  But don’t import the whole old file – otherwise you’re back where you were before.

This article at Microsoft will give you more information should you need to do further exploration.

“Your Home Business” profiles home based businesses that have been in operation long-term. It came out just this week.  Published by Switzer Media & Publishing, I was approached a couple of months ago asking for an interview as I’d been in business for almost 15 years, from a homebased office. I was delighted. Any opportunity to promote the Virtual Assistant industry is always welcome.  And I love that the VA industry has allowed me to work at home now for almost 15 years (in March) so I could be present for our family as they grew up.   A decision I’m always glad I made.

Below is the front cover and my article starts on page 56.  The magazine is available around the country by various newsagents.  They also have an educational website called BizThinkTank worth visiting.

Spare a thought for Winweb who are experiencing a problem with mistaken identity and a malware program that carries a similar name to their business. I’ve known Stefan Töpfer for a couple of years now. We first spoke December 2005 and I met him February 2006 when I was visiting in London. We’ve maintained a business connection ever since and you may have noticed a recent post about a business competition – it was through Stefan that my connection took place. Rather than rewrite what he says, I’ll share with you his dilemma.

Dear All,

In the past week a malware program has surfaced, which calls itself WinWeb Security (winwebsecurity.com – don’t click on any links on this website). It has, of course, nothing to do with us. If you Google ‘WinWeb Security’ you will get a picture of what is going on, that is only the public side of it. Please see my post:

http://www.sme-blog.com/comments/winwebsecuritycom-more-facts

and WinWeb’s Statement recently:

http://www.winweb.com/latest-news/winweb-winwebcom-vs-winweb-security-winwebsecuritycom

Despite the fact that we have been providing free support to anyone (1000′s) who contacted us, we have sometimes been falsely accused of being winweb security, which we are not; this is still causing real damage to our reputation, due to the name association.

I wonder if you would be willing to help us to set the record straight with your readers and maybe forward this to some of your other blogger contacts to do the same. I have provided WHOIS lookups in my posts, that should be one of the most helpful ways to show people what is what, and hopefully stop them associating us with this menace.

I’m sorry about the bulk email, but I have to react fast. If you can help – I thank you very much for your support, I of cause do understand if you do not what to get involved.

Kind regards

Stefan.

Poor Stefan and his staff. So if you have heard of Winweb please know they are not connected to winweb security.

Have you had a problem with a domain or business name that is similar to yours and has this caused problems for you? I would love to hear about them here. I think it’s important to put people straight on incorrect assumptions wherever possible. What do you think?

mistaken identity, malware, similar domain, winweb