3 Signs That You Need A Virtual Assistant

Case Study: Unlocking opportunity for Phone Locker

Thu, 16 Jan 2025 15:31:47 GMT

Phone Locker’s UK offices manage enquiries from all over the globe. Keen not to miss any opportunities, they approached Miss MPS to handle overflow calls during busy periods. Here, we explain how we’ve helped the business convert better.

Who are Phone Locker?

The popularity of smartphones has got to a stage where some argue that addiction means people aren’t enjoying being in the moment. As a result, comedians, DJs and other performers have started to ban mobile phones from venues in order to increase engagement and create a better atmosphere.

These venues can create a ‘phone-free space’ by using Phone Locker’s magnetic lockable smartphone pouches . The fans place their phones into one of these pouches, which then prevents them from using their phone until it is unlocked at a magnetic base once the show is over.

A huge growth area for Phone Locker is schools. With many schools having banned phones for similar reasons (engagement, attention span, etc.), Phone Locker pouches have grown popular as it avoids stand-offs between teachers and pupils as well as preventing any risk of loss or damage to phones as they stay in the students’ possession.

As governments across the world have imposed these bans in schools, there has been an explosion in interest for the lockable pouches. Miss MPS have stepped in to ensure no calls are missed.

How did they implement our call answering service?

Ultimately, Phone Locker’s staff are best qualified to deal with new sales leads. Here at Miss MPS, we take overflow calls and survey potential customers, loading them onto Phone Locker’s CRM system directly, saving their staff from double-keying.

In busier periods, we go a step further. Using the CRM system, we are able to re-engage with enquiries that haven’t been chased and are armed with marketing information to help potential customers get a greater understanding of how Phone Locker’s pouches work, and how they can be implemented.

What were the results?

With customers located in different time zones, we have boosted first time pick-up of calls by over 20%. By lending a hand with related admin support, it’s also meant Phone Locker’s staff are more efficient, and dealing with customers faster as a result.

Adam Proops, Commercial Director at Phone Locker said of Miss MPS’ work,

“ Miss MPS have been a fantastic extension to the Phone Locker team, providing vital support when needed. For a small cost, we have the benefits of a larger team, without the overheads .”

Do you need a solution like Phone Locker? Get in touch with the Miss MPS team or read more about our Call Answering service.

Seasonal Phone Cover: Turning Frosty Frustrations into Business Wins

Mon, 16 Dec 2024 09:00:00 GMT

Call Answering: Support for the Winter Mayhem

Ah, winter. The season of cozy jumpers, steaming mugs of tea and, for gas engineers, the annual game of heating roulette. The moment that first cold chill hits, homes across the nation come alive with the sound of boilers groaning back to life—or not. Phones ring off the hook as panicked voices fill the line: "My heating won’t turn on!" or the classic, "It’s making this weird clunk-clunk-wheeeze sound—can you fix it today?!"

For gas engineers, this is peak season—a chaotic storm of urgent calls, overflowing job lists, and the impossible task of answering the phone while also diagnosing a misbehaving boiler.

But who’s answering your calls when you’re knee-deep in radiators and wrenches?

A call answering service is like your winter wingman: always on, always ready, and completely unflappable no matter how cold it gets. Here’s how Miss MPS’s call answering service is the unsung hero of every gas engineer’s busy season.

Flexibility Fit for Chaos

No lengthy contracts, no tie-ins, and absolutely no strings attached—just the support you need for as long as the heating drama continues. Whether it’s a couple of weeks during November/December or the entirety of winter, seasonal covers step in to support you during the busiest times of the year.

Professionalism on Tap

Picture this: You’re mid-job, and your phone buzzes. You answer, only for the customer on the other end to hear, “Hi, can you hang on a sec?” Not the greatest first impression. Our call answering service guarantees every call is answered professionally, leaving customers confident that they’ve reached a capable, organised expert.

Happier Customers, Happier You

When customers call, they want to feel like their problem is being taken seriously. A live, friendly voice on the other end of the line can instantly reassure them, even if their boiler isn’t heating a single radiator. And when your customers are happy, they’re more likely to recommend you—and call you again for next year’s issue.

Winter Survival Tips for Gas Engineers:

If you’re thinking about using our call answering service to cover this busy season, here are a few tips to make the most of it:

1. Choose a service that understands your industry. Miss MPS have been working closely alongside gas engineers for years. Our team have a nurtured knowledge of certain boiler issues and what to ask customers when scheduling jobs.

2. Set clear priorities. Focusing on urgent jobs; we filter the calls and make sure top-priority jobs such as boiler breakdowns are booked in as soon as whilst less important services are scheduled at a more convenient time.

3. Keep communication flowing. Regular updates with you to ensure that your diary is kept up to date and also to allow for time for you to have a break (something that is very important to have!)

Let Call Answering Warm Up Your Winter

Gas engineers let’s face it: the colder it gets, the busier you’ll be. But being busy doesn’t have to mean burnout and less time to spend with your loved ones during this festive season.

So, while you’re out there braving the cold, fixing heaters, and being a literal lifesaver for freezing families, let someone else handle the phone. Explore our packages or talk to us regarding your needs!

Winter Well-Being: Staying Motivated When the Days Are Dark

Tue, 10 Dec 2024 09:00:01 GMT

Chilly toes, waking up early to defrost the windscreen, and leaving work to the already dark skies—these are just a few of the frustrations that come with winter. While it may not be the end of the world, it's all the little things. And despite the festivity and Christmas songs playing on the radio, staying motivated at this time of year can be challenging. I'm sure many of you can relate to me when I say this.

At Miss MPS, we understand how important it is to maintain well-being, especially during the busy winter months. As virtual assistants, we support our clients by alleviating stress from overwhelming workloads and tight deadlines. We also help them take well-deserved breaks and spend time with loved ones.

However, looking after ourselves while caring for others is just as essential. Here are my top tips for staying healthy and motivated this winter:

1. Declutter Your Workspace

Sounds simple enough, right? Having a clean workspace can give your mind that clarity. You save time by not having to rummage through old paperwork that should go in the shredder or fumble around for a pen that actually works (remind me to bin my dried-out pens!). Tidying up your desk saves time, reduces stress, and allows you to work more efficiently.

2. Take a Break

Please give yourself a breather and step away from your work when you're feeling overwhelmed! I like to make a cup of tea or take a short walk around the building. Often, when I return to my desk, daunting problems become easier to solve.

3. Recognise stress

It can be easy to overlook stress when you're so immersed in emails, calls, and other tasks. However, it's important to recognise when you're feeling overwhelmed and respond to that to care for yourself. Pay attention to the signs!

4. Prioritise Mental and Physical Health

Physical health and mental well-being go hand in hand. Taking care of your body with meals, regular exercise, and plenty of water can uplift your mood and energy levels. During the colder months, staying warm can also prevent you from getting sick—a sore throat or runny nose can make a day at work so annoying! Conversely, looking after your mental health can positively impact your physical state.

5. Create a Positive Atmosphere

While we can't control the weather or the amount of sunlight we get during these darker days, we can create a workspace that boosts our mood. This festive season, why not decorate? A few holiday-themed decorations are simple and can give the place a bit of colour. Encourage seasonal dress-up days or fun outfits—maybe even coordinate with a colleague to create a festive team look.

These are just a few tips for staying motivated and maintaining your well-being during this chilly season. Do you have any tips of your own that you'd like to share?

If you're feeling overwhelmed during this busy time and could use a little extra support, reach out to our team at Miss MPS. We're always here to chat —maybe over a warm cup of coffee—about how we can hake your work life a little easier.

Ensuring a VIP (Very Important Pup) Move to Ibiza

Mon, 11 Nov 2024 13:00:00 GMT

Beyond just basic admin!

When most people think of administrative roles, they often assume it’s all about answering calls, scheduling meetings, and managing email correspondence—the so-called "big three." It’s no surprise that this has led to a widespread perception that administrative work is monotonous, repetitive, and predictable.

Well, at Miss MPS, we’re here to set the record straight: nothing could be further from the truth. In fact, our days are filled with exciting, unpredictable tasks that keep us on our toes—and we LOVE it.

For those of you who have read our previous blog post , where we detailed the thrilling experience of organizing the charter of a private yacht for one of our clients (yes, that actually happened!) you might already have a sense of just how closely we work with our clients to ensure their lives run smoothly outside of just their business.

A Tail-Wagging Adventure: Helping Our Client Move to Ibiza with Her Fluffy Companion

Speaking of management, let’s dive into one of our more recent tasks, which illustrates the kind of unique and varied requests we handle at Miss MPS. One of our clients, a busy entrepreneur, recently decided to make a big move to Ibiza. Along with her, she was bringing her adorable, four-legged friend—a fluffy bundle of joy who plays an important part in her life just like her business endeavours. Therefore our job was to ensure that the move was as seamless as possible for both her and her dog.

Now, moving abroad can be stressful enough, but when you throw a pet into the mix, there are a ton of logistics to consider. We dove into researching pet-friendly airlines and travel rules to make sure her beloved dog could join her on the journey. We checked out different travel policies and found the best options, so her furry friend can travel comfortably and safely! All our client will have to do is to pack her bags—and maybe throw in a pair of extra sunglasses for her dog to wear on the sunny beaches of Ibiza!

We’re Problem Solvers, Not Just Assistants

At Miss MPS, we’re more than assistants—we’re the ultimate problem solvers. Whether it’s planning events, handling the difficult part of travelling such as logistics, or managing surprise tasks (like pet relocations!), we tackle everything with creativity and a smile. No two days are ever the same, and that’s what makes our work so fun.

Why We Love What We Do

We get to know our clients, help them live their best lives, and handle everything from the big stuff to the small details. It’s a mix of personal and professional, and we wouldn’t have it any other way! Plus, who wouldn’t enjoy a job where one day, you’re organising a business meeting, and the next, you’re figuring out how to fly a dog to Ibiza in style?

So, the next time someone tells you admin work is boring, send them our contact form . We’ll show them just how exciting and diverse our world is at Miss MPS!

Power of Research

Tue, 05 Nov 2024 12:00:00 GMT

And how to use it to stay competitive

Starting a small business can be very daunting, especially when other businesses in the same field are already established and continuing to grow with their current customer base, who clearly really like what they do.

How do I compete and attract clients when they are the clear choice for new clients to go to?

Well, believe it or not, the fact that they do stand out is what will aid you in developing a vital strategy that will differentiate your services and attract clients. Think of it as the student growing stronger than the master—except it’s a one-sided mentorship, as your competitors did not take you personally under their wing.

We use a process called Competitor Analysis to research your competitors and, quite frankly, see what has worked for them and what hasn’t.

Concerning our recent work, we conducted a competitor analysis on SUP board sellers for our client, comparing a wide range of companies and their insights to see what our client could add to their strategy. You can fill out our form to test your business today!

So, what can I learn from my competitors?

Strengths and Weaknesses:

There is no better way to identify your own strengths and weaknesses than by examining your competitors and how they are perceived.

Finding out things such as your competitor’s huge brand awareness or low prices isn’t supposed to deter you. By learning this, you can see what to include in your business strategy because, clearly, customers like this!

Furthermore, the identified weaknesses can serve to help you understand where you might have an advantage, filling the gaps your competitors have left. These insights provide you with the opportunity to offer a more complete or improved solution to your audience.

The Market You Operate In:

Your competitors are a reflection of your market. By studying them, you gain a deeper understanding of who your target customers are, what motivates their decisions, and which trends are driving the industry. Do your competitors focus on premium pricing? Or do they win over customers with affordable rates and fast service? This kind of knowledge helps you position your own offering in a way that resonates with the current market demand.

Spot Industry Trends:

By researching competitors over time, you can spot emerging trends and shifts in consumer preferences. Do your competitors emphasise sustainable practices? Are they focusing more on digital platforms or offering unique payment options? These trends can serve as valuable opportunities to align your business with the direction the market is moving, ensuring you remain relevant and ahead of the curve.

Future Business Strategies:

Competitor analysis doesn’t just offer a snapshot of the current landscape; it helps predict future moves. Observing how businesses evolve their products, customer service approaches, or marketing strategies can offer hints about where the market is headed. This foresight allows you to stay agile and plan proactively instead of reactively.

Conclusion: Using Research to Drive Your Success

By including a well-structured research process, such as competitor analysis, in your business strategy, you stay informed and gain an advantage over your competition. Analysing what works and what doesn't in your industry helps you improve your offering and establish your own unique position. Research empowers you to innovate, improve, and, ultimately, outperform your competition.

Whether capitalising on their weaknesses or adopting industry trends before they become mainstream, staying competitive is all about staying informed.

Want to give your business a competitive edge? See our page on Competitor Research or contact us directly on our email and we’ll help you use the power of research today!

The Art of Event Planning

Mon, 28 Oct 2024 12:00:00 GMT

Imagine this: it’s a busy day in the office, the phone won’t stop ringing, and you’ve received the nth email from someone you really don’t want to deal with. Now, you are looking at the clock, wondering how it is only 9:20 am on a Monday and if it isn’t too early to go on your lunch break. Then you hear it—the soft ping of another email arriving in your inbox. You click it and are instantly filled with dread as you’re asked to organise a corporate gathering for over 30 people.

If you didn’t before, you are now fantasising about resigning and running off to a beachside paradise away from the hardship of dealing with people.

We get it. Event planning is beyond stressful even without the pressure of the word ‘corporate’ slapped to the front of it. There are so many things that can go wrong anywhere, anytime!

However, this doesn’t always have to be the case. We can expect things to go wrong and be prepared to face them! That’s why we will be sharing some tips for mastering event planning, which you can apply to everything—even a simple birthday party!

Where do I even start?

Before frantically searching Google for every hotel or venue available, it is vital to take a step back and understand the purpose of holding the event.

To begin with, answer these two questions:

• What is the purpose of this event?

This may sound simple, but you’d be surprised how many people stray from the purpose because they don’t have a clear direction when deciding what to book. By understanding why this event is being held, you will know not only the tone but also the type of people who will be attending.

• How many people will be attending?

Now that you know the type of guests you will be accommodating, it is good early on to have a rough idea of how many people, even though this may change to be either less or more. Having a number will help you decide on what venue, catering, and the overall logistics.

Create a Checklist!

Sounds simple enough, right? By now, you should have specific details already about your event, such as:

• Number of guests

• Date for the event

• Requirements

You must expand on these points to create a successful checklist that will aid your planning. If you have X number of guests, look for a venue that can hold X number—or, even better, has space for more! It doesn’t matter if you have fewer guests, but you want to be prepared in case you have more. Otherwise, you risk finding a different venue at the last minute, which would be less than ideal, especially considering venue availability.

Requirements can range from catering options to entertainment and overnight accommodations. You can expand on this, such as if there’s accommodation you need to find parking nearby etc. By listing this out, you can tick off what has been sorted and see what you still need to research, which ties into the next key principle.

Research and Compare

While it may be tempting to choose the first venue you find for the event, it’s always best to have at least five different options that fit your needs. Compare the costs, benefits, and location of each. This way, you have flexibility and a backup plan if your first choice falls through. Plus, you can keep the information for future events!

Budgeting

Budgeting is crucial in event planning. Before booking anything, determine the maximum amount you’re allowed to spend and prioritise how much you want to allocate to each category (venue, catering, entertainment, etc.). Be realistic. If you splurge on one area, you may have to compromise on others. It's a balancing act, but one that ensures you stay on track financially.

A great tip is to leave some wiggle room in your budget for unexpected costs, such as last-minute additions or unforeseen expenses.

Clear communication!

