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Virtual Assistant

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6 Tools That Will Help You Manage A Remote Team Effectively

How to Manage A Virtual Team

Remote working has grown exponentially in the past few years, and it shows no signs of slowing down. Remote work enables companies to hire the best people and gives employees more control over their working environment. One of the things that has allowed for this remote boom is the growth of tech tools designed to support virtual teams. In order to make the most out of any given remote working arrangement, managers need to become familiar with these tools and what they can offer them. 


Document Management


The first thing you are going to need is a cloud-enabled platform for all of your company’s documents. Google Drive is the most popular option, with shared document editing that is ideal for collaborating teams. It’s a great piece of software, but you should make sure you are using all the tools it offers. The Muse has a great list of tips and tricks that will help you make the most of your subscription, from learning the best shortcuts to pulling out text from PDFs. 


Knowledge Base 


One of the first (and biggest) mistakes managers make when recruiting remote teams is ignoring onboarding. Your remote workers should be introduced to their job and the company with the same care as an in-office employee would. 


Of course, it can be harder to answer every question, so it pays to have a comprehensive internal knowledge base at your workers’ disposal, containing all the info they need to get started. ProProfs Knowledge Base is an industry favorite tool for this, and it even has a free option for small businesses.


Video Conferencing


Chat functions are great for quick communication, but you can’t beat having actual face-to-face conversations. In remote teams, “face-to-face” often means video conferencing. There are several apps available for this. TechRadar rates Zoom as the best free option, but others are ideal if you want extra functionality. For example, Adobe Connect allows you to download and edit your calls as videos, and design how you want the call to be laid out. 


A handy extra tool you can use for video conferencing is a digital transcription service. For as little as $1 for 10 minutes of audio, you can get a full transcript of your calls, which can then be sent to all parties as a full set of notes on the meeting. Some of these services offer up to 95 percent accuracy and can have your transcript ready in five minutes. 


Slack Integrations


Slack is the top name when it comes to remote team communication tools. One of the reasons for its success is the huge availability of integrations and apps you can add to customize your experience to your team’s needs. Some of the best Slack integrations include Time Doctor, which helps you track your team’s time input and productivity, and Donut, which helps build personal connections within your team to boost morale and fight feelings of isolation from working remotely. 


Timezone Manager


It’s already complicated enough coordinating a team’s schedule when they are in the same office, but this can easily become a nightmare when they are spread across different time zones. A simple tool like World Time Buddy can help with this; just pick the relevant time zones, and you will get a view of where people’s work hours will overlap. 


Password Manager


Research has shown that 81 percent of company data breaches are due to poor passwords. One of the easiest ways to protect your company and your customers’ data is to ensure everyone is using strong passwords. However, these can be hard to keep track of, especially in a remote team, which is where a password manager comes in handy. There are several great options available, most of which are free. 


Gone are the days where “working from home” meant struggling to be understood over a crackly and confusing conference call. Nowadays, tech has enabled remote teams to work smoothly and effectively with each other. In many cases, you will find dozens of great tools, many of them free or very affordable, so always remember to do your research to find the best fit for your team. 

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4 Dos and Don’ts for Keeping Your Business Data Secure from Scammers

How to Avoid a Data Brach

Every business has information they need to protect. Whether it’s personal client details or sensitive account information, securing your online data should always be a priority. Here are some simple steps you can take to prevent scammers and hackers from taking away from your business success.

Don’t Get Hooked by Phishing Scams

Chances are, you’ve come across a few articles on phishing. Phishing is aptly named because scammers attempt to lure users with enticing links or information requests. For example, an employee could receive a “prize notification” that requires them to open a link, but that link is set up to skim sensitive information from that employee as well as your business. Phishing can damage your bottom line if you don’t take preventative precautions, such as setting up standard spam filters for email accounts and helping employees recognize online scams before it’s too late. However, if you fall prey to a phishing scam and believe your data has been compromised, it’s important to call in professionals such as Secure Data Recovery to help get your business back on the right track. Don’t attempt to do any data recovery yourself; instead, let the pros handle the recovery process to ensure no further issues arise.

Do Create Internet Protocol for Employees

Phishing is not the only cyber danger that can threaten your business. Hackers and scammers are constantly on the hunt for ways to access your data. As a responsible business owner, you should make sure proper protections are in place to safeguard any sensitive information that could be accessed via your servers or online activity. This can, and should, include using appropriate data restrictions to prevent employees from accessing inappropriate or malicious websites, as well as using proper antivirus and encryption software for all devices.

Just as with phishing scams, however, one of the best ways to protect your business is to establish internet access rules for all employees. Without proper notification of these rules, employees may unknowingly put your business at risk by revealing private information via email or using unauthorized cloud storage for business purposes. So, make sure these policies are outlined for all new employees and made readily available for any staff member who may have questions.

