While there are many, many tips that are highly useful, I will go over a few main ones and this will give you an excellent start of being on board the successful email train.

Keep your messages to a concise format and brief length, getting to your point.  There is no reason to provide more details than what is necessary.  Your email should start with a proper salutation using titles such as Dr., Mr., Mrs., etc.  Only start with a person’s first name if that is the only information that you have.  Beyond that, state why you are writing and request any information that you are seeking.  Do not abbreviate as this looks unprofessional and may cause confusion for those who may not understand the abbreviation.

When needing to deal with several different subjects it is recommended that these subjects are broken down and separate emails are sent, with the subject line having a descriptive, yet short heading.  In this fashion, the recipient understands the topic almost immediately and more clearly, and is able to respond more precisely.  In addition, he does not forget a response, such as can happen with an email with many different topics.  This also provides ease in scanning quickly for a needed email, ensuring a proper and timely response – which in turn will save time.

As regards a timely response, emails don’t necessarily need to be answered immediately but there are the occasions when it is more prudent to do just that.  In cases of sales, customer service or tech support this may be required, otherwise effectiveness of the communication loses ground.

When composing your emails, always keep in mind the tone that is being set.  It is much harder to decipher the exact inflection of an email than it is when in a face to face conversation.  Know that if you are angry, upset, frustrated or even tired that this can easily come across in your email and thus send out the wrong tone, possibly causing misunderstandings which serve only to waste time.

Resist criticizing others, as this is never professional and can show as a poor personality on your part.  In responding to emails, be mindful of who this email will go to.  You may have sensitive information that is not suitable to use for the ‘reply to all’ option.  Also avoid chain letters; they contribute to clutter akin to junk mail and will usually be deleted before they are even read.  Always, always be sure to use “Please” and “Thank you” as it is courteous and will be received much better than if you don’t.

Following these simple tips will improve productivity through good communication skills.  This in turn will allow for a much smoother transaction all the way around.   Your professionalism will show and good reputation will come forth.

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My question is, where do you keep this information?  On your cell phone, PDA, computer, on a notepad, maybe even in a camera if there are pictures?  There are many places in which to keep information and considering today’s technology, many people choose an electronic device in which to store their pertinent information.

Wherever you keep it, there is one hugely important rule when obtaining, storing and maintaining this information:  Back it up!  I know people who are freelance writers and photographers, and those same people have lost a majority of their information at one time or another.  They wake up, turn on their computer or other electronic device and see that it is crashing or has crashed.  Imagine the stress they feel when they realize that all their information could be lost.

There are many ways to avoid this – maybe not the crash necessarily, but the loss of data.  All you has to do is simply have a backup procedure on a regular basis, and chances are you will lose nothing – or if you do, the impact will be minimal.  Alternative backup is available in many forms – using CDs to copy, using an online storage facility, or using an email service and sending all these items to yourself.

This email trick is one I use for information that is not content sensitive.  In managing customer data, keep in mind organizational skills and know what content is sensitive.  Having an organized system will alleviate a lot of time looking for information.  If there are several people who use the same information, a plan needs to be in place in case someone goes looking for what you have; if they can’t find it, at least they would know where to look.

Maybe this is something as simple as a sign out sheet.  If using a database program, go through this database every couple of weeks and update, delete or add to the information that you already have.  In doing this, you can take outdated information away and update information where necessary, which allows more accessibility for others.

Lastly, keep your information secure.  You can use the services of an outsourced company to keep your records or keep them yourself but either way, keep your information safe from being stolen.  Don’t leave information just lying around.  Don’t leave it in your car if you can help it; people break in.  Don’t leave sensitive information in your email or just in a simple saved file within your computer. Things get stolen and hacked into.

By using proper security within your database management as well as good organizational skills, you will not only save time, prevent losses and maintain security.  You will also be much happier when you are on the go and you need information in a hurry.