Even after following all these steps, things can still go wrong. Always have a backup plan. Whether it’s extra supplies, another entertainment option, or alternate transportation for your guests, being prepared for the unexpected will save you from a potential disaster.

Ensure people, venues, and key contacts are updated with information. Communicate expectations clearly and confirm all details at least a week before the event. It’s better to double-check than to deal with last-minute chaos.

Do These Tips Work?

Yes, they do! At Miss MPS, we apply these steps to our client tasks, from booking corporate meeting events, hotels, and transportation to organising mini golf hire and yacht rentals (yes, really!). We've seen it all, and our methods ensure smooth, successful events every time.

Need help ensuring your events are successful? Contact us or visit our page —we’re happy to help make your next event one to remember!

The Comfort of Simplicity

Wed, 23 Oct 2024 15:18:12 GMT

In today's fast-paced business world, services can often feel overwhelming and complex- especially if you’re a small business looking for somewhere to start. From intricate technical specifications to lengthy contracts, it can be daunting to find solutions that meet your needs without causing undue stress. However, when it comes to call answering services, we offer a refreshing approach: simplicity .

The Complexity of Call Answering Services

Traditional call-answering services can be riddled with complexities. You might encounter:

• Confusing Contracts: Lengthy agreements filled with legal jargon can be difficult to understand and may contain hidden fees or limitations.

• Technical Jargon: Explanations of different features offered can be overwhelming for businesses that just want a straightforward solution.

• Hidden Costs: Unexpected charges for additional features, call volume fluctuations, or even training can significantly increase your overall costs and be confusing to record.

Miss MPS: The Simple Solution

Miss MPS sets itself apart by offering a call-answering service that is designed with simplicity in mind. Here's why:

• Clear and Concise Contracts: Our agreements are straightforward and easy to understand, ensuring there are no hidden fees or surprises.

• No Technical Jargon: We avoid industry-specific terms that can confuse our clients. Our focus is on providing a service that works for you, not on impressing you with technical expertise.

• Transparent Pricing : Our pricing is upfront and straightforward, with no hidden costs or surprises. You'll know exactly what our prices and rates are.

How We Can Benefit Your Business

By choosing Miss MPS you can:

• Save Time and Effort: Our simple approach eliminates the need to navigate complex contracts.

• Reduce Stress: Knowing that your call-answering needs are handled with ease can significantly reduce your business stress.

• Focus on Your Core Business: With a reliable and straightforward call answering service, you can concentrate on what you do best.

In Conclusion

When it comes to call answering services, simplicity is key. Miss MPS offers a straightforward and hassle-free solution that can benefit your business. By avoiding the complexities and sticking with the basics, we give you a peace of mind. Why not explore our packages ?

Choosing a Professional Call Answering Service

Wed, 23 Oct 2024 14:44:21 GMT

A guide to picking the right service for you!

If your small business is getting ever busier, it’s important you don’t lose opportunities that can be caused by missing calls. So, what’s the best route? Many will opt for an outsourced call answering service. We explain the ins and outs in this dedicated article.

Missing calls? Hopefully a good sign – your business is starting to become busier than you can cope with. Overall, though, unanswered calls aren’t a great experience for existing customers, and in an increasingly impatient world, potential new customers aren’t going to wait for a call back; they want an instant response.

It’s also inefficient for a business owner to be the one to filter out calls that are a complete waste of time and can be passed onto someone else within the business.

The answer is to either use a call answering service or look at hiring a receptionist to take on that role for you. So, let’s explore and answer people’s common questions when researching a call-handling solution.

Would it be cheaper just to hire someone?

This very much depends on where you are as a business. Having a full-time receptionist answering calls generally solves the problem, but will they have enough work to do when the phone’s not ringing?

In addition to a salary, there is PAYE and taxes to consider. Full-time staff also means holiday and sick leave, whereas a call answering service will have a bank of people ready to take multiple calls.

Of course, the advantage of a full-time receptionist is that they should know your business better and be able to answer questions more thoroughly. However, using a call answering service is significantly cheaper and ideal for bridging the gap.

How much is a call answering service?

Different companies will charge in different ways. This could be on a per-call basis, per minute, and there is probably a monthly fee. Normally, the more calls are taken, the lower the per call or per minute fee will be.

A small business should look to budget between £50 - £200 a month, depending on the volume of calls. Compare that to a receptionist which would be £1,600+ a month, using a call answering service is therefore a clearly cost-effective stepping-stone for a growing business.

What do I get for my money?

The advantage of a call answering service is those answering the calls do it for a living. They’re trained with a professional manner, which is the first step of leaving a good first impression.

The first step is to check that agents are from a UK based call centre. You then need to decide if you’re happy with a message-taking service or want something more involved.

Need a little more? Some providers like us can offer a full suite of virtual assistant services. This includes making outgoing calls on your behalf to book appointments.

CASE STUDY: How Miss MPS helped a plumber increase work by 300%.

Do I need a 24/7 call-answering provider?

There are options out there to have 24-hour coverage call answering. As good as it sounds to have this cover for your business, do you really need it?

Inevitably, having a 24/7 call answering service will likely increase what you’re paying for and just as inevitably, you will lose some continuity. This is because many call answering services offering this will switch to telephonists based in a country with a different time zone.

How should I choose?

The first thing to assess is how many calls you typically receive in a day or week as this may define what sort of supplier best fits your needs.

You may also want the service switched on all the time, as overflow, or just when you’re on holiday. Whether it’s regular or just ad-hoc, this decision will influence what sort of contract you should sign up for.

Finally, if like most you simply want messages taken and emailed or messaged to you, there’s a lot of choice. However, if you’d like – for example – new customer details logged onto a CRM, or phone agents to provide further support, you’re probably looking at a more bespoke virtual receptionist option.

As with any decision-making of a supplier, don’t forget the usual questions: how long have they been in business? Can they supply testimonials? How fast will they pick up the phone?

The answer may be closer than you think! Miss MPS has been helping out small, growing businesses for over 10 years. We’re trusted to make a great first impression with our call answering service, but we do so much more to help business owners focus on what they do best.

Death by Voicemail

Sun, 13 Oct 2024 15:43:43 GMT

Research shows missing calls could be costing your businesses' future

Running a small business can be tough – people have to wear multiple hats, and often resources are stretched thin.

In your formative years, making a good first impression and building a client base is Priority #1 when you consider the sobering fact that 60% of small businesses fail within the first 3 years – you need to take every opportunity that comes your way.

So, shouldn’t you be picking up the phone?

According to the Office of National Statistics, a typical startup spends £22,756 in its first year. Of that, upwards of £1,000 is spent per month on websites and marketing. Despite that, we found 50% of calls resulted in hitting voicemails, in a recent competitor mystery shopping exercise we carried out for one of our clients.

Of those that did pick up, we waited on average 54 seconds for our call to be picked up, which doesn’t bode well given the statistics we found. In a survey by Paperclip,

60% of people would hang up after 20 seconds
Almost 25% wouldn’t wait more than 10 seconds
28% didn’t want to leave a voicemail

Looking at further studies, the figures only got worse. 411Locals in the US found that small and mid-sized businesses miss about 62% of their calls. Spread across 85 businesses over 30 days, only 38% of calls were answered, whilst 38% went to voicemail, and 24% of calls were unanswered with no option to leave a voicemail.

When did you last check your voicemail?

A lot of micro and small businesses are still heavily reliant on their mobiles, as they need to be on-site for jobs. As a result, its easy to miss a call. In fact, according to Sell Cell, 80% of all calls to mobile phones go to voicemail. Of these 80%, just 20% of callers will bother to leave a voicemail.

On average, most voicemails are left unplayed for an average of 3 days. Another survey by eVoice found that 67% of people don’t listen to voicemail from business contacts, and the average response rate to voicemails in just 4.8%. In other words, 95% of voicemails go completely unaddressed.

What kind of first impression do you leave?

Business voicemails are revealing, as they generally indicate that you are a small business, and likely a sole trader. In a risk adverse world, people are looking to rule out those that could let them down, and are often ruthlessly quick in their filtering.

Establishing trust is really important to convince people to do business with you, and in the research we did for our customer, we logged a variety of issues that could stop someone from choosing them. This included:

Calls taken in noisy environments
Calls taken from inside a vehicle
Inability to answer questions as information wasn’t at hand
Couldn’t answer questions without calling back

The upside? Those that did answer and provide the information to the set questions we asked had little competition – the rest struggled to establish rapport, or answer simple questions, or didn’t pick up at all.

So how’s your conversion rate? You can put yourself or a competitor to the test (for free!) by filling out our quick form .

Virtual Assistant to the rescue!

Wed, 11 Sep 2024 10:30:00 GMT

A day in the life at Miss MPS

Being a virtual assistant can often be challenging but always varied! Here at Miss MPS, we work for a number of busy business owners and are trusted to assist with their personal schedules and families as well as provide support at work.

Last week was a first for us—organising the charter of a private yacht in Ibiza! One of our clients was looking for a special experience to celebrate their son’s birthday, so we were given a budget to find the best value charter company on the island and organise a tour that would include a memorable lunch stop.

We were delighted to hear that the party had a great time, including an exclusive booking at a restaurant only accessible by boat.

However, life at Miss MPS isn’t always glamorous! For another busy business owner, we manage their rental properties and found ourselves dealing with a nightmare scenario—our client’s apartment had a leak that was leaking into the apartment below.

With the issue only arising late at night, tensions were high, and it was important we found a solution to pacify the neighbours without an expensive knee-jerk response which would put our client majorly out of pocket.

Fortunately, with such a great network of trades, we managed to get a plumber out to isolate the water supply and take an initial look at the problem. Within an hour, the leak was under control, buying us time to make sure the next day, a proper plan could be put in place, which would put the tenants at ease without hurting the wallet of our client too badly.

Ultimately, these scenarios are what make a virtual assistant invaluable—by the time our client knew about the issue at their property, it was already taken care of. We saved them hassle and stress, which would have distracted them from important work, reinforcing the value of our role in their business.

Having a personal assistant on hand isn’t a luxury; it’s a business essential! Find out more about how we help business owners on our dedicated page . Alternatively, get in touch on 01732 757 870 to discuss your needs.

Richard Branson: Virtual Assistant Support

Wed, 04 Sep 2024 10:30:00 GMT

Empowering your business with Virtual Assistants

Richard Branson, the entrepreneurial titan behind the Virgin Group, is renowned for his visionary leadership and ability to build global empires. But what often goes unnoticed is his astute understanding of the power of delegation. A key component of his success lies in his effective use of virtual assistants.

Branson firmly believes in surrounding himself with talented individuals who can handle the day-to-day tasks. With an estimated net worth of 3 billion and control over 400 companies, he clearly knows the value of having high-calibre business support.

The Power of Virtual Assistance

So, what exactly can Miss MPS do for you?

• Time Management: Virtual assistants can handle various administrative jobs, freeing up your time to focus on important plans and main business tasks.

• Productivity Boost: By taking care of your routine tasks, we ensure that you have no distractions in growing your business.

• Cost-Effective: Hiring a virtual assistant is cheaper than employing a full-time staff, as you only pay for the time it takes us to complete your tasks rather than for normal working hours.

• Flexibility: We offer personalised services to fit diverse requirements.

How Can You Benefit?

Just like Richard Branson, you can harness the power of virtual assistance to elevate your business. Whether you're an entrepreneur, a small business owner, or a busy professional, a virtual assistant can be a game-changer.

Imagine having an extra pair of hands to:

• Manage your email and calendar

• Handle social media and content creation

• Book travel and accommodations

• Conduct research and data entry

• Provide customer support

Miss MPS offers top-tier virtual assistant services tailored to your specific needs. Our highly skilled professionals are dedicated to helping you achieve your goals.

By investing in virtual assistance, you're not only saving time and money but also positioning yourself for greater success. Take a page from Richard Branson's playbook and unlock your full potential.

Support for Trade

Wed, 28 Aug 2024 09:45:00 GMT

How a Virtual Assistant helps grow your business

The trade industry is known for its hands-on approach, requiring owners to spend most of their time on-site and utilise their expertise. That’s why at Miss MPS, we provide virtual receptionist support for trades, taking care of your admin and bookings, allowing you to focus on the job at hand.

We provide invaluable support to the trade by handling a wide range of administrative tasks, including:

Customer Relationship Management: Managing customer enquiries, scheduling appointments and ensuring timely responses.
Operational Efficiency: Creating and managing orders, invoicing and payment processing.
Business Development: Assisting with marketing efforts, social media management and content creation.
Financial Management: Handling basic bookkeeping tasks and expense tracking.

Benefits of our Support

By delegating administrative tasks to us, your business can:

Enhance Productivity: Dedicate more time to on-site work, allowing you to focus on what makes you money.
Improve Customer Satisfaction: Prompt responses to customer enquiries and efficient service scheduling enhances customer satisfaction and increases repeat work.
Achieve Scalability: We can adapt to fluctuating workloads, ensuring business remains constant during peak periods.
Reduce Costs : By outsourcing administrative tasks, businesses can avoid the overhead and stresses of hiring full-time staff.

Selecting the Right Virtual Assistant

Choosing the right VA is crucial for the success of this partnership. At Miss MPS, we have years of experience in the trades industry. We support plumbers, building contractors and electricians every day with their admin tasks, creating a strong understanding of various business operations.

Would you like to explore how we can support your trade business? Ditch the stress and read more about we can help.

Delegate to Elevate

Fri, 09 Aug 2024 10:28:05 GMT

Why Business Owners Should Focus on Strategy

As a business owner, you're busy—really busy. But spending all your time on small tasks can prevent your business from growing.

Here's why handing off work is a good idea:

More time for thinking: You can focus on big ideas and future plans.
Less stress: Fewer things on your plate mean less worry.
Stronger team: Your employees will learn and grow.

How to start:

Know your strengths: Focus on what you do best.
Build a great team: Hire or train people who can help.
Communicate clearly: Tell your team exactly what you want.
Trust your team: Let them do their jobs.
Check in: Make sure everything is going smoothly.

Are you ready to take your business to the next level?

At Miss MPS, we can be an extension of your team, doing your given tasks and lessening your workload so that you can focus on growing your business.

See what services we can help small businesses with, visit our page for remote admin support.

Don't let your business go on holiday

Mon, 22 Jul 2024 17:11:50 GMT

Why Phone Line Cover is Crucial

Even businesses need a break! But unlike us humans, a business that goes completely silent can lose valuable customers and sales. That's where phone line cover comes in – your secret weapon for maintaining a professional presence, even when the office is closed.

Here's why having holiday cover for your phone lines is a smart move:

Maintain Customer Satisfaction: Imagine a potential customer reaching out with a question during your holiday closure. An unanswered call can leave a bad impression and send them straight to a competitor. Phone line cover ensures inquiries are addressed, even if a sale can't be finalized immediately.

Minimise Missed Opportunities: A ringing phone could represent a new lead or a current customer needing help. Missing these calls can mean lost revenue and damaged relationships. Cover ensures you capture these opportunities, keeping your business moving forward.

Project Professionalism: At worst, even a recorded message acknowledging your closure and directing callers to alternative contact methods shows you care about their needs. This builds trust and reinforces a professional image.

Phone Line Cover Options:

There are several ways to ensure your phones are covered during holidays:

Automated Message: A simple recording informing callers of your closure and directing them to leave a message or visit your website is a basic but effective option.

Call Forwarding: Forward calls to a colleague's phone or a mobile number. This is a good option for short closures, but ensure the designated person is available to answer calls.

Answering Service: Professional answering services like what we offer here at Miss MPS provide trained staff to answer calls, take messages, and even direct urgent inquiries. A great choice for businesses that receive a high call volume.