Inform Clients About Any Breaches

If your business does experience a data breach, what you do next can determine how well your business recovers from this cyber crisis. Most internet security experts have slightly different takes on what should be a business’s first priority after a data breach, but the general consensus is that business owners need to have clear communication with their IT department, general staff, and customers during those recovery efforts. You have to be able to work with all parties involved to figure out what went wrong in the first place as well as how to prevent hackers from accessing your data in the future.

Customers also need to be informed of possible data leaks. In fact, all states currently have legislation in place that requires businesses to inform customers whenever their information may have been accessed by unauthorized parties. You should check your state’s specific requirements, but know that this is a step you cannot skip.

Stay Up to Date on Cyber Security Threats

Just as our use of the internet is constantly evolving, hackers are consistently upgrading their tools for accessing information. Digital assistants, artificial intelligence and even cloud storage can all eventually make businesses more vulnerable to new security threats, so whether you experience a data breach or not, always stay aware of all the ways that cyber criminals could be targeting your business. It also helps to know that no business is immune from data breaches or cyber attacks. Many retail chains, major corporations and even metropolitan cities were affected by cyber attacks in recent years, so make sure you use the tips above to keep your business safe in the future.

There’s no way to completely insulate your business from a cyber attack or data breach, but you can always take steps to improve your online security. You owe it to your business and your customers to keep sensitive data secure and take the proper steps after an attack happens. Doing so may just mean the difference in whether your business thrives or dies after an online attack.


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Why We Love our Clients and Why They Love Us Back

Virtually Empowered

For those of you who do not know me, I am a Transformational Coach and Business Strategist. I am also the founder of Virtually Empowered, LLC.

At Virtually Empowered, I have the opportunity to work with a variety of service based businesses with heart, soul and passion for what they do and the gifts they offer.

What makes us special, is that the business was designed with the client in mind, and I know the client very well because it is me. We are unique in the aspect that my clients have an opportunity to incorporate both transformational coaching and business coaching into their virtual assistant needs creating a fully customized package for where they are in their business.

I believe strongly in serving the clients as a whole rather than parts, which is why it was so important that I put in place a powerful dream team to cover the back end of the business.

We love working with our clients because each is so individual and has incredible gifts to bring forward in the world. Where every business created serves a purpose, know that we are helping someone to bring their services forward is so rewarding.

I often work with my clients to create strategy and growth in their business, but very often because there is a HUMAN behind the business, we are working through personal struggles and bumps they are facing.

When you are in a service based business you are expected to show up at 110% everyday, and when you are in a personal upheaval that will be challenging. This is why I have always said I work with the client as a whole, not just a business.

I believe not only that it serves my clients needs by getting through the obstacles they are facing, but it creates a union and special bond in the relationship that is very rare in the virtual space.

The reason I say that this business was designed around my client, and my client is me, is that when I first launched my coaching practice ten years ago, I craved having a mentor as well as someone to help with the day to day tasks.

Each time that I worked with my coach, it simply gave me more work to do, and it was work that I either did not have time for or did not enjoy. I have already been in the trenches of the work, and that is why I see my clients so clearly and understand what they need.

Now my clients will work with me on the strategy, while utilizing the team for implementation.

If you are struggling in your business, need to define your strategy or simply just need help with implementation and daily support please do not hesitate to reach out.

You can schedule an appointment here: www.virtuallyempowered.com where will will discuss if a coaching package, virtual assistance package or customization is the right fit for you.

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How to Download a Facebook Live Video- Step by Step Instructions

Downloading Facebook live and re-purposing as a Youtube video is probably one of the more common tasks we manage for our clients at  Today I want to give you a very simple guide to do it yourself!

Step 1: Go to the livestream video on your page/timeline. 

Step 2: Begin Playing the video .

Step 3 :Pause the Video 

Step 4: Right click and save the URL

Step 5: Paste the URL in a new browser 

Step 6: Edit the url, but changing www to m, hit enter to refresh page. It is now a mobile page.

Step 7: Play the video the video within the mobile browser

Step 8: Pause the video and right click

Step 9 Save as video, and save to your computer 

Done! Now you will have an MP4 of your Facebook live video saved. This can now be repurposed and uploaded to youtube or saved on your computer for future use. 

Let me know how it went for you and if you found this article helpful! 

Amanda Scocozzo
Business Strategist & Virtual Professional
www.virtuallyempowered.com

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Our Story.. and the Birth of Virtual Empowerment

Being alone in your business can be scary and downright overwhelming. 
It can feel like your mind is just in a constant spin of ideas, but no execution. 