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Here are some tips on what to include:

• Company Mission and History

Prepare a statement that allows readers to understand just what the purpose of your company and product are, and what you hope to achieve as a business.  A bit of background on the creation of your business and its products is also useful.

• Product List

An extensive product list will give readers an overview of what products and services your business has to offer.  Extreme detail of each product isn’t necessary.  A brief overview of each item will suffice.  Be sure to include the benefits and purpose of each product.

• Company Bios

Create a page of biographies of the key members of your business team.  Include a brief background, including education information, their personal history with the company, promotions they have received, and outside interests.  Make sure that there is enough personal information so that the bio does not read as a resume, rather a glance at the life the people who make your business tick.

• Company News and Press Releases

Keeping readers abreast of up-to-the-minute company news is also beneficial in a media page.  Link to your company blog and keep the information current.  Also include links to press releases, media mentions of your company, a listing of public appearances, and anything else that may give your company and product a credibility boost.  This section should include enough information for any member of the media to create a compelling story of the current happenings and developments of your business.

• Brochures, Logos, Images

Finally, make links to brochures, logos and product images available on your media page.  This will allow members of the media to develop stories and articles about your company and accompany them with the necessary visuals, without having to go through internal channels to receive the information.  By making these tools easily accessible, reporters and writers will more likely select your product as a potential story lead.

These are the basics of what you can include in your media page.  Some information may be too lengthy to contain within the page itself, so create addition pages and link them to the media page.

Always remember to include any relevant contact information for those who need further information about your company and its services.  With a well put together media page, chock full of information, you can guarantee a better presence for your company within the world of the media.

• Get help with your press releases.  View details here.

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Unfortunately, while many website owners are skilled at creating valuable video content, they forget about SEO optimizing this content for the search engines. This is a mistake as search engine spiders can index video content, if you know how to show them the way.

1.  Use Video Tagging

Most video-sharing sites allow you to create “tags.” Tags are simply keywords that describe video contents. This tagging makes it easier for people to find your content and it makes your content easier for spiders to index. Make sure to use all the tags you can.

2. Use Video Titles

Give your video a title. Titles serve two purposes, like an attention grabbing headline they capture the attention of your prospect and when you use keywords, they can enhance your  search engine rankings.

3.  Categorize your videos

Video sharing sites typically require you to place your video in a specific category. The more specific you can categorize your video, the better.

4.  Create a relevant file name.

If you are hosting a video on your own site, of course still take the time to title and tag your videos and take your SEO one-step further by creating a relevant file name for your video with keywords.

5.  Publish only one video per web page.

Experts recommend only publishing one video per webpage with a simple text title and description. Seo optimizing the page where you publish your video for both video search engines and content search engines by using meta tags for the content of the page. They also recommend creating separate video site maps, which can be submitted to video and content search engines alike.

6.  Use keyword optimized anchor text

Use this option if you link to the video from other pages of your Web site.

7.  Consider Using YouTube Suggest Tool to Generate Keywords

At this point you’re probably familiar with many of the content keyword tools, however for video optimizing, many experts recommend using YouTube’s Suggest tool. Because Google owns YouTube, it works much like the Google Suggest tool.

Per the YouTube Blog, “A query suggestions option is now available for search. To opt in, click the “advanced” link next to the search button, then choose “Display query suggestions as I type” from the search settings. As you type in your search terms a menu will appear with suggested results to choose from to help you more quickly find the videos you’re looking for. On the search results page you’ll also get an additional list of recommended searches by clicking on any of the terms listed next to the new “Also try” menu.

Video content is interactive content and therefore highly regarded by visitors. When it’s informative and entertaining it can be one of the most valuable forms of content on a website. Seo optimizing it for the search engines just makes sense. Utilize these seven steps to make sure your video content is indexed by the search engines.

*Grab your copy of our brand new ebook, “Breakout Seo” to learn powerful strategies you can use immediately to easily attract organic traffic from the search engines.