Remember:

Set Up Your Cover in Advance: Don't wait until the last minute! Ensure your chosen method is properly configured and tested before your holiday.

Update Your Voicemail/Recording: Clearly state your closure dates and any alternative contact methods.

Spread the Word: Let customers know about your holiday closure through website notices, social media posts, and email auto-responders.

By implementing phone line cover, you demonstrate professionalism, maintain customer satisfaction, and avoid lost opportunities. It's a small investment that can have a big impact on your bottom line. So, keep your business running smoothly, even when you're on holiday!

Leave the Office Early Day

Fri, 02 Jun 2023 09:33:46 GMT

The Magic Touch of a Virtual Assistant: Leaving the Office Early with Style!

In today's fast-paced and demanding work environment, leaving the office early may seem like a distant dream for many. But fear not, because we hold the secret to achieving this elusive goal: the exceptional powers of a Virtual Assistant (VA)! With our efficiency, resourcefulness, and knack for managing tasks, we can be your ultimate ally in reclaiming your precious time and bidding farewell to the office earlier than ever before. So, sit back, relax, and let's explore how as a VA we can work our magic and help you achieve your much-deserved early departure.

1. Master of Organization:

Our organisational skills are akin to those of a superhero. We possess the extraordinary ability to streamline your workload, ensuring maximum efficiency and minimal time wastage. By entrusting us with tasks such as scheduling, calendar management, and email prioritisation, you can rest assured that your day will be optimised to its fullest potential. With our meticulous planning, we will help you stay on top of your responsibilities and complete tasks well ahead of schedule, giving you the freedom to leave the office early with a sense of accomplishment.

2. Defending the Fortress:

Picture this: You're about to call it a day when your phone starts ringing incessantly, demanding your attention for urgent matters. Fear not! Your trusty VA has got your back. You could have the ability to hand over all calls, screen emails, and handle enquiries, ensuring that only the most crucial and time-sensitive matters reach your ears. With our impeccable judgment and communication skills, we can efficiently handle routine queries, saving you from being tied down by distractions and allowing you to exit the office in triumph.

3. Supercharging Productivity:

A VA is a productivity powerhouse. Armed with an array of digital tools and automation techniques, we can work wonders in enhancing your output. From research and data analysis to social media management and account handling, we can tackle tasks that would otherwise devour your precious time. With our assistance, you can harness the full potential of your working hours, completing assignments swiftly and efficiently. The result? Early departures become your new reality.

In the age of Virtual Assistants, leaving the office early has transitioned from a mere aspiration to an achievable reality. By harnessing the organisational prowess, gatekeeping finesse, productivity superpowers, and task delegation mastery of a VA, you can bid farewell to your desk earlier than ever before. So, embrace the modern world of remote assistance, unleash the power of a VA, and enjoy the sweet taste of freedom as you leave the office early, knowing that your productivity has never been higher. It's time to make early departures your new office norm!

Call us today on 01732 757 870 and leave the office early next Friday!

Happy Wine Day!

Tue, 23 May 2023 15:43:00 GMT

How is a VA like a glass of wine ?

As a virtual assistant, I've often thought about how my job is a lot like a glass of wine. Yes, you read that right – a glass of wine! I know it sounds a little strange, but bear with me and I'll explain.

First of all, both virtual assistants and wine come in many different varieties. Just like there are different types of wine – red, white, rosé, sparkling – there are also different types of virtual assistants. Some are designed for basic tasks like scheduling appointments, while others can handle more complex tasks like managing your entire email inbox and bookkeeping.

Secondly, both virtual assistants and wine can help you relax and unwind. After a long day of work, there's nothing like pouring yourself a glass of wine and letting your stress melt away. Similarly, a virtual assistant can take care of all the little tasks that add up and cause stress in your daily life. Need to schedule a meeting? Done. Need to book accommodation for a business trip? Consider it taken care of.

As well as this when you buy a bottle of wine from a reputable winery, you know that you're getting a high-quality product that will taste great. Similarly, when you choose a well-known virtual assistant, you can trust that it will perform the tasks you ask of it reliably and accurately.

Finally, both virtual assistants and wine can be a little unpredictable. You never know exactly what you're going to get – sometimes the wine might be too sweet, or the virtual assistant might make a bigger difference to your life than you had imagined. But just like you grow to love the unique qualities of different types of wine, you will also grow to love everything about your virtual assistant.

So there you have it – virtual assistants and wine may seem like an unlikely pairing, but they actually have more in common than you might think! Whether you prefer a glass of red or a virtual assistant that can handle all your scheduling needs, both can help make your life a little easier (and maybe a little more fun).

Why not give us a call and start to de-stress your life today?

Its Virtual Assistants Day - So why use a Virtual Assistant?

Fri, 19 May 2023 15:19:44 GMT

Virtual assistants have become increasingly popular in recent years as more businesses and individuals are realizing the benefits of having a remote assistant. However, there are still some common misconceptions about virtual assistants that prevent people from hiring them. In this blog, we’ll explore these misconceptions and explain why you should consider hiring a virtual assistant for your business or personal needs.

Misconception 1: Virtual assistants are too expensive.

One of the most common misconceptions about virtual assistants is that they are too expensive. While it’s true that hiring a full-time virtual assistant can be costly, there are plenty of options for those on a budget. For example, you can hire a virtual assistant on a part-time basis or for a specific project. Additionally, virtual assistants are often more affordable than hiring an in-person assistant because you don’t have to worry about providing them with office space, equipment, sick and holiday pay.

Misconception 2: Virtual assistants are not reliable.

Another common misconception about virtual assistants is that they are not reliable. Some people worry that because they are not working in the same office as their assistant, they won’t be able to monitor their work. However, virtual assistants are just as reliable as in-person assistants. In fact, many virtual assistants have a strong work ethic and are highly motivated because they want to maintain a good reputation with their clients.

Misconception 3: Virtual assistants are not skilled.

Some people assume that virtual assistants are not skilled because they do everything. However, virtual assistants are often highly skilled professionals who specialize in a variety of areas. For example, you can hire a virtual assistant who is a social media expert, a copywriter, or a graphic designer. You can also find virtual assistants who specialize in more administrative tasks like scheduling, email management, and bookkeeping.

Misconception 4: Virtual assistants are not able to communicate effectively.

One of the biggest concerns people have when hiring a virtual assistant is that they won’t be able to communicate effectively. However, virtual assistants are often excellent communicators who can adapt to their client’s communication preferences. Many virtual assistants use tools like email, chat, video conferencing, CRM systems and project management software to stay in touch with their clients.

Misconception 5: Virtual assistants are only for businesses.

While virtual assistants are often hired by businesses, they can also be a great asset for individuals. For example, if you’re a busy professional who needs help managing your personal life, a virtual assistant can help with tasks like scheduling appointments, booking travel, and managing your inbox. Virtual assistants can also help with personal projects like planning a party or researching a vacation destination.

So why you should hire a virtual assistant?

Now that we’ve debunked some of the common misconceptions about virtual assistants, let’s talk about why you should consider hiring one. Here are some of the benefits of working with a virtual assistant:

• Increased productivity: By outsourcing tasks to a virtual assistant, you can focus on the tasks that are most important to you.

• Cost savings: As we mentioned earlier, virtual assistants are often more affordable than in-person assistants.

• Flexibility: Virtual assistants can work on a part-time basis or for a specific project, which gives you more flexibility.

• Access to specialised skills: Virtual assistants often have specialised skills that can help you to complete tasks more effectively.

• Improved work-life balance: By delegating tasks to a virtual assistant, you can improve your work-life balance.

Virtual assistants are skilled professionals who can help you increase productivity, save money, and improve your work-life balance. What are you waiting for, get in touch today to find out how we can help you with your business or personal needs.

Superhero wanted!

Tue, 10 May 2022 20:59:32 GMT

Join forces with Miss MPS by becoming one of our VAs!

Got killer organisation skills and infinite levels of personality? Then you should join forces with Miss MPS, Kent's leading Virtual Assistant company!

We have a flexible, part-time role available for those with previous experience in secretarial or administration roles , being an Executive Assistant, Office Manager or similar - we're looking for someone used to handling multiple tasks across various subject matters to a deadline.

Who's suited to becoming a Virtual Assistant?

Being a Virtual Assistant means every day can be different, as we work with multiple clients across all sectors. Because it's mainly home-based, although we are looking to get back into an office in the near future, it means there can be a degree of flexibility - this role is for 16 - 20 hours as week .

We're trusted by business owners to work alongside them as if we were an employed member of staff. We need a superhero with excellent organisation skills, proven experience in understanding and engaging in complex issues, excellent written and verbal skills, up-to-date computer skills, with a positive, proactive can-do attitude.

What's a typical day?

Every day can be different! You'll need to be comfortable carrying out the below tasks :

Basic data entry
Diary management
Taking and making calls
Manage emails and take initiative where appropriate
Plan board meetings and take minutes
Undertake research and project work
Produce documents and presentations
Organisation of customer and staff events
Social media posts
Invoicing an reconciling on Xero
Developing reports in Excel and similar
Using systems such as Monday.com, Hubspot, Mailchimp, ServiceM8, Gas Engineer Software, Capsule, Xero, Basecamp, and lots more!

Why should I go for the role?

It's part time, and flexible. However, once hours are agreed, you have to commit to them. As well as competitive pay, we also provide you with a laptop and anything else you may need for the job.

Interested? Drop us an email or call 01732 757 870 to find out if its a good fit .

Not heard of us? Here's our story.

Miss MPS is a Virtual Assistant business, providing a variety of services remotely for growing businesses. Our personable, friendly team are all based in Kent. We handle all those time consuming admin tasks that really eat up owner managers' time. We particularly focus on small businesses where o utsourcing admin can be far better value than hiring a member of staff, and avoids the stresses of employment.

Add some flair to your emails

Fri, 04 Jun 2021 11:14:59 GMT

Update your email signature design for that professional touch.

On average, we send around 40 business emails per day. We’re so used to it, it’s easy to forget that it might be the first impression people receive you. So, as with any other form of marketing, you should make it count!

76% of UK businesses describe email marketing as ‘important’ or ‘very important’
8% of businesses achieve more than half of their sales through email
68% of UK smartphone owners use their device to check email

With your email software, you can set up a bespoke email signature to really make your emails stand out. Not only does it help you look more professional, it’s also an opportunity to shout about what you do, share an offer, or build trust with testimonials.

Recently, we were asked to help create a slicker looking email signature for Excelerate Consulting. As a company providing business coaching, they realised the importance of setting a good example, so we got to work on a new design.

Keep it simple

The size of files in an email can trigger junk or spam filters, so we created an email template design that was simple, but professional looking.

Because a lot of Excelerate’s work is 1-to-1, we felt it was important to incorporate a headshot of each member of staff. We also added links to social media profiles, so recipients can quickly research Excelerate and build faith.

As we built the signature in HTML, elements are easily replaceable and editable. Crucially, the email signature isn’t also just one single image, which can easily be blocked by email clients.

Take a look for yourself, here's Excelerate Consulting's Emily Lockwood's signature below.

It's important to remember that sending all those emails means signatures can get pretty familiar, quickly. It's worth rotating messages to keep people's attention. Take a look below for some examples!

Fancy your own email signature? They cost less than £50, and once created, are easily replicated for other members of staff. Read more about how Miss MPS helps small businesses get the edge, by viewing our range of Virtual Assistant services .

Startup Tips: How to look like a bigger company

Sun, 14 Feb 2021 13:39:49 GMT

Want to swim with the big fish? Check out our latest startup tips.

Trust is arguably the most important factor when choosing to do business with someone else. It doesn’t matter how cheap something is, if you don’t trust them, you probably won’t take that risk, at least with your own money!

Sadly, despite many small businesses offering a better service, it’s the trust factors that often mean people look for the all too familiar “safe” choice – a bigger competitor that’s been around longer than you have. In fact, people will frequently pay more for a worse service, because there’s that perceived safety.

Nobody gets fired for buying IBM

The instantly familiar quote for anyone in the IT sector - “Nobody gets fired for buying IBM” – is the perfect interpretation of our evolutionary make-up to be risk adverse.

In their heyday, IBM was a safe bet for software or IT consultancy. For every project, they may not have necessarily been the best choice, but job security for the decision maker was paramount, just in case things did go wrong.

How to even the odds

So, if you’re the David against the Goliaths, there’s no getting away from the fact that people will see advantages to choosing a more established rival – you need to tackle the problem head on. The good news is some simple changes could end up saving you money, as all often too businesses will cut their prices to compete, when it’s not cost that’s the issue.

Here’s our suggestions:

Revamp your Website

First impressions are everything. In the last few years, some excellent self-build website options (e.g Wix) have launched that require zero technical skills – it’s simply drag and drop - which look like they have cost many thousands. Within a few hours, you can have a good-looking website that already helps to make your business look more established, especially if you invest in good photography. If you need some help, we have built many with clients over the last few years.

Develop a Brand

Still using a logo that you created in Microsoft Word? For next to nothing, you can go on People Per Hour or Fiverr and get something far more impressive created that will really help your business look the part and increase confidence. This goes back to first impressions - a professional logo gives the perception of an established business.

Get a Landline

If your only contact number is your mobile phone’s, you instantly reveal yourself to be the small business that you are. More importantly, the fact its mobile, instantly raises a red flag. Does that mean you’ll just disappear without notice? It costs less than £20 to purchase a landline (we can help out there!) that you can re-direct to your mobile. Better yet, our Virtual Receptionist service means we can take your calls and make it seems like you have your own reception, customer care line, or bookings team.

Ask for reviews

To build trust, you’re going to need to demonstrate credibility by showing reviews. Just having a couple on your website isn’t enough – people will jump on Google to dig deeper, so you should have more than a handful on Google’s free review platform, or invest in the paid-for alternatives (e.g. Feefo or Trustpilot) if you really want to build trustworthiness. Not only will reviews help your conversion rate, they help with your Google rankings too.

Most start-ups don’t have an office, and many business owners don’t like the idea of advertising their home address across the web. The issue with that is having no physical address listed is an instant trust killer. There’s security in knowing that, if anything goes wrong, you can knock on a door and discuss it. So how do you get round the issue? Use a virtual mailing address – it builds trust, makes you look bigger, and protects your home.

Get your face out there

Why do people like dealing with small businesses? Because its more personal! People trust people more than they do companies, so why not tie this benefit up with the most important form of digital marketing – video. Consumers are increasingly impatient and would rather watch a video than read. So, if you have the confidence, here’s your opportunity to build trust and set yourself apart.

A few simple steps can help build trust, giving you that vital foot in the door to demonstrate that you really can do better than the big guys. These techniques aren’t huge investments yet have been proven to help win more work. So what’s stopping you?

Miss MPS is a Virtual Assistant business based in East Malling, Kent . We help small businesses grow by taking care of time-sapping admin, phone calls, and everything else mentioned in this article.

What would you give for a spare 5 minutes?

183:762245846 (Clare Runham) — Thu, 20 Feb 2020 11:50:52 GMT

This is a subtitle for your new post

We all have those days when your phone is ringing off the hook and it feels like you are on the phone all day, when all you really want to do is get on with your work. Sadly, that’s the nature of running your own small business; you’re often left taking up the slack of work that could be done by other people if you had employees.

I’ll let you in on a little secret that could completely change your business…..it will cost you as little as £27 a month for the phone to stop ringing.

It’s not a lot, is it? Just £27 for some peace and quiet while you get on with building your business. Most people spend more than that on a week’s worth of shopping, or you could spend it on an amazing call answering service from Miss MPS that answers your calls in a profession and efficient manner. The caller doesn’t even know it’s a call answering service and doesn’t have to know unless you tell them.