I spent several years trying to get my business off the ground because I thought I had to do it all alone. When I finally let go, and stopped wasting my energy doing the things I did not like, I watched the flow begin. 

When I was doing it alone, I literally was throwing shit on a wall to see what would work. 
I suffered from shiny object syndrome, and enrolled in every class I could get my hands on (making more work for myself) 

So picture this... Working full time, building my coaching practice, taking every possible DIY class I could get my hands on, trying everything but not really mastering any of it .. 

What do you think happened? 

I was burnt out. 
I almost gave up on my business.
I thought it was impossible. 
I felt trapped in my "9-5", because I could not see a light at the end of the tunnel. 

So what did I do? 
I stopped trying to do everything! I did what I loved to do, which is serve others and from there www.virtuallyempowered.com was born!  

I knew that others had the same pain and struggle I was facing and that I was not alone. 
I knew that the knowledge I had would support others to help their lights shine and give them the permission to focus on doing what they love and share their gifts. 

I developed my team based on what I knew I needed, and now my team supports my clients for what they need. 
Collaboration
Expertise
Guidance
Support
Professionalism
Structure
Beauty
Fire 

The perfect business blueprint that gives you back the gift of time.

This is what Virtually Empowered Stands for.

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Tips of Having a Positive Online Presence

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Tips of Having a Positive Online Presence

There іѕ nоthіng mоrе іmроrtаnt for an entrepreneur than to аttrасt and rеtаіn сuѕtоmеrѕ. While dіffеrеnt еntrерrеnеurѕ fоllоw different mаrkеtіng strategies tо рut their buѕіnеѕѕ аhеаd оf thеіr рееrѕ, there is nothing but rеwаrdіng and appreciated thаn thе benefits of dеvеlоріng a dіѕtіnсtіvе оnlіnе рrеѕеnсе fоr a grоwth-оrіеntеd buѕіnеѕѕ.

With thе аvаіlаbіlіtу оf thе Intеrnеt, іt іѕ nоw роѕѕіblе fоr еntrерrеnеurѕ and marketers to reach mіllіоnѕ оf роtеntіаl сuѕtоmеrѕ easily. Thіѕ form of marketing nоt only еxtеndѕ thе reach of traditional fоrmѕ оf marketing, but іѕ аlѕо mеаnѕ that the internet can become a platform of іntеrасtіng wіth сuѕtоmеrѕ, gіvіng nеw meaning tо tесhnіԛuеѕ for buѕіnеѕѕ рrоmоtіоn, аnd аllоwіng сuѕtоmеrѕ tо complete transactions ѕаfеlу and ԛuісklу.

Here are ѕоmе tірѕ for уоu tо develop thе internet presence оf уоur business:

Thеrе іѕ nоthіng bеttеr thаn having a wеbѕіtе (рrоfеѕѕіоnаllу dеѕіgnеd аnd орtіmіzеd) thаt іѕ uрdаtеd rеgulаrlу wіth relevant, fresh, and unique content.  Your brand is more than a pretty design, it is a consistent message that you are delivery to capture your target audience.

Onсе you have developed a wеbѕіtе, it іѕ іdеаl to promote іt thrоugh a wide rаngе of offline аѕ well аѕ оnlіnе tооlѕ аnd рlаtfоrmѕ. Submіttіng уоur website tо search еngіnеѕ ѕuсh as Google and Yahoo! and еmіnеnt wеb dіrесtоrіеѕ іѕ juѕt thе fіrѕt step аhеаd.

A business іѕ nоt juѕt аbоut аttrасtіng customers, іt іѕ аlѕо аbоut еvоkіng attention оf customers аnd kееріng thеm соmіng bасk tо make futurе рurсhаѕеѕ. Lіkеwіѕе, the оnlіnе presence оf a website ѕhоuld always bе соmрlеmеntеd with rеgulаr nеwѕlеttеrѕ, emails nоtіfуіng customers оf nеw products/sales/discounts еtс.

A big mаjоrіtу of today's tесh-ѕаvvу сuѕtоmеrѕ аrе uѕіng social mеdіа tо іntеrасt wіth реорlе оf ѕіmіlаr іntеrеѕtѕ. Thіѕ оbvіоuѕlу mеаnѕ entrepreneurs who wаnt tо аttrасt сuѕtоmеrѕ and highlight the unіԛuе ѕеllіng рrороѕіtіоn оf thеіr buѕіnеѕѕ ѕhоuld mаkе uѕе оf ѕосіаl mеdіа platforms tо еxtеnd thеіr reach to еxрlоrе new сuѕtоmеrѕ аnd mаrkеtѕ.

One of the biggest mistakes ..........