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Outsourcing became popular in the mid 1980’s and has continued to be a major part of big business practices with even more companies joining in and utilizing this service.
Most recently, this practice has reached beyond big corporations and is being done by businesses of all sizes, especially Internet business owners.

Among the many tasks that are being outsourced by online business owners, the most common ones are:

• Customer Support
• Content Creation
• IT/Tech Support
• Bookkeeping & Tax Preparation
• Keyword Research
• Article Submissions
• And tons more

A business owner can outsource tasks such as these in order to free up their own time and grow their business.

You may be wondering why this practice has taken off in the online business world. The simple truth is outsourcing saves money. The monetary savings are a huge part of why most companies choose to go this route. However, there are also the advantages of not having to offer benefits such as time off, health insurance, equipment, office space and not having to pay income taxes for independent contractors versus full-time employees.

There are many other reasons a company may decide that it is time to outsource. The following are some of the reasons, in addition to cost savings, why online business owners decide to go the outsourcing path:

• Quality Assurance – When an agreement to outsource has been reached, the outsourcing provider has to strictly adhere to a level of service that should exceed expectation. The business owner has full reign on how their services should be carried out and performed.

• Experienced Staff – Services that are needed will be filled by tapping into a larger pool of people who have expertise in the field needed.

• Time Management – Since a lot of the positions that are being outsourced are time intensive, this will free businesses to focus on more pressing aspects of their company.

• Expansion of Business – Many online business owners start out doing everything for their business by themselves. Once the business takes off it reaches a point where it is no longer possible for the owner to do it all alone if they ever want to grow.

• Time to Enjoy Life – The majority of online businesses were started because the owner wanted to actually be able to spend more time doing “non” work things and making more money than a regular JOB can provide. When owners outsource work in their business they are also freeing up their time to do the things they enjoy doing away from the business.

As you can see, outsourcing has its benefits. Whether or not the time is right to start outsourcing in your business is a decision only you, as the owner, can make. Take some time to think about where your business is and how outsourcing certain tasks might help you achieve your goals, both business and personal.

• To get a helping hand with your business today, check out our Outsourcing Services page.

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Offshore outsourcing is a way to hire an external organization in a different country to perform some or most of the functions of a business. The development and manufacturing is usually done in the home country of the business and by outsourcing to a different country, the costs of running that business are reduced, allowing for a better profit margin. But, is it really worth it?

While many Internet business owners want to cut costs wherever they can, it’s important to remember cutting costs is NOT the most important factor. While not all offshore service providers fit this description, many don’t possess the quality of work an online business owner is looking for.

There can be many reasons for this:

1. Language barriers can cause many problems for the business owner.

2. Business concepts or practices may not be grasped by the company performing the work. This is usually because things are done differently in their country.

3. Time zone differences can be a pain to work with if they are too far apart.

4. Currency issues. Many times you save money when you pay someone in a country whose currency is different than your own, but not always. If you don’t have a payment outlet that automatically converts, it is time consuming to figure out the current conversion rate if you aren’t used to how it’s done.

5. Depending on the company, can you really feel good knowing that you’re paying someone pennies (sometimes literally) to complete work for you.

6. Many offshore companies will not do small tasks, which sometimes is all that needs to be done for an online business.

Let me first be clear about something. By offshore outsourcing we’re not talking about freelancers who live in other countries, but instead the big companies who employ workers (who sometimes work for very little pay) to complete the work you need done.

Some common outsourced tasks for online business owners include content creation and writing of various sorts which is why hiring someone from a different country to do the work can be difficult. When you write for your website, you want to write for your readers and if the writer you hire doesn’t do this correctly, you’ll spend a lot of time making corrections or editing their writing. Not a good thing when you’re trying to focus your time on other important areas of your business but can’t because you’re spending too much time going back over someone else’s work.

That being said there are Internet marketers and other online business owners who have found success with outsourcing to offshore companies. As with any other business decision you need to think long and hard before you make a choice as to whether or not to outsource your work to an offshore company.