Here at Miss MPS, we have 3 ladies answering the calls all day every day for a whole range of client on a sophisticated internet-based phone system. The system that tells us the company name that the caller is calling for so that we can answer the call as if we are working in your office, right next to you.

We can then take details from the caller to send to you in a message for you to call them back in your own time. We could even go one step further by processing orders or making appointments for you, that will save you a lot of extra time - all while you are concentrating on with the important task of growing your business.

Sounds good doesn’t it? Finding it a bit hard to believe? Well think again, because it’s very real and we are based in the Kent countryside in East Malling.

Our call answering packages start off at just £27 a month, check out our website https://www.missmps.co.uk/pricing

or give me a call on 01732 757870

for more details.

Being the perfect Valentine

Thu, 13 Feb 2020 10:40:42 GMT

Valentine’s Day is fast approaching, in fact it’s just a day away from now, have you thought about what you are going to do for your someone special? Have you booked a table to take them out for a meal, ordered flowers, brought a present or booked a romantic weekend away?

I hope I haven’t sparked a panic attach in those of you who have forgotten Valentine’s Day. If you are panicking, calm down, don’t worry, we can take care of everything for you and you will look amazing to your loved one.

Want to go out for dinner at one of your favourite restaurants? We can do the calling around to your to get you a table, all we need is a few details.

Want to get a big bunch of your partner’s favourite flowers but you either won’t be home to receive them when they are delivered, or don’t have time to pick them up from the florist yourself? Or have you seen a present that you would like to get but will have the same issues? That’s fine, you can have them delivered to our office so that they are safe, then you can either come to get them on the way home or we can bring them to you (within reason of course) or we can go to the florist and pick up the flowers for you!

Do you want to book the most perfect romantic weekend away but don’t have the time to look at hotels and flights? No problem, tell us what you have in mind and we’ll look into everything for you and send you the details so that the only thing you need to do is press book. In fact, if you are that busy, we can do that for you as well so you receive the confirmation emails and know that everything is in hand.

Here at Miss MPS, we are 3 ladies that manage the diaries of small and medium sized business owners so they can make the most of their work and free time to get the perfect work/life balance.

Give us a call on 01732 757870 and let us know how we can help.

Why is Time Management Important?

Tue, 21 Jan 2020 13:47:17 GMT

This is a subtitle for your new post

Everyone’s time is important, especially when you are working all hours trying to build up your business, so here are 4 reasons why time management is so important at work.

1 Your sanity

There are only 24 hours in a day. During that time we have to sleep, eat, get exercise, work and have some free time in order to maintain balance for your wellbeing. If your work hours are eating into time that should be used for something else, you could end up becoming extremely stressed and losing passion for your business.

2. Your reputation

If you do tasks in a rush, you run the risk of making mistakes. It can be soul destroying when a client comes back saying you haven’t met expectations, but more importantly, it could damage your reputation with that client for good.

3. Your discipline

Without planning, it’s easy to push the jobs you’d rather not do into the long grass. It’s easy to slip into the habit of doing the tasks you prefer doing, because you’re good at them, or enjoy them. To-Do lists help with accountability. Otherwise, delegate!

4. Your future

If you are bogged down doing all those little tasks, who is going to the networking events? Who is coming up with the business plan? Who is building your business? Small business owners struggle to keep all those plates spinning, which normally means some things get left, to the detriment of business growth.

If you are having trouble staying sane and in control of your time, you need a Virtual Assistant company to support you. You can offload tasks that are preventing you from staying focused, affecting your productivity, and getting in the way of your business’ growth.

Get in touch through our Contact Me page or give us a call on 01732 757870

to see how we can help you manage your time.

Miss MPS’ call answering service shows record growth

Wed, 01 Jan 2020 18:37:49 GMT

Our Virtual Receptionists handled 36% more calls during 2019

We are delighted to announce that 2019 saw a significant increase in demand for our call answering service here at Miss MPS, with annual growth in calls rising by 36%.

Most often, our team of virtual receptionists take calls when our clients are out of the office in meetings or are short-staffed – they rely on us to provide the same continuity of service as if they themselves were picking up the phone.

We’d like to think we have done a pretty good job of that, shown by some of our clients using us as full-time receptionists. We don’t just take calls; we take orders, speak to suppliers and manage diaries so that our clients are using their time as efficiently as possible.

Our Managing Director, Clare Runham, commented on the news;

“I am ecstatic that our clients see the value of our call answering service. It has always been my aim to provide more than just message taking, and it’s been important to be able to prove that we can provide the service from our offices here in Kent, so that quality of service is never diluted. I’m grateful that our clients recognise and value what we do.”

Our fantastic team based at our East Malling office answered more than 16,000 phone calls during 2019. With our research earlier in the year showing that 34% of small businesses are missing potentially vital calls , having us to pick up the phones means no opportunity is missed!

Here’s to an even better 2020!

A reminder of our Virtual Receptionist packages…

All calls answered here in Kent by our in-house team
No minimum term contract – use us only when needed
Starting price of £25pm, plus £1 per call

What to learn more about how we help? Our website is full of information, prices and endorsements from our current clients. Start on our dedicated Virtual Receptionist service page , or give us a call on 01732 757 870 to discuss your requirements!

Make it a stress-free Christmas

Mon, 23 Dec 2019 13:41:26 GMT

Christmas has almost upon us and already there are so many companies feeling the pinch and stress of having less staff in the office – work will start to stack up and, for some, they’re busy doing other people’s work instead of their own!

Extremely organised staff that are trying to get as much done before they head off to be merry don’t always manage to get as much done as they would hope to.

That’s why that – at this time of year – many go onto Google and type the following words:

Virtual Assistant

We receive an increasing amount of enquiries year-on-year as people’s awareness is raised of what we offer: pay-as-you go assistance as and when you need it.

Based in East Malling in Kent, but working for clients all over the country, we help with general admin, posts on social media, prepare and post mailouts, update websites, manage diaries and even take phone calls acting as virtual receptionists .

We charge work by the hour, or on a per project basis. Whichever way you wish to do it, the advantage is that you’re not paying the overheads of an employee, and you won’t have to worry about Christmas either, as there is always someone from the team here for you!

In other words, you can get through any busy period stress-free with a little help from Miss MPS. See how you can say hello to a stress-free day by using our call answering service , or taking advantage of our contract-free Virtual Assistant services .

5 things that put people off having a Virtual Assistant

Mon, 25 Nov 2019 16:49:27 GMT

In a world where outsourcing work is becoming the norm for business owners, there are still some people who have misconceptions about Virtual Assistants and what is involved.

1. Anyone can do it

As much as some people would like to think that it is easy to become a virtual assistant, it actually isn’t. If you are going to get the job done properly, you will need the right equipment, laptop, phone line, internet access, software – not to mention the essential organisational and time management skills needed to do a good job.

2. You will have to keep finding work for them to do

This isn’t the case at all because a VA company such as Miss MPS works on an ad-hoc ‘Pay as You Go’ basis so clients don’t have to keep thinking of work for us to do. They just send us work when it comes up – the perfect solution for small businesses with unpredictable cash flow.

3. You can’t track their work

There are plenty of websites and software programmes to use to track work to make sure that you are getting charged the correct amount. For example, we use Toggl as we can easily track the times of the work we do and get a report that we can then pass onto clients if they request it.

4. A full-time member of staff would do better work

With a VA, you only pay for work that’s done, so you get best value. Moreover, you don’t pay for a VA if they’re off sick or on holiday! We’d also like to think that, versus an administrative assistant, we have far more experience to handle a variety of challenges for multiple businesses in any sector.

5. It’s a waste of money

This couldn’t be further from the truth. Using a VA only when needed saves money compared to hiring a full or part time member of staff. It also saves time in recruitment and training, not to mention taxes and pension contributions. You don’t have to buy new equipment, keep up with health and safety regulations or pay for extra licences for software. You also aren’t paying for coffee breaks, chats with colleagues, quick trips to the shop or gaps in the day where a full-time employee might run out of work.

COMPARE: How much does it really cost to hire staff?

We think using a Virtual Assistant can change your business for the better, but you don’t have to take our word for it! See how we can help, together with some testimonials over on our Services page .

DISTRACTION!!!!!

Thu, 17 Oct 2019 08:53:36 GMT

Now that I have your attention, think how easy it was for me to distract you. You could have just been scrolling through a search online or through our blog posts and WHAM! - I got your attention with just one word.

Where is this going? Well, if it was that easy to get you here whilst you should be working, we should probably talk about it.

On average, you will get distracted every 8 minutes and you won’t get back to your original task for at least 5 minutes!

In Chad Brooks’ article he says that the number one distraction is mobile phones , but it could be your office phone, a client pestering you for help, work dropped onto your desk, or simply colleagues popping over for a chat.

Its time wasted that could be spent growing your business – probably what you had planned before the distractions took over!

Alternatively, you could be distracted because you want to be. It may be why you’re reading this very article because it saves another minute before you have to get on with that task that you really, really don’t want to do.

The solution?

It doesn’t have to be a dream world where you get to forward your calls on, or pass on those time sapping recurring admin tasks. Here at Miss MPS, we already do it for a variety of small businesses so they can focus on what’s important: winning, delivering and retaining business.

Our clients find that being able to dedicate 100% of their time to growing their company gives them a competitive edge. It also helps them fall back in love with their business – they get to actually do the things they like doing; the stuff they’re good at!

We’re also here for a well-earned break. No need to feel guilty about taking a holiday, or taking the afternoon off – with our call answering service you get to forward your calls on an on-demand basis. We’re like having your own customer service line, so nothing gets dropped in your absence.

Sound good? Well, Fred Masters at FJM Plumbers seems to think so!

Couldn't recommend highly enough and could not do without these guys! My business would literally collapse without them. Whatever you ask of them, they do it!

We handle Fred’s calls, appointments and keep his finances up-to-date too. That means he can focus on the jobs that earn him his money. It’s working so well, he’s had to hire more plumbers.

Want to be the next to benefit? Read more about how we can help you be more productive and efficient by visiting our Services page . Alternatively, give us a call on 01732 757 870.

How To Be A David To The Goliaths

Wed, 09 Oct 2019 14:22:12 GMT

Your company provides tremendous value, a personal service and everyone that works with you leaves happy. And yet, despite you knowing you’re the better fit, a prospective client has chosen to opt for a bigger competitor. Frustrating.

It comes down to that old saying “nobody ever got fired for buying IBM.” Buying from big firms with a good reputation is a safe choice, if not always the right one.

The reality is we’re all susceptible to sticking to the status quo. In fact, we actually prefer to do absolutely nothing according to research by Princeton psychologist and Noble Prize winner Daniel Kahneman. Remember those promising prospects you never heard back from? There’s a good chance they’ve not chosen a competitor, they’ve simply done nothing.

It appears we’re a risk adverse bunch - unless there is a compelling, urgent reason to act, the majority prefer the comfort of keeping everything just the way it is.

So what does it take to get someone to make a decision?

Using the fear of losing out

Whether it’s trying to persuade the kids to eat their greens, or convince a prospect to sign on the dotted line, we’re used to selling the upsides. We are brought up believing positivity and incentives are the routes to persuasion. Yet Kahneman’s research showed decision makers were up to 3 times more likely to act in response to a threat of loss than they were to the opportunity of gain.

So actually, what we need to do is convince people that staying the same is unsafe. Rather than just running through the usual features and benefits, you need to show your potential clients the consequences of their current, risk-strewn path and enlighten them on the value of change.

If you face a steep challenge against large competitors, don’t just talk about the advantages of being a small business, warn prospects about the dangers of working with big firms. Will they be responsive? Will they have a direct line to call? Will they make the client feel like number one?

Being cheapest doesn’t win business

Who goes out focusing on buying the cheapest car, the cheapest food, or cheapest clothes?

Research shows that price is only the main consideration in 45% of business purchases . No matter what product or service you provide, price is not the most important factor – it’s value.

Despite this, smaller businesses often charge less, or are too open to negotiation, because they don’t price themselves based on the value they provide. In fact, perhaps counterintuitively, if you price yourself too low you risk being rejected altogether – potential buyers simply won’t believe you can provide the same level of service as your more expensive rivals.

Ultimately, your customers want you to be in business next year so you can continue to support them. Smaller businesses have the advantages of being flexible, personable and quick to react. Get the basics right, and you can charge more.

· Build a strong, empathetic relationship with your clients

· Take an interest in their goals and innovate to help them get better value

· Focus on removing barriers and complications to make interaction easy

· Continuously meet and exceed expectations

· Be proactive to issue management and fix them at source

The art of looking big

A survey by Salesforce shows 59% of B2B buyers would rather stick to online research than speak to a sales person. That means you may not get the opportunity to share why you’re so great as the decision may have already been made without you realising.

This is also a great opportunity for small businesses. The internet is a great leveller, with a well thought out website helping you to look far bigger than you are – the foot in the door to give you a chance of getting that enquiry.

So how do you convert those online researchers?

With a quick Google search, decision makers are able to learn more about you than ever before. You therefore have a limited time to build trust and convince researchers that they should use you – take note of the statistic showing 84% trust online reviews as much as they do a recommendation from a friend .

Continuity is important here, people should be able to build a picture of your business searching online reviews, reading case studies on your website, and reading positive things on your social media accounts. In other words, don’t undermine your fantastic reviews showing on Trustpilot when you have a Facebook page which hasn’t been updated for 2 years – if buyers are risk adverse, you’ve just waved a flag screaming “Hey, we’re so small we don’t even have the resources to update our Facebook, let alone serve our customers!”

Technology has further enabled small businesses to punch above their weight. Your big company feel could be undermined if someone then goes to pick up the phone to hit your voicemail! There are various live chat, call answering and virtual assistant services out there to give a greater perception of size whilst, more importantly, ensuring you also never miss an all-important sales opportunity when your resources are stretched.

In an extremely competitive environment, you can’t afford to have a chink in your armour. If you do, this opens the opportunity for the big, ‘safe’ competitor. Focus on your strengths - and their weaknesses – to become a small business success.

As a former Operations Director now running my own business - Miss MPS in East Malling. As a passionate advocate of small businesses, I launched my company to help take care of the time-sapping administrative tasks that stunt business growth.

Top 5 Tasks to Give A Virtual Assistant To Make Your Day Easier

183:762245846 (Clare Runham) — Mon, 30 Sep 2019 13:02:09 GMT

A Virtual Assistant could make a huge difference to your day just by giving them these 5 tasks.

1. Incoming phone calls – How many times have you been half way through something and then the phone rings, then when you put the phone down, you have lost all trail of thought so you have to start again. This doesn’t just get frustrating, the rework is also a waste of your time. With our call answering service, calls can be forwarded to us and we’ll answer as your receptionists, sending on a succinct message for you to get back when convenient. We also always pick up the phone, so you don’t risk missing any important calls.

I have used Miss MPS over the last 3 years and their service is excellent. They have professional answered my calls so I continue to make a good impression, even when not available. It’s a vital service that I would highly recommend.

Richard Hills

2. Diary Management – If you are really busy with other things when someone tried to make an appointment with you, you are more likely to double book yourself or book in your appointment for a time that actually isn’t good for you. We can make appointments for you so that all you need to do is prepare for the appointment. No more double booking yourself or booking in appointments that you usually schedule for family time.

Couldn't recommend highly enough and could not do without these guys! My business would literally collapse without them. Whatever you ask of them, they do it!