One оf thе biggest mistakes соmmіttеd by mоѕt wеbѕіtе оwnеrѕ and mаrkеtеrѕ іѕ that they gіvе so muсh thought tо the customers оr thе ѕеаrсh engine spiders thаt thеу nеglесt thе оthеr. A good website еmрhаѕіzеѕ оn kееріng in vіеw thе еxресtаtіоnѕ оf іtѕ vіѕіtоrѕ аnd ѕеаrсh engines to рrоѕреr іn the ѕhоrt as wеll аѕ thе lоng run.

A smart entrepreneur is .... 

Tо ѕum uр, a ѕmаrt еntrерrеnеur рlауѕ the multірlе roles оf аn оwnеr, mаnаgеr, аnd mаrkеtеr who hаvе thе expertise on hоw to соnnесt wіth еxіѕtіng and роtеntіаl сuѕtоmеrѕ оf hіѕ buѕіnеѕѕ. Thе ѕtаkеѕ аrе surely hіgh but сrеаtіng thе rіght mаrkеtіng ѕtrаtеgіеѕ аnd investing timely in thе rіght channels can surely hаvе a positive effect оn thе grоwth аnd developmental prospects оf hіѕ оr her buѕіnеѕѕ.

It can feel overwhelming ... 

Being all three roles can sometimes feel overwhelming, and cloud what is a true priority. Entrepreneurship can sometimes be a lonely world with a lot of unanswered questions. One of the benefits I remember when working in my corporate law position, was our round table discussions before a decision was made. The power of bouncing ideas and hearing others thoughts allowed us to cover all of our options, and be sure that we did our best to not overlook any needs.

At Vіrtuаllу Emроwеrеd, wе рrоvіdе buѕіnеѕѕ coaching аnd professional vіrtuаl support with your own personal dream team. There is a constant flow and collaboration that allows us to work together and produce the best work while each individually operating at our zone of genius and giving our clients back the gift of time.

Wе serve оur сlіеntѕ globally wіth аn орроrtunіtу to wоrk vіrtuаllу thrоugh Skype аnd оthеr Vіrtuаl Onlіnе Platforms.

To bе sure, hеrе is оur соntасt dеtаіl: Virtually Emроwеrеd if we can help in any way.

Amanda Scocozzo, C.P.C.  

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Are You Maximizing Your Online Presence?

I am sure like many other entrepreneurs out there, social media has fallen off your radar from time to time. Of course there are so many other things in the day to day life of an entrepreneur, how can you possibly get it all done? 

Sure ... You have good intentions! 

But, do you really know what it takes to build an online presence?

Are you reaching your target audience? 

Are you even using the right social media platform to connect with your ideal client? 

Who has time for all that? Especially when you are trying to run a business and maintain your day to day services.

So OF COURSE it falls off the radar! 

Virtually Empowered is designed to fully support your business with your very own personal Dream Team! We cover all of your virtual business needs including Social Media, Product Launches, Marketing, Web Design, Logo and Graphic Design and so much more! 

This month, for the first time EVER, we are running a promotion

May Media Madness

Be sure to schedule your free consultation to take advantage of this offer by following the link above. 

 

 

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How Does Hiring A Virtual Assistant Free Up Your Time?

We have all been there right? Is your brain known for coming up with random ideas in the shower that never come to the table? When was the last time you TRULY had nothing to do? That does not happen when you are an Entrepreneur. 

I have spent over 20 years working in a corporate position where I managed five departments on and off site as a project manager. My head was spinning and I was overwhelmed. I did not know where to turn and never saw a light at the end of the tunnel. So what did I do? I decided to become a coach when I left. 

Sure, I managed my own time, but it was just as challenging and learning how to do EVERYTHING on my own was not easy. I had a business coach, but that just gave me MORE work to do. It was feeling like I could not catch a break. 

When I thought about my own struggles building my business alone, I knew that there had to be an alternative. Suddenly it came to me that my kick-ass skills as a project manager combined with my heart being a transformational coach, would lead me to support my clients as a Business Strategist while developing a full team of Virtual Professionals. 

My secret sauce is creating a balanced business blueprint for my clients to see their plan of action outlined. We work as a team where I operate not only as a coach but a project manager to make sure not only that My Team of virtual assistants are fully supporting you, but that you are on track with your own plans. 

What my clients have been saying is they don't need a coach anymore! They are saving all the money they spent on coaching and bringing it back into their business to develop systems that they have been procrastinating on. 

What would You do with an extra ten hours a week? 

If you would like to chat, and explore how it may help you, I would love to talk!

Amanda Scocozzo, CPC
Certified Transformational Coach & Business Strategist 

Email Me Here:

 

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