The main factor behind this practice is the need to cut costs. However, as I mentioned before, quality and customer satisfaction are more important than cost reduction in the long run.

• To get a helping hand with your business today, check out our Outsourcing Services page.

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Virtual Assistants make up a huge portion of service providers online. Because they work from home themselves, they know what it’s like to build a business on a tight budget. This is the perfect scenario and a win-win for both parties. Virtual assistants need the work and you need someone committed to your business who is reliable and understands your situation.

What types of things can virtual assistants  do?

The talents of these assistants are endless actually, but here is a nice size list to give you an idea of the types of things you can hire a virtual assistant for:

Virtual Assistants – VAs provide a variety of services and many specialize in certain areas. You can find a virtual assistant who handles customer service, writes, and creates audio and video material and tons more. Many get paid hourly for their services, but are well worth more than their hourly rate.

Technical Gurus – From HTML to software creation there are tons of moms who love the techie side of things.

Blog Installations & Maintenance – This is a growing service with the emergence of WordPress especially. You can find assistants who specialize in not only installing your blog but even managing your content too.

Ghostwriters – From articles to eBooks and everything in between there are tons of assistants who have turned their love of writing into a business.

Transcriptionists – Many assistants build an entire business around transcribing audio for website owners. If you’re looking for someone to transcribe a report, podcast or interview, look for a transcriptionist.

Editors and Proofreaders – Tired of looking over every single word your ghostwriter sends you? Hire an assistant to do it for you!

Affiliate Managers – The services of some affiliate managers can cost a fortune. From recruiting and training affiliates to paying them and creating tools and resources for your affiliates, there’s probably an assistant who can do it for less than the big dogs and do it well too!

Copywriters – It’s no secret that many online business owners don’t write their own copy, but if you think paying a professional copywriter is cheap think again. Some charge in the thousands just for one sales page. Save some money and hire an experienced virtual assistant that specializes in copywriting instead.

Press & Media Specialists – If you’re looking to get your business noticed you’ll need some PR. There are virtual assistants who focus their efforts on just that. From press releases to social media outlets, these assistants can get you noticed by the right people.

As with anyone you consider outsourcing to, do your research before hiring a virtual assistant. There are unfortunately a few bad apples out there so ask around in your circle of friends and business partners for their recommendations. I’ll be willing to bet that many of those you associate with have worked with or currently work with at least one work at home mom service provider.

• To get a helping hand with your business today, check out our Outsourcing Services page.

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Technical Tasks – Technical stuff isn’t my best friend. As a matter of fact, many online business owners have a fear of the techie side of their business and for good reason. In one click you can lose it all if you don’t know what you’re doing. Save yourself from the possible heartache by hiring someone who specializes in this area to maintain your website or create software for you.

Bookkeeping/Tax Preparation – Most of us dislike the numbers side of business (unless of course your business is bookkeeping). Unless it’s the numbers making it into our pockets we just don’t have an interest in the figures. Save yourself a lot of heartache at tax time and hire a bookkeeper. Then when your accountant asks for your annual information you can simply hand it over!

Customer Service – Many online marketers have a hard time letting go of this part of their business, but in all actuality it serves more than one purpose. You no longer spend an entire day replying to or checking your email. Even better, you aren’t emotionally attached to the responses you might receive. When you’re that close to the action words can hurt. If you let someone who is not so vested in your business, you’ll only see the things necessary for your input. Let the haters have their say, now you don’t have to let it get you down.

Website Design & Maintenance – Do you have a vision for your website, but have no idea how to make it real? Let a professional handle it. No need to learn every little detail in order to keep your site maintained or even created from scratch.

These are only 7 of the many, many tasks that can easily be outsourced to someone else. Take a minute to think of the things you could use a hand with or just want to be relieved of in your business and start researching people who can help you get them done. Once you start removing things from your plate, you can then focus on the things you enjoy doing in your business – the things that an owner should be centering their attention on.

• To get a helping hand with your business today, check out our Outsourcing Services page.

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