Fred Masters

3. Research – Car insurance, hotels, software or even your competitor’s prices, we can do the research for you to save you time. You will end up with a detailed report with the key features that you request, and we will also give our recommendations for an informed decision.

I have used Clare and the services of Miss MPS on several occasions. We have used them for holiday cover and market research. I cannot recommend Clare's company highly enough and would use no other company to carry out any PA services.

Rob Edmonds

4. Credit Control – You work hard and you are good at what you do, so you should rightly get paid. But what do you do in that awkward situation where a good client hasn’t paid for some time? Not a problem - we can do that for you. In fact, one of our Virtual Assistants – Suzy - worked for a debt collection company for 9 years, and is experienced at being firm but fair when chasing invoices.

I've been using Miss MPS services for organising my events and helping with for nearly a year now. They are such a calm, responsive service to have that I can get on with my motivational business without worrying about the bits I'm not good at, because they are the best!

Bella O’Hara

5. Admin – We know that filling in all those forms or inputting data into your company data base is the last thing you want to do because it is a boring, time consuming task, which robs you from getting on with what’s more important…. So why not give it to us? We will have the work done for you in no time!

Clare offers business support and helps me update events, my social media and website information. By outsourcing administration tasks to Clare, I gain time to focus on my coaching and workshops. She provides overall background support, communicates well and in a professional way.

Rosemary Williams

So what do you think? Instead of doing these tasks yourself, what could you be doing instead? Properly preparing for that important meeting, attending a networking event, finishing and checking that big important project, signing a new deal with a client?

We have used Miss MPS for several years. The support and help they have provided has been exceptional. The support has taken the pressure and stress away, allowing us to focus on other areas of the business. Miss MPS have proven to be a crucial part of the business and has helped us to continue to grow and succeed. I would highly recommend any business or individual to get in contact with Miss MPS.

Marcus Rose

Give us a call on 01732 757870 to discuss how we can make your day easier.

Have you planned office cover for Christmas yet?

183:762245846 (Clare Runham) — Fri, 20 Sep 2019 14:51:41 GMT

December is a very short month, and can prove to be a pretty stressful one when you also realise your staff have booked off holiday!

We help our clients with little jobs, such as organising the printing, preparation and posting of Christmas cards to their customer base and even wrapping presents! But don’t just help out with admin as Virtual Assistants, we also provide a valuable call answering service to help in busy periods when clients are under-resourced.

Make use of Santa’s little helpers

Unlike most Virtual Assistants, we’re a team, not an individual. We have the technology and numbers to deal with hundreds of phone calls, acting as ‘Virtual Receptionists’ for plumbers, electricians, accountants and mortgage providers in other businesses in and around Kent.

From your clients’ perspective, once we have agreed a script and process with you, they won’t know the difference between us or staff at your own premises. In fact, some of our clients admit we sound a little more polished than their own team!

DON’T TAKE OUR WORD FOR IT! Read our client testimonials .

On a daily basis, we seamlessly integrate to take calls, process orders and book appointments on an on-demand basis. Clients can simply forward their calls to our Virtual Receptionists whenever they need that additional support.

Make it a Christmas fairy tale

Missing phone calls makes a bad first impression on potential new clients, and isn’t exactly a great way to please existing customers either! In fact, in research we conducted this year, 34% of calls are missed by small businesses .

By agreeing a tight script, we take calls for our clients as if we were working right there alongside you, but because we work remotely from our offices in East Malling, there’s no additional overheads or additional cups of tea to make!

But surely there’s a catch?

For our call answering services, we charge a monthly fee (from £25) and then £1 per call. The more calls you expect, the cheaper the calls. There’s also no ongoing contract.

How’s that for an early Christmas present? Call our office on 01732 757870, or visit our page on our Virtual Receptionist services .

Nervous Networking: My Tips On Beating Social Anxiety

Fri, 13 Sep 2019 14:32:23 GMT

For those of you that have met me at a networking event, it may come as a shock that I suffer from social anxiety frequently. For any kind of work social event, let alone meeting new people at networking, without the security of my husband there for support, I have previously struggled to summon courage to attend.

Aware of my issue, I try to push my boundaries – hence how I came to get involved with networking! But previously, I could barely enjoy an office Christmas party, and certainly never made it to the end without disappearing before the night was over.

Here’s how I overcame my fears.

The leap of faith

So, what was my big push? Having been at Miss MPS for a little while now, I was keen to be part of the company’s story and do my bit to help grow the business. Inspired by my fearless leader – Clare Runham – who credits her breakfast networking events for most of our new business, I was intrigued to find out how networking really works.

I spent a bit of time looking into events I could attend and found that there was going to be a networking evening on my way home from work one night. I really wanted to give it a try, so forced myself along and arrived with my broadest smile – my over-enthusiasm helping me to push through the nervousness!

Whilst I’m sure I wasn’t seamless, the reality is social anxiety is 90% anticipatory – you’re worried about something that hasn’t even happened yet. As I found, if you take the leap of faith in the moment, you don’t have time to over-think things and the anxiety fades away.

Confronting doubts

Having faced my fear, I could no longer catastrophise in my mind a social disaster. I went to the same event soon after and felt far more confident and composed. Looking back a couple events on, there is no way I would have thought I would be capable of standing up to talk about Miss MPS’ services for 50 seconds!

This, I feel, is a vital aspect of dealing with anxiety. It’s difficult to get over your mind coming out with doubts such as “something bad will happen,” so begin by questioning that statement. What exactly will happen? What exactly am I afraid of? When you are forced to confront those doubts and rationalise them, the credibility of your fears start to crumble away.

From coping, to thriving

Networking can certainly feel like jumping in at the deep end – you’re often in close proximity to brand new people and you’re there to set a good impression – eek!

I find the trick is to take the focus away from you, and how you will be judged. You’re actually there to talk about the company, the features and benefits of the services or products, as well as the great things your clients have to say.

You’re also there to listen. I find it easier to mute that negative internal commentary by listening intently to others, turning away the attention from my own self-doubt.

If you’re not ready to do much talking first time out, shift the conversation towards your fellow networkers: “So, what do you do?”, “how long have you been doing that?” and “what do you enjoy about your job?” are simple ice breakers.

Need a moment to collect your thoughts? I always have a glass of water with me; a sip can buy me a few moments to relax and think about my response!

So there you have it, the girl that looks super positive with the big smile has shared her little secret with the world; it’s not all natural! I hope my experience helps others – you certainly aren’t alone.

Have any tips you’d like to share? Please leave them in the comments.

Continuity Planning

Fri, 06 Sep 2019 14:14:33 GMT

You’ve Lost Your Internet. Now What?

When you start talking about disaster recovery and continuity planning, you tend to lose the room. That’s because deep down we’re eternal optimists – bad things happen to the people you see on the news, not to normal, regular people like you and me.

You’re probably right. Earthquake in East Malling? Landslide in Lenham? Can’t see it.

But what if it was something that could happen, like your office internet going down. It would probably get mildly irritating if it was down for a few hours, but what about a whole day?

I just so happened to give that example as that’s exactly what happened to a client of mine a little while ago. Particularly bad news as they use a clever, feature-rich phone system which is – you guessed it – internet-based.

So here’s how you can prevent a disaster

1. The internet is crucial for our work, as we also have an internet-based phone system. As a result, we pay for a second internet connection from an alternative provider.

2. Power surges are the most common cause for breaking routers and frying switches; simplify connections and invest in UPS protection (that’s a big battery, not a delivery company!) for the sake of a couple of hundred pounds. Think of how much you would lose if your clients couldn’t contact you.

3. Make sure you backup your work to the cloud; if you can’t work from the office you can achieve greater continuity if you can still access your work and have a list of all key supply chain contacts (which you regularly update, of course!).

4. Have a simple Disaster Recovery Plan – this could be a case of having a couple of spare laptops and gathering around whoever has the biggest kitchen table.

5. Work out what you can do about redirecting your calls . You could funnel them to a mobile phone, or to a dedicated virtual receptionist – just like we provide – if you receive a high number of calls.

You might roll your eyes at the thought of a genuine ‘disaster’ affecting your business, but losing an important member of staff, a key supplier going out of business, or just a simple power cut affects businesses like yours every single day. It doesn’t have to be a 100 pages long, it just needs to be a plan.

Make Miss MPS part of your Disaster Recovery Plan. Our Virtual Assistants can take calls, process orders and retain continuity to keep your customers happy working from our East Malling office. Read more about we do at www.missmps.co.uk/our-services .

Watch Out, The Virtual Assistants Are Coming!

Fri, 30 Aug 2019 15:15:29 GMT

I haven’t measured the response precisely, but I’d estimate that, having introduced myself as a Virtual Assistant, about 1 in 5 ask me if that means I’m some kind of robot.

Whilst I may wish in that moment I was Virtually There, I do reassure them I am as much a robot as the one shown earlier in the year on Russian state television .

Is Skynet really coming?

Whilst we may be safe from the robots for now, it seems that ‘Virtual Assistants’ are moving in on things. Internet giants such as Google and Facebook have launched experiments, using Artificial Intelligence to provide true virtual assistance.

From the few examples out there, it’s genuinely impressive. You can watch Google’s Duplex at work yourself , which can book a restaurant or haircut for you.

However, as the AI tools are finding out, we humans are complicated beasts. Despite firms spending years on research, as well as millions of dollars, AI is still struggling with the nuances of how we tick. Besides, an automatic phone call is great, but would you trust a computer to choose the right restaurant to impress a first date, or best client?

So there are holes to be picked. A high profile example in October was when Amazon had to close down their “sexist” recruitment AI tool designed to pick the best candidates, but ended up only choosing men.

Amazon aren’t alone, with Facebook shutting down ‘M’ earlier this year; their text-based Virtual Assistant which used humans to train their AI system seemingly proved to be too much work to roll-out.

Are we the problem?

Undoubtedly, technology still has a way to go, but it’s the building of trust in allowing computers to handle our personal data and make decisions on our behalf which will always prove the biggest hurdle.

Here I find some compassion for my artificial rivals. I too face hurdles – how can I be trusted to work efficiently if I can’t be checked up on? Could I be working slower, just so I can charge more?

For small business owners, their business is their baby, and they have every right to keep tabs. That’s just as long as they don’t allow that oversight to turn into an obsession, which stops businesses from growing .

As a business owner myself, it’s all too easy to get stuck in the hamster wheel and forget there’s a wider world out there. We’re currently in uncertain times, with Brexit causing people to tighten their belts. Just take a look at the restaurant sector , where insolvency has jumped up by a quarter during 2018.

Whilst there are multiple reasons for this, it’s interesting to note how the likes of Deliveroo and Uber Eats are growing, leaving restaurants to lose margin whilst paying for wages and expensive rent in the best locations.

This is of course a threat for any business. If sales are lower than expected, it’s not easy to simply downsize your workforce and offices. Moreover, that could be a mistake if – in 3 months time – you find you need those staff or that space back.

Arise, Virtual Assistants

This is the scenario where Virtual Assistants provide value: they’re real people, providing real service, but without the overheads or headache of employment. Just as flexible hours and working from home are useful ways of maximising resources, so is the use of a Virtual Assistant.

Google’s Duplex software may be capable of doing a Google search for you, attempting to find a recommended restaurant, but does it know your friend needs a vegan menu? Would it think to ask for a bigger table, so you can spread out some paperwork? It wouldn’t, but in fairness, neither would a rubbish admin assistant on minimum wage.

The advantage of being a Virtual Assistant is personal assistant duties are what I do all day, every day – I’ve gotten pretty good at it! From getting quotes for insurance, to planning an awards night, I know the right shortcuts and the right people to get the job done better, and faster. There’s nothing virtual about that!

I run Miss MPS , a team of Virtual Assistants based in East Malling in Kent, helping growing businesses in Kent and beyond. Connect with me on LinkedIn by visiting my profile .

All hands at the pump!

Fri, 23 Aug 2019 14:53:11 GMT

Have a huge workload but not the capacity to handle it? That’s where Miss MPS swoops in to help for our clients. One of our Virtual Assistants – Suzy King – shares how we helped on a project for one of the world’s largest companies.

Whether its staff being on holiday, or a project deadline looming, we often step in to help clients to boost resource.

Recently, we had a real challenge as a client had to complete work for one of the world’s largest players in the oil and gas market, but they simply didn’t have enough time to get all the work done with the staff available. However, with a deadline agreed, it had to get done!

Simply in principle, we had to transfer a huge library of digital media across to a new content management system. Sounds simple? Believe me, it wasn’t!

First of all, we had to get our head round a complex file structure and then ensure it was replicated on the new content management system. We then had the small matter of downloading thousands of files, many of them sizeable videos.

Going the extra mile

Frustratingly, we could do nothing whilst files were downloading. Conscious of the looming deadline, more Miss MPS team members were drafted in, and we set up overnight downloads. As a result, we were more productive and wasn’t charging the client for wasted time drumming our fingers, waiting for downloads to finish.

With our broadband in our East Malling office struggling under the strain, we even reverted to downloading from home and using hard drives to transfer files so we could work as quickly as possible. It also meant other clients would not be disrupted as we are relied upon to take calls using an internet-based VOIP phone system.

Resource when you need it

Whilst there are many Virtual Assistants out there, for this job we really showed the value of having multiple staff; virtually a unique attribute in our marketplace. Not only does it mean we have the variety of talents to suit particular jobs, it means clients can really lean on us to get the work done when short deadlines are in play.

I’m delighted that we got the opportunity to show our worth with such a time sensitive project. As we often preach within our blogs, it also meant our client could get on with other work requiring their attention whilst leaving a time-sapping, admin job to us – it is pretty much the perfect case study of why small businesses should use us!

Miss MPS provides on demand admin assistance on a per-hour or per-project basis. See other examples of how we help small businesses by browsing our Services page . Have something in mind? Get in touch!

How delegation can get you out of the rut

Fri, 16 Aug 2019 15:14:59 GMT

Hopefully, every day you go into your office believing today will be the day that you will have the fire back in your belly to crush your To Do list.

Thing is, once you’ve attended a couple of meetings, helped a few people out that knocked at your door, and waited for inspiration to get stuck into your biggest task on the list, it’s suddenly the afternoon and that To Do list hasn’t got any smaller. In fact, a few new things have been added!

You're wasting your talent

Have you ever asked yourself “Why can’t I get motivated? Why don’t I have the same passion for my business like I did before?” According to Jessica Sweet in her article “10 Reasons Why (Almost) Everyone You Know Hates Their Job”, there are lots of reason why you feel this way and you aren’t on your own in how you feel.

The biggest reason for this is that people become demotivated from being dragged into tasks that don’t tap into their real talents and who they are. Those little distracting tasks kills your productivity to the point that you don’t’ feel like you’re making much of a difference – perhaps that’s why research by inc.com shows most people only do 3 hours of productive work a day.

You can’t grow without delegating

Especially in smaller businesses, with job descriptions ill-defined and growth requiring an all-hands-on-deck attitude, it’s inevitable that we get stuck doing distracting jobs that we hate.

But that doesn’t mean you have to.

Those tasks you don’t want to do; those tasks that sap your creativity and talent away from the stuff you should be doing should be passed on to someone else.

Learning to delegate also means giving up control, and that isn’t always easy at first. However, if you’re going to listen to someone, listen to Richard Branson as he knows all too well the importance of delegation . As Richard says:

"You’ll find that you have more time to focus on the big picture and achieve the things you need to do to make your product or service stand out."

~ Richard Branson

For a small business owner though, that’s not so easy. No, you probably can’t magic a new member of staff out of thin air to delegate to (not to mention the small matter of paying them, the taxes, the pension and a desk for them to sit at). However, what you can do – right now – is hire a Virtual Assistant from someone like Miss MPS .

Ah, so this is a sales ploy!

If you think using someone to free up your time to be more productive is a sales ploy, you’ve caught us! However, we would counter that with more third-party endorsement, from Dragon’s Den’s James Caan no less. He raved about how he saves himself 10 hours a week to be more productive by using a Virtual Assistant.

As James points out, the beauty of a Virtual Assistant is that you only pay them as and when you need them. Here at Miss MPS, we charge by the hour, or by project, giving you best value whatever kind of admin work you need us to do. With no contract, it’s a win-win for everyone!

Want to get out of that rut? Be a passionate, productive business owner by delegating to Miss MPS. You can browse all our services on our website , and view our testimonials to see why we’re so often recommended.

Time for a Spring Clean?

Wed, 19 Jun 2019 13:52:15 GMT

Whilst we’re proud to be Virtual Assistants, we quite frequently work at the offices and homes of our clients as fully-fledged personal assistants too.

Our aim is to help small business owners use their time more effectively, so we’re also used to helping with ‘life admin’ as well as more traditional work-related admin jobs. For example, we recently jumped in to help with a client’s ongoing dispute with British Gas. Not only did they find this soul destroying, more importantly it was costing them valuable time – we picked up the phone an acted on the behalf of our client to get to a swift conclusion.

This week, we helped with a Spring Clean – a job no one particularly loves doing, especially when there are better things to do! Again, we stepped in to help and have managed to sell the likes of an iPhone, a wind deflector for a convertible car, and even some leather jackets! Our client got some money in their back pocket, created some extra room, and has avoided a job they may have put off for months (if not indefinitely!).

Other little jobs we’ve helped with recently include:

Compared utility costs and recommended the best option
Aggregated various loyalty cards into an Air Miles account
Organised filing and securely destroyed old paperwork
Researched holidays and best flight options
Entered birthdays into a client’s calendar

So there you go, we’re not just Virtual! If you’d like to discuss how we can free up your time to get on with more important things, get in touch .

Businesses missing 34% of phone calls

Tue, 18 Jun 2019 10:26:08 GMT

A recent survey of 100 plumbers we have conducted has shown that 34% didn’t pick up the phone , which could be potentially losing them business.

The survey, focused on plumbing businesses within the sole trader and micro business brackets. Of the 100 called, 34 didn’t pick up the phone at the first opportunity, 5 of which were unreachable after multiple attempts.

This news is alarming given the vulnerability of small start-ups, with at least 50% failing to survive beyond 5 years , depending on what study you read. In an age where the internet brings such instantaneous choice, smaller businesses also can’t rely on potential customers leaving a message to be called back – 80% of callers don’t leave voicemail .

Our Managing Director at Miss MPS commented;

“During our research, we found that many of the respondents were spending at least £1,000 a year advertising on the likes of Checkatrade. Given we found many rivals within such a small area, genuine customers can simply move onto an alternative, leaving the 34% who didn’t pick up their phones pouring money down the drain.”

The obvious issue for smaller businesses, and especially start-ups, is that they are unable to devote time to existing customers whilst simultaneously being available to new opportunities. It’s also often a pipe dream to have the funds to hire staff for office support.

However, there has been an increase in the number of Virtual Assistants operating, who claim to be able to help business owners without the overheads and stress of employment.

Clare explained further;

“Virtual Assistants provide ad-hoc admin support, from answering those all-important calls, to arranging appointments – essentially anything you’d expect from back office staff. However, rather than employing them, you just pay a Virtual Assistant by the hour, as and when you need them.”

The true cost of employment involves recruitment fees, taxes, equipment and a pension on top of a salary, which has supported the growth of Virtual Assistants as an alternative. However, companies should carry out the necessary checks before going ahead.

She added;

“As with any supplier, you should verify a Virtual Assistant’s credentials. Get some references, and ensure they have the relevant insurances and privacy policies in place. I’d also check they have some experience in your industry as you’ll get far more value.”

Found this survey interesting? If you plan to cite it, please remember to link to this page.

We are a rare breed!

Mon, 17 Jun 2019 15:26:40 GMT

Recently the Society of Virtual Assistants’ ran a survey of VAs throughout the UK and the results, as I’m sure you would agree, are very interesting.

One surprising result was that 0.3% of the Virtual Assistants surveyed said they had their own office away from home, whilst only 5% had employees – that makes Miss MPS a rare breed as we are an established VA business with employees!

HMRC don’t even have a category for Virtual Assistants because we can be defined by so many different job titles.

So let’s talk about why Miss MPS is so great!

Firstly, this is a full-time job for the ladies in the office. There’s no kids, pets or TVs that will take the focus from the work at hand! The work is taken seriously which is why Miss MPS won’t get dropped for a different opportunity.

With at least three ladies in the office who can cope with high demand or last-minute work with ease . It’s part of the reason that the call answering service was launched ; to enable handling multiple calls without the need for clients to use a generic, limited call centre instead.

Having more hands at the pump means the ladies can also get through work far quicker . For example, there are plenty of big jobs like mass letter mail outs within a few hours, so clients get to see the results faster.

But perhaps most importantly, Miss MPS can be relied upon . A Virtual Assistant is meant to be a convenient, on demand solution. That’s somewhat difficult if they are off sick or go on holiday! Would you feel comfortable using any supplier who doesn’t have any back up?

With Miss MPS, that’s not something you’ll have to worry about – you’ll have the continuity of service, 24/7.

Still need convincing? Then you should read the ‘Why use a Virtual Assistant?’ page on the Miss MPS website .

How much does a Virtual Assistant cost?

Fri, 14 Jun 2019 11:30:20 GMT

So you’re interested in hiring a Virtual Assistant but want to know how much it costs. Fair question!

The good news is, the whole concept of using a Virtual Assistant involves great value – you’re avoiding the costs of recruiting an employee and paying a full-time salary. What’s more, there’s no stress of managing that person, and there’s no NI or pension costs to worry about either!
But let’s get to the crunch, how much should you expect to pay a Virtual Assistant?

Most VAs work on an hourly rate

You’ll find almost every Virtual Assistant will charge by the hour, with many having packages which will involve a discount if you commit to regular work.

According to a 2019 survey by the Society of Virtual Assistants, the hourly rate VAs charge is around £30 per hour. Indeed, this is what we charge at Miss MPS for ad-hoc work – this goes to under £30 an hour for clients who commit to more than 10 hours per month.
The comparison with employing a full-time employee

Compared to minimum wage (which is £8.21 for over 25s), £30 per hour may seem quite a jump. That is until you actually look at what it costs to employ someone.

A typical entry level admin or receptionist salary is £16,000+. You then need to add employer NIC, mandatory pension and you will also need to consider the cost of equipment, any training and the ongoing management. So, even with minimal spend, you’re talking at least £18,000.
What does that translate to? You would need to use Miss MPS – at our highest ad-hoc rate – for over 50 hours a month to justify hiring a full-time admin person.

Then you have to consider value for money

Consider this, how good do you expect an entry level admin person to cope versus a team of experienced Virtual Assistants? Whilst we’re more than happy to handle basic admin jobs, we have a wealth of experience doing the likes of social media management, board minutes, event preparation, mystery shopping, supplier reviews, website design and much more. You only have to read some of our client testimonials to see how highly our team is valued.

Ready to talk? Get in touch via our contact form or give us a call on 01732 757 870.

Why you’re NOT going to enjoy the Bank Holiday Weekend

Fri, 24 May 2019 10:54:23 GMT

Bank Holidays. An employee’s dream, and a business owner’s nightmare.

Whilst we all love a 3 or 4-day weekend (we get an extra 8 days off a year thanks to them), the stress of thinking about our high workloads when we get back can spoil the break – we’ve all been there.

The answer? Well, research shows many business owners just don’t bother. More than 1.5m bosses operating smaller businesses haven’t taken off any time in the past year . That time meant to be for family and friends has sadly been sacrificed for another day in the office.

More than 1.5 bosses operating smaller businesses haven’t taken off any time in the past year

A report by Simply Research found that a fifth of the business owners surveyed “can’t afford” to take a single day off of work during the Summer holiday, whilst 50% also admitted to cancelling plans with friends and family at least once a week because of work, with many saying they make no social plans because they know they will be too busy with work.

The irony is many start their own businesses to be their own boss, but the reality is their business becomes the boss of them.

50% admit to cancelling plans with friends and family at least once a week because of work

So if you’re in that position, what can you do about it?

Having that holiday isn’t as unrealistic as you think. You won’t need to be one of those people surveyed by the Institute of Leadership and Management (80% still frequently reply to emails when on holiday, whilst 10% go back to the office) either.

The magic answer is delegation.

Business owners struggle to let go of their baby at the best of times, but for many there’s no choice in the matter. However, undoubtedly a huge proportion of a business owner’s day is still taken up by tasks that almost anyone could do .

Say hello to the Virtual Assistant – a pay as you go solution to admin woes that the likes of James Caan turn to . No worries about paying someone a full-time salary, or the hassle of managing them, instead use an experienced Virtual Assistant to take care of those jobs that need doing whilst you’re away.

If you’re more worried about the mountain of work you’ll have waiting for you, rather than focusing on enjoying this Bank Holiday Weekend, perhaps its time to get in touch. To give you the idea of what myself and my colleagues do at Miss MPS as Virtual Assistants, in the last week we’ve done the following for clients:

· Mystery shopped and reported on the competition

· Attended a Board Meeting and written minutes

· Complained to British Gas (and got a refund!)

· Took care of renewals for a membership body

· Created and sent a letter merge

To get started, all you need to do is call 01732 757 870

and share your admin woes. Otherwise,

read more about what we do on our website .

In the meantime, please, enjoy your Bank Holiday Weekend!

P.S. I’m so excited to share our new radio advert promoting our call answering service – give it a listen!

How Your Mobile Number Is Costing You Business

Fri, 22 Mar 2019 15:13:06 GMT

In our experience, tradespeople often advertise their mobile numbers as – for obvious reasons – they can’t just sit by a landline phone taking calls. Not only does their job involve being on the road, the idea of paying someone just to answer the phone (let alone an office to put them in!) is unrealistic.

But did you know you that advertising your mobile number could be costing you work?

Research shows buyers are far more likely to trust - and buy from - businesses that have a landline number due to them looking more established and professional. Furthermore , a national 0845 phone number has been shown to generate as much as 3x the calls as a mobile number , with an 0800 freephone number exceeding even that increase.

Since 2015, people have been able to call 0800 numbers for free from their mobiles, which has resulted in a noticeable preference in people preferring to call businesses that have them.

Despite giving a big company look and increasing call levels as a result , 0800 numbers are actually inexpensive, costing less than £15 a month . Being ‘virtual,’ they can be re-directed at any time, depending on when you’re available.

Here at Miss MPS, we help numerous plumbers, electricians and building firms by taking their calls for them . As a result, they:

· Don’t miss potential sales calls due to being busy

· Don’t miss other important calls from having bad mobile reception

· Don’t leave a bad impression from taking calls in noisy environments

· Don’t get hassled by time-wasting sales calls

· Get freedom by forwarding their calls when they need a break

As a pay-as-you-go service, we’re the perfect solution for small, growing businesses who need that bit of extra help. From simply taking calls over lunch breaks, to being a complete virtual reception team which books appointments, we provide a solution for any requirement or budget. For more information, check out our dedicated page on Virtual Receptionist services .

Top Tips For Networking

Fri, 15 Mar 2019 12:20:08 GMT

Since I’ve started going to networking meetings, I’ve realised how valuable they are to a business. I now know a number of people in different trades that I would gladly recommend if I knew anyone in need.

1. Get stuck in with a big smile

The advice I was given before my first meeting was to just dive in and start talking to people with a big smile on my face as people will feel you are more approachable -and it worked! I walked through the door and straight over to the nearest group of people I could see. They welcomed me into their group, everyone introduced themselves and we started chatting about what we do. It was great; I had my first business card within minutes.

2. Take your time to listen and talk

Everyone has a practiced pitch that they have worked hard on to sound amazing so allow them to finish before jumping in with questions as you may put them off! I can be guilty of doing just that, but maintaining quiet interest will allow you to get a full impression of what they do and hopefully open up the opportunity to ask better questions.

3. Have a note book

I like to do this solely to make sure I don’t forget anything. You can sometimes end up speaking to a lot of people so making a few notes will help you out later on. From the basic contact details, I take a note of what services they provide, to what kind of client. After all, there’s no point recommending someone in the future if it’s a bad fit – get an idea of a fellow networker’s typical client, as well what sort of client they want to get (of course, you should communicate the same to them!).

4. Get business cards and make sure you have yours handy

Business cards are very important so make sure you ask for a person’s business card when you speak to them. This is great for following up anything you speak about as well as being able to find them online or if you recommend them to someone. No one will say no if you ask for a card so don’t be shy about asking. I always keep my business cards in my mobile phone case so that they are always easy to get hold of. I’ll then add who I have met on LinkedIn and into my email contacts so I’m not reliant on keeping the business card.

5. Find groups of uneven people and people you don’t know

This is one of the best bits of advice I have ever been given. Find the groups that have 3 or 5 people in them and jump in. Groups like these will have people pairing off leaving one person not quite sure which way to go so that is where you come in. You can jump in and pair off with them.

6. Follow up

If you tell someone you are going to email or call them, make sure you do. What I also like to do is go onto LinkedIn and message them. By engaging with new people by commenting on their articles, or liking their posts ensure they stay in your newsfeed.

And lastly - make sure you enjoy yourself!

I have a great time networking, getting to talk to new people and finding out more about them. It’s brilliant and can be such a great laugh if you find the right events to go to. Just don’t lose heart if you don’t like a networking event that you have attended; keep trying others and you will soon find one for you.

Death To Voicemail – Hail The Virtual Receptionist!

Mon, 11 Mar 2019 16:47:14 GMT

Back in 1973, Stephen Boies of IBM was credited for inventing voicemail. Achieving over a million sales a year by the early ‘80s, voicemail was hailed as a miracle invention – a true boost to office productivity!

Fast forward to 2019, it’s fair to say that enthusiasm for the voicemail has somewhat waned, with research saying 20% of people who have voicemail never listen to it, whilst a further 30% will happily leave unheard messages for 3 days.

Perhaps it’s no surprise then that up to 80% of callers don’t leave messages because they don’t think they’ll be heard. This presents an issue for small businesses – especially sole traders – as missing calls is sometimes an unavoidable aspect of the job, when you’re trying to juggle multiple roles.

In a world of Instagram and instant gratification, people want to get stuff done now . With voicemail being viewed as archaic, the pressure is on to pick up the phone immediately before a potential customer heads back to Google to try your competitors instead.

“The pressure is on to pick up the phone immediately before a potential customer heads back to Google to try your competitors instead.”

So what can a smaller business do about it?

Another major reason why people don’t leave voicemails is that they want to talk to a human to verify what they’ve heard, read or otherwise found out about you, or they simply want the reassurance of speaking to a human.

In the knowledge that you aren’t always able to pick up every call, it’s therefore imperative that your website and marketing materials answer any question a would-be client may ask. This will reduce calls from researchers and increase calls from real buyers.

You can add to contact methods on top of your phone number to help buy you time – providing an email, Facebook page or number to WhatsApp (95% people find a text message more convenient than leaving a voicemail) allows you vital minute minutes whilst still appearing responsive.

"95% people find a text message more convenient than leaving a voicemail"

However, if you really want to make the most of every call your business receives, then you need someone to pick up that call. The great news is that modern technology makes a call centre viable for any sized business.

Virtual Receptionist services are increasingly popular as it’s an affordable way of dealing with all of your calls, without the cost of having full time staff. Internet based phone systems make it possible for a virtual receptionist to answer a call to your business number with connected software providing a script so – for the customer – it’s as if they’re talking to one of your own.

Virtual receptionist services are increasingly popular as it’s an affordable way of dealing with all of your calls, without the cost of having full time staff.

With buyers evermore impatient and the cost of winning new business growing, improving sales conversions should be every businesses priority, no matter their size. That first step is having the means to answer every call, and then to reassure the caller that you are a professional, trusted outfit.

If you want to move away from the ‘80s, using the services of a Virtual Receptionist could be the answer. But first of all, check that voicemail!

Miss MPS is a team of Virtual Assistants based in East Malling, Kent. We provide call answering and associated admin services to help small business owners get on with what’s important – running their businesses.

Fall In Love With Your Business All Over Again

Mon, 18 Feb 2019 10:00:13 GMT

As a small business owner myself, I know how your enthusiasm can be sapped by the early mornings and the late evenings just to keep up with your workload.

Running a start-up involves wearing many hats, and there probably aren’t many you’ve chosen! Sadly, the unglamorous side of running a business is always therefore you, and that isn’t helped when you only get to get on with the real work once the kids are asleep.

I wasn’t surprised by what I read in Steve Neuner’s article Why Overworking Is Bad For Your Health And Your Business . Being stressed from overworking makes it harder to focus, perform as highly and encourages mistakes. And that’s before we even get onto how that affects your home life! Don’t worry, you aren’t alone:

· 85% of UK adults are experiencing stress regularly

· 39% of UK adults admit they feel too stressed

· Over a third feel stressed for at least one full day per week

· The most common cause of stress is money, followed by work and health concerns

When it comes to work stress, some of that is down to simply not being that great at some of the jobs we’re doing. Why? Because we weren’t trained for them! This results in those tasks taking longer, mistakes creeping in and resulting reluctance to do them. The ensuing stress then starts to affect the performance of the stuff you’re actually good at.

The justification for staying on this never-ending stress cycle? Money. The thought of a young business outsourcing or hiring staff to help is either fanciful or financially suicidal. That’s why I launched my virtual assistant business , to provide the ‘pay as you go’ helping hand, but only when businesses actually need it.

With the stress handed to us, this allows my clients to get back to what they’re good at – what they love doing. And because we’re good at admin jobs, we get it done quicker, improving your productivity further. In fact, we often save clients money as little jobs like comparing suppliers on your behalf usually results in our costs being paid for.

“I've been using Miss MPS services for organising my events, organising my admin and organising my business for nearly a year now, they are such a calm, responsive service to have that I can get on with my motivational business without worrying about the bits I'm not good at, because they are the best!”

Bella O’Hara – Feel Great 2 B Productive

We help clients like Bella with our call answering service, diary management, admin assistance, social media posts and invoice chasing services. In other words, all those things on your To Do list that are stressing you out, and stopping you from getting home in time for dinner with your family.

This Valentine’s Day, why not fall in love with your business all over again? Speak to me and my team on 01732 757 870 or visit the Miss MPS website to learn more about the range of services we offer, and what our fabulous clients say about us!

Sources:

https://www.forthwithlife.co.uk/blog/great-britain-and-stress/

Is Missing Calls Losing You Business?

Fri, 15 Feb 2019 17:23:56 GMT

It’s a familiar issue for sole traders, whether it’s squeezing into a small space, or being tied up talking to sub-contractors, someone always rings at the worst possible moment.

You either rush to answer it, often not setting the greatest of first impressions, or you don’t take the call – possibly costing you the chance of another job.

It may seem there’s no solution to this; it’s just another growing pain of being a busy sole trader. After all, it’s not like you can afford an office with a receptionist, is it?

Well actually, you could happily carry on with your work and ignore your phone thanks to our Virtual Assistant service .

At Miss MPS, we answer phone calls for our clients to ensure their existing customers are looked after, and prospective customers are given the best possible impression.

Decision making is heavily influenced by that first impression, where building trust is key. Having someone professionally answer your calls gives that big company feel, helping our clients stand out from their competitors, and improving their conversion rates as a result.

We don’t stop with just taking calls either: we can book appointments, diarise annual check-ups, prepare quotes and even chase invoices. In other words, all the jobs you’d expect from an admin team .

The difference is, you’re not paying for an admin! We are available on a ‘pay as you go’ basis, where we only work when you need us. For some clients, we’re a useful back up when staff go on holiday, whilst for others we are a more permanent solution for those who don’t want the hassle of hiring and managing an employee.

So what are you waiting for? Get in contact with Miss MPS today and we can start making your life so much easier.

The Changing Landscape Of Marketing

Wed, 05 Dec 2018 15:06:06 GMT

It appears we’re a risk adverse bunch. In fact, we actually prefer to do absolutely nothing according to research by Princeton psychologist and Noble Prize winner Daniel Kahneman .

Yet history shows us progress will continue whether we’re part of it not. Just look at smartphones. Giants like Nokia and Blackberry were caught out by sudden innovation, and today my life is on my phone! My contacts, calendar, social media profiles, camera, banking, emails, music and books are all under one device – I can even top of my electric on the move thanks to my smartphone.

When it comes to business advertising and marketing, businesses have to look beyond old-school techniques and ‘the norm’ to connect with a more savvy, research-led audience. If huge companies can be caught out, the pressure is on small businesses to keep on top of – and get the most out – latest innovations.

Want proof that it’s worth it? Nokia held over 50% of the smartphone market, and collapsed to a mere 3%. At the start of 2018, they were back to 3rd in the UK – behind only Apple and Samsung.

84% of people trust online reviews as they do their friends

People hate being sold to, and the reality is you may not even get the opportunity to tell people why your business is great if your online presence stops them from picking up the phone in the first place.

As we have discovered, people also don’t like taking risks, and it’s important you consistently build trust. Fortunately, the above statistic shows that making the effort to build ‘social proof’ can hugely improve your conversion rate.

In an incredible competitive environment, ‘social proof’ is important; don’t expect people to take your word for it – testimonials and case studies should be on your website and throughout your social media consistently to demonstrate that you are established and trustworthy.

82% expect an immediate response on sales or marketing questions

I remember first joining Facebook back in 2007 and there wasn’t anywhere near the amount of advertising that we now have popping up in our newsfeeds or at the side of our screens.

Did you know that, on your Facebook Business page, it can now link up to Facebook Messenger for instantaneous chats? Facebook also publicly publishes your response time; putting the pressure on you to be on the website permanently. Ignore it? Then anyone researching may think you have poor service, or don’t have the resources.

Social media is such a big part of our lives, it’s not just a way for friends to stay in touch with each other anymore, it’s now an expectation to be able to contact a business in the same way.

75% follow product links posted by friends on Facebook

With its billion strong userbase, Facebook has helped socialise buying experiences. People are far more likely to purchase as a result of seeing a post on Facebook than they are from an advert, or email campaign. They are also more likely to share their experience on social media, further helping the cause for marketeers.

But how do you get seen? It takes time to develop your Facebook Business page, create fresh content, seek out testimonials, find the right pictures, and time it all perfectly to maximise engagement. Then there’s finding more time to talk with your customers on social media and respond to reviews – and that’s the tip of the iceberg!

Is it sounding like a nightmare? You aren’t alone. The good news is that – through our company Miss MPS – I can take care of it for you! If you don’t know how to run a Facebook Business page, let alone set up an event, or reach out to a potential client base – I’m here.

Whether you think your social media needs a freshen up, or you have an event or product launch you really want to push, we can get things underway whilst you can get on with what you do best – running your business.

Give me or my colleagues at Miss MPS a call on 01732 757 870 to discuss how we can transform your company’s online presence.

3 Signs You Need A Virtual Assistant

Fri, 30 Nov 2018 23:31:31 GMT

I don’t know about you but a few times in the past, I have looked at the clock and thought “Right, its 9am, I can get all these tasks done by lunchtime”. Then the next time I look at the clock its 11:45am, my first task has taken way longer than I allowed time for, my To-Do list has grown, and there’s only half a day to get it done!

First Sign: Stress is killing your productivity

It happens to the best of us; the work can pile up and seem never-ending. The frustration and stress in not achieving what you set out originally then affects your concentration on what’s left to do.

Evonne Marie Lopes made the point for me in her article on LinkedIn where she said that “One of the biggest mistakes a lot of entrepreneurs make is not delegating enough tasks”. Doing something you hate? Doing something that requires little of your actual skill? Is there something more important that isn’t getting done as a result? That’s when you need to delegate.

Second Sign: You’re thinking of hiring another staff member

Things have gotten so bad that you think you must need another staff member. However, that requires a recruitment drive, an induction, and training before you can even hope to delegate to them.

Here’s where the Virtual Assistant comes in – they can get on with work at a flick of a switch. The difference is, a Virtual Assistant is just like having a PA, but with a twist because you only pay for the work that gets done and not a yearly salary.

So on weeks when you are snowed under, you can give tasks like making appointments, filling in paperwork, doing research, chasing invoices, scheduling post on social media, etc to a VA. If you then have quiet periods, you don’t need to pay someone to sit around doing nothing – it’s the perfect stepping stone for a small business with growing pains.

Third Sign: You’re missing opportunities

Getting too involved in the day-to-day means you will inevitably sacrifice time meant for getting out there, winning new business. Small business owners frequently admit that they spend too much time doing admin, getting caught up with staff issues, when they know their role should be more strategic.

Great leaders recognise the value in Virtual Assistants, and how they help unlock time.

Dragons Den entrepreneur James Caan wrote an article called How To Save 10 Hours A Week And Become More Productive By Hiring A Virtual Assistant which is all about how he has become more productive since hiring a VA

“For me it’s more cost effective as I don’t have the expense of a full-time salary and only pay for the hours that she works. I therefore get to spend my most valuable asset, my time, focusing on the core operations of my businesses. It’s a classic win win situation!”

Here are Miss MPS, there isn’t just one person, we are a team of 3 Virtual Assistants all with different experiences and skills that will cover any task that you need fixing. Read more about us at www.missmps.co.uk

or give us a call on 01732 757870

.

Here’s Why You’re Failing At Social Media

Thu, 29 Nov 2018 00:00:00 GMT

Back in August I was scrolling through images on Instagram until I eventually arrived at a profile page of a local company who did the kind of high-end installs I knew a client needed. Who would have thought time on Instagram would be productive - even work related - I pondered!

Yet unfortunately, my appreciation for Instagram as a potential business tool has been somewhat weakened given its now November and the company still hasn’t replied…

Of course, I’ve since gone the more traditional route and found a solution for my client elsewhere. That doesn’t stop it being frustrating that a company has bothered to ‘get with the kids’ and joined Instagram, even to the point that they have been merrily posting photos since I contacted them, yet isn’t aware that there is a hot lead sitting in their Instagram inbox from 3 months ago.

If you’re not following, you only get notified of messages in Instagram if you are actively ‘following’ that person within the app. Otherwise they are simply ‘message requests’, which you manually have to check for.

Now, I’m not saying your business needs to jump on Instagram (in fact, you probably shouldn't). The point of sharing my experience is to highlight an issue to those who aren’t Millennials or in Generation Z (that’s those born after 1995, which scarily means they could be as old as 23) – know your buyers! Otherwise, the likelihood is you’re pouring your time and money down the drain.

89% do their research on you before getting in touch

People don’t like being sold to, and the reality is you may not even get the opportunity to tell people why your business is great if your online presence stops them from picking up the phone in the first place.

People don’t like taking risks, and it’s important you consistently build trust to get over their desire to settle for the status quo (it’s a HUGE issue for small businesses that I will be going into next time).

Try it now: search for your company name on Google. Are there reviews showing? First step is having some, otherwise why on earth should people trust you? Consider this – 84% of people trust online reviews as they do their friends' opinions .

In an incredibly competitive environment, ‘social proof’ is important; don’t expect people to take your word for it – testimonials and case studies should be on your website and throughout your social media consistently to demonstrate that you are established and trustworthy.

73% of Millennial workers are involved in purchasing decisions

Bringing some focus to my Instagram experience, the above statistic demonstrates that people want to communicate in different ways. And no, that doesn’t mean you need to call people bro, or bae (if you have no idea what I’m talking about, best brush up on the latest slang ).

Whilst older generations may be keen to meet face-to-face and listen to persuasive facts and research in person, our younger colleagues want to do all the research upfront – make sure you cater for both groups.

Younger generations are more inclined to use the likes of messaging apps and live chat to communicate. If you’re only just aware that it’s important for your website to be mobile-friendly, you may be already behind the curve on this.

If you’re sat there thinking you are struggling to update the likes of your Facebook, Twitter, LinkedIn, Instagram and YouTube channels as it is, question why you have them at all. I would argue having a Twitter feed which hasn’t been updated for a year is a big red flag – it just shows you have limited resources.

Trust is an important factor in the purchasing process, no matter your age, no matter the situation. Take a step back and consider the image your business portrays before you waste more time on social media which is returning zero value to your business.

Interested in reading more about how you can win more business? I’ve talked to Start Up Donut about punching above your weight. And if you’re struggling to manage your online presence and reputation, we’re here to help !

Another Day In The Office…

Thu, 22 Nov 2018 00:00:00 GMT

So, one of the more interesting elements of being a Virtual PA is that I get thrown some pretty wacky tasks from time to time. I’ve attended meetings with clients purely to help them look bigger, I’ve wrapped presents, worked on exhibition stands, and more recently have helped project manage a property build.

One I certainly haven’t done before is bid on behalf of a client at a DVLA auction for personalised number plates. With over 400 lots being auctioned in one day, it would have meant a long wait for my client, so I kept an eye on sale prices to ensure I could give feedback on whether my client’s prior agreed limit was well judged.

So why the interest in private number plates?

Well, let’s face it, it’s difficult to get much return from your money in the current climate. As a result, personalised number plates have moved from ‘vanity plate’ status, or a bit of fun, to serious investments.

“If you look back over the last ten years, the value of number plates has gone up a lot.” James Caan

The DVLA hold regular auctions throughout the year, with the tantalising prospect that you may get yourself a bargain over what number plate resellers (of which there are many) market them for. In my case, I was under strict instructions not to bid beyond 50% of market value.

Typically, the shorter the number plate, the more you should expect to pay. Good sellers are combinations of numbers (representing date of birth) and initials. As you would expect, something like 21 XM would likely sell for less than 75 JS, as there are more John Smiths than there are Xavier Michaels. However, if there are a couple of determined bidders, in some cases the sky’s the limit!

Don’t succumb to the auction fever!

Despite ‘attending’ the auction on my laptop, it was still an exciting experience! I did feel some were getting carried away though – ‘CEO 805S’ selling for a hammer price of £16,000, just one example of many than went for five-figure sums.

If you’re already reeling from that figure – prepare yourself! The most expensive number plate sold at auction was ‘25 O’ for an astonishing £518,000 . The owner, John Collins, bought it for his vintage Ferrari 250 GTO, which sets another benchmark in the motoring world – examples have sold for as much as $48m (nope, that wasn’t a typo!).

It’s important – as with any auction – to set an absolute limit. With the DVLA auctions, on top of the hammer price there is VAT, a buyer’s premium, and then the assignment fee. Fortunately, to save time there’s a useful calculator on the DVLA website .

So, how did I do?

Well, it’s always more fun spending other people’s money, right?! Whilst I naturally can’t share the full details, I ‘won’ two number plate auctions and – in both cases – paid under half of what similar format number plates are being sold for on reseller websites.

Whether they are a good investment is of course a waiting game. A buyer could come along in weeks, but it may take years also. However, for far less than the figures I’ve mentioned above, it certainly is an interesting way of diversifying an investment portfolio!

Clare Runham runs Miss MPS , a team of Virtual Assistants based in Kent. As well as call answering and office related tasks, Miss MPS often takes on PA duties too, freeing up time for clients to get on with what’s important – running their businesses.

Here’s What You Need To Do For Christmas NOW

Tue, 20 Nov 2018 00:00:00 GMT

Whether you like it or not, we’re now into the Christmas countdown. Whilst it’s the last thing you probably want to think about right now, remember how difficult December can be – often the worst month for revenue and certainly the worst for getting paid!

So, without further ado, here’s what I believe you should have your eye on (don't worry, I won't be encouraging you to put up the Christmas tree!).

Catch up with invoicing

Who’s going to pay you in the last couple of weeks of December? Yep – no-one!

With Christmas Eve falling on a Monday, the last working day for many businesses will be Friday the 21st December . If you’ve not invoiced for work yet, it’s time to get cracking! Otherwise, before you know it, clients will do all they can to avoid you before they hit the pub early on Christmas Eve and that will lead you with unpaid invoices that won’t get paid until January.

Remember, if you don’t like chasing up invoices as much as you like wrapping up endless Christmas presents, Miss MPS is here at your service to do that job for you. In fact, we’ve even helped with the wrapping before too (seriously!).

Decide on your Christmas hours

Try and prepare the little things like this in advance. There’s nothing worse – or unprofessional - to phone a company that says its open online, only to find when you call there’s a voicemail message announcing they’re not open. So, decide when you’re shutting down for the holidays, inform your staff and let your clients know too!

Here’s your checklist on what to update:

Website
Email signatures
Email marketing campaigns
Facebook (and other social media)
Your Google My Business listing

If you want some time off over Christmas, don’t forget that the elves at Miss MPS could be picking up your calls up for you, ensuring you never miss a sales lead or important message.

Plan your resources

Now might be the time you receive a glut of holiday requests from staff who have forgotten that they still have 3 days left to take before they lose them and all decide that they want to take those days around Christmas. In that case, plan ahead. Don’t let half your staff take days off when your marketing guy is simultaneously planning the year’s biggest marketing campaign to go out!

Check your suppliers too; are they still able to fulfil what you need from them in-line with when you’re open? Preparation is the best way to mitigate risks – imagine if you couldn’t get support from your IT support company for a week, or you promise next day delivery and your courier can’t cope. Have your Plan B ready.

Not got the time to do the research? You guessed it! Miss MPS can help out with that one too. We also save clients thousands by carrying out supplier reviews on their behalf. We are also here to help with any important tasks that come up if you find yourself short staffed.

Make use of the dead time

It really doesn’t take a week to give the office a tidy. The last couple of weeks will likely be much quieter, leaving the door open for you and your team to get ready for a roaring 2019!

So what can you do to prevent twiddling thumbs?

Send out thank you cards to clients (and remind them on what you can do for them)
Ask for testimonials/case studies – your customers might be bored too!
Get writing and scheduling blog posts into the New Year
Mystery shop your competition
Hold a marketing meeting to brainstorm your first quarter’s activities

Clare Runham runs Miss MPS , a team of virtual personal assistants who are there to take the stress away from small business owners. From arranging appointments, to full-scale event planning, they do it all at a cost-effective hourly rate.

Confession! How NOT To Prepare For A Business Exhibition

Mon, 12 Nov 2018 00:00:00 GMT

Annoying when you find yourself not practising what you preach, right?

With an exceptionally busy past few weeks, I’ve not given as much thought as I would have liked to The Business Show at the ExCel which I’m attending in just a few days. So whilst I sit here kicking myself for a lack of preparation, I thought I’d share what I’ll do better next time!

Plan your travel early – really early!

The trek up to London isn’t something I’m particularly looking forward to. If you’re thinking about staying at a nearby hotel the night before the exhibition, book in plenty of time! As I have found out, hotel prices have gone up by as much as 450% , so I’d recommend starting a marketing calendar for the events you wish to attend next year. Otherwise, like me, you’ll be fighting for a seat on the train like everybody else with armfuls of exhibition paraphernalia!

Review what (and who) you’re taking with you

Exhibitions can be expensive, especially if you consider the opportunity cost of being out of the office for a day or two – even more so if you’re planning to take one or two members of staff along. So before you choose who’s coming, check out the holiday chart to ensure there is enough office cover whilst you’re away .

Whether it’s business cards or branded sweets, take a look at your current stock to ensure you have enough. It’s important to have that safety margin before the exhibition in case you find a spelling mistake or other issues which demands a reprint.

Just don’t get too excited – freebies can often be an expensive route to a ton of time-sapping low-quality leads ; you may be better off doing something like hiring a high-quality coffee machine so you can trade a decent cup of something hot in exchange for a chat and some contact details. If that’s too extravagant, wouldn’t an engaging whitepaper or report be more valued by a would-be prospect than a free mouse-mat?

Arrange a planning visit

Depending on the size of the exhibition, they’ll be setting up days or weeks beforehand. Arrange an early visit to get a feel for your stand in advance , find out if you can drop off heavy equipment in advance, and see who your neighbours will be.

Don’t forget to make a note of what you have access to – don’t find out on the morning of the show that you’ve only got one plug for all your equipment, or your big pitch is an online demo and the Wi-Fi is not quite stretching to your stand.

Tell people you’re going

Well, duh! It’s actually very easy to get caught up in this being a way of getting new business, but exhibitions are a great way of engaging with existing clients too, so tell them you’re going – get those email campaigns ready!

Not only could you be inviting existing clients for a catch up, there could be those potential leads you haven’t met yet. An exhibition should be showing your business in it’s best light, so seize the opportunity – why not try timing things so an enthusiastic client is there when you’ve arranged a chat with a prospect?

Plan who you want to meet

Take a look at the exhibitor list and circle who you believe are worth a chat. Being a fellow exhibitor is a perfect ice-breaker, and it’s rare to be in a place where you can find so many potential clients, suppliers and collaborators who want the same thing as you do – a busy looking stand.

Don’t forget to take some business cards and a few bags of sweets from your stand before you start the walkaround! Take your phone too; you’re bound to get a few retweets if you grab some selfies with people you meet and photos of stands you’re impressed by.

Does it all sound exhausting? Well, don’t forget that I know a certain virtual PA company that can help you out…

Clare will representing her call answering service – Miss’d Call - on Stand 1672 at The Business Show on Wednesday 14th and Thursday 15th November, partnering with MSP Phones . You can join the 25,000 visitors by registering for a free ticket on their website .

Forget Google! Why Networking Is Still My Choice For Getting Business

Thu, 01 Nov 2018 00:00:00 GMT

It’s fair to say that my business wouldn’t be where it is today without the help of the breakfast networking I do on Thursdays at BNI. As a Virtual Assistant, most of my competitors are in the same situation today that I was when I started – working from the kitchen table, at home by myself. The difference is, unlike them, I now have my own dedicated office with three members of staff.

“My business wouldn’t be where it is today without the help of BNI”

Starting out, I tried various networking events, but I have found that BNI was the only serious option – we have to commit to working for each other and that really yields results; I’m proud that my Chapter (containing around 18 other small companies) has referred £800,000 of business to each other in the last year . In fact, 90% of my business comes through referrals from my colleagues at the Enterprise Malling Chapter .

The BNI family stretches far; when I attend exhibitions and shows it’s inevitable that I’ll meet other BNI members. This has led to me gaining more business through invites to substitute at other local Chapters, providing me access to an even bigger pool of like-minded professionals.

The fact that we all work so hard for each other is that, as a result, we have formed great friendships. Running a business is tough, so it’s great to have a support network around me.

“Running a business is tough, so it’s great to have a support network around me.”

Being part of such a large network is particularly useful as a large part of my team’s role is to help our clients find and manage suppliers. Fulfilling a Personal Assistant role, we’re often asked to find options for everything from insurance to IT support. At Miss MPS we can provide more value than simply doing a Google search – we know plenty of tried and trusted suppliers and will always get a better deal. In some cases, using my contacts within BNI has saved my clients thousands of pounds .

From almost nothing a couple of years ago, today our call handling service takes over 2,000 calls a month on behalf of our clients. I’m pleased to say many are for my fellow BNI members, where we’re booking appointments for plumbers and electricians, and taking messages for busy solicitors and mortgage brokers. It certainly makes me smile to think I was once doing this all on my own at the kitchen table – thanks to BNI I can see my business going from strength to strength.

For anyone thinking about joining their local BNI Chapter, stop thinking and do it! Happy to chat with my network about it if they're still unsure. Before you ask, nope, I'm not paid or rewarded in any way for endorsing BNI!

To find out more about Clare’s virtual assistant business, you can visit her website at www.missmps.co.uk . Visit her LinkedIn profile to connect.

It’s Friday, You’re Officially 35% Lazier

Fri, 05 Oct 2018 00:00:00 GMT

So Friday – shocker – is our least productive day of the working week. However, perhaps it’s more of a surprise to find just how bad things get - the average slump in productivity is 35%.

When looking at various studies, it’s interesting to note that Tuesdays come out top on the productivity front. We may come in after the weekend with gritty determination, but Mondays are often filled with fire-fighting, whereas we really get down to business on Tuesday. Decline sets in on Wednesday, until we hit the aforementioned low-point on Friday.

So, what’s the matter with us?

In our defence, Business Insider spoke to a psychologist who reckoned we peak at about 3 hours of focus a day . So really, sustaining 8 hours of work a day year-round is a Herculean pipe dream – especially when Melanie Curtin at Inc.com believes our defined working hours hark from the 18th century .

The 3 hours of productivity theory is supported by the results of a survey of office workers – only 2 hours and 53 minutes of actual work is done per day . Rather than just chatting at the water cooler, these days people are more interested in checking their social media and news websites.

So, should employers be installing spy cameras, or investing in electric-shock treatment to ensure their staff are doing an honest day’s work?

Don’t be a statistic

The research shows that Monday and Tuesday are busy periods. In that case, you could fight your own temptations to watch cat videos on YouTube all Friday by designating it as your day for meetings, leaving you even more time to be productive earlier in the week. Better yet, standing meetings (yep, literally standing) have been shown to take up less time, yet result in participants more involved, better performing and even less confrontational.

Friday’s are all too often left as the day to do all the stuff you didn’t do earlier in the week. The issue there of course is that those jobs look no more attractive than they did on Monday! In fact, they look worse, as the weekend is looming and you’re now thinking “Would it be so bad if this was left until Monday?”

Solution? Break that huge, ominous task into bitesize ones, or try sharing the problem (there’s that Friday meeting idea again). We, as humans, love ticking off tasks – they give us that sense of achievement needed to kick-start the motivation to finish the job. I’ve talked more about how to get more out of your day in another article - Here’s The Problem With Your To-Do List .

Don’t beat yourself up

We might think working longer hours means we’re getting more done, but we never work as well when we’re burned out. Studies show taking regular breaks helps concentration and boosts your mood (Florida State University researchers found elite performers are more productive working in 90-minute stints). Try taking a five-minute walk around the office, or spend 15 minutes grabbing that mid-afternoon coffee.

You can take also take a proactive, rather than reactive, approach to your day. Many of us have our day dictated to us by emails, phone calls or whoever sticks their head round the office door. Don’t let them dictate what your day is going to look like! Have your plan of attack, and stick to it, or you’ll never accomplish what you set out to do.

Review your recruitment

About to post a job advert? Let’s take a second. According to the same above survey on office workers, 19% admit they waste time at work looking for other jobs . Something clearly isn’t working, and before adding to the wage bill, it could be worth looking at what can be done to improve existing productivity and motivation levels instead.

With work mounting, it’s easy to forget to celebrate goals with your team, let alone share your longer-term vision for the business to help them feel included. In the spirit of working smarter, not harder, making time to informally chat with colleagues is an excuse to get input on how the business could be improving processes and procedures which will improve more than just your own productivity.

Alternatively, you could get better value for money and ditch the stress of employment by outsourcing. Clare Runham runs Miss MPS , a team of virtual assistants where you pay for the 2 hours and 53 minutes only, not the baggage that comes with it!

Here’s The Problem With Your To-Do List

Wed, 03 Oct 2018 00:00:00 GMT

Let’s be honest, if you wanted to get a full view of everything you need to do, you won’t be looking at a single list. There will be a scrap of paper here, a post it there, a list on your iPhone, and perhaps a draft email with a few ideas… somewhere.

So, before you’ve even started, you’re going to have to waste valuable time trying to organise and prioritise the various tasks you’ve listed. No wonder a LinkedIn survey found that almost 90% of professionals are unable to accomplish all the tasks on their to-do list by the end of an average workday!

Secondly, the issue with recording tasks on a list is that it doesn’t distinguish which stuff takes minutes, and what may take an hour. Inevitably then, we all too easily pluck the quick easy items for instant gratification, without necessarily taking on the most important things.

Parking the possibility that you have issues with delegating ( I talked about that in my last LinkedIn article ), let’s talk about how you can win the war with your To-Do list!

Don’t bite off more than you can chew

Over-promising only leads to disappointment and frustration – hardly motivating! Instead, my suggestion for a successful day is to review the list and tackle one big thing, three medium things, and five small things.

Inevitability, the one big ‘thing’ is something that requires a lot of work or isn’t something you are particularly looking forward to. But once done, it’s likely something you will be happy (or at least relieved) to have gotten out of the way

The aim should be to get the big task done before lunch, ideally even before you check your emails in the morning. The idea is taken from author Brian Tracy, who’s best-selling book on productivity called Eat That Frog! was adapted from the famous Mark Twain quote: “Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day."

Ditch the To-Do list altogether

Many of us overestimate how much we can get done in a working day. Research shows successful people move away from a To-Do list and instead account a time slot for each task in their calendar (Outlook, Gmail, etc.). That includes the likes of checking your emails – the sort of things that you consider important and eat up time but aren’t necessarily something that would make a To-Do list.

When it comes to checking emails, do your best to block an hour in the morning and an hour in the afternoon to go through your inbox. Then stop yourself from trying to handle emails the second they come in when you should be getting on with other stuff. If you have notifications on your PC, laptop or phone, take that mighty step and turn them off!

Using your calendar can really help get more done, but don’t feel just because a calendar entry is typically a 30-minute slot by default that everything needs to be at least 30 minutes long. I don’t have to quote statistics on how unproductive meetings can be; it’s totally OK to schedule a 20-minute meeting and not round it up to 30! Better yet, see if that meeting’s objectives can be resolved with either a phone call first, or by popping into someone’s office.

Take responsibility for your time

Are you regularly interrupted? If you think a lot of your time is wasted by the same things over and over, you may have to face the reality that it is part of your working life – you just need to plan for it.

Diarising the amount of time you spend checking emails, talking with staff, or following up on meetings may help you realise that you need to change how you do things, or delegate some tasks to others. At the very least, it will stop you going crazy from believing you really did have a full 9 hours of time to fit in whatever you wanted into a working day!

Or you could free up some time by delegating some of those time-sapping administrative tasks. Clare Runham runs Miss MPS , a virtual assistant service which helps small business owners grow their companies by doing just that at a cost far cheaper than employing someone.

Are You Maximising Your Day Like James Caan?

Fri, 28 Sep 2018 00:00:00 GMT

Earlier this month, James Cann wrote an LinkedIn article on the importance of having a Virtual Assistant. With an estimated worth of £95m, people tend to listen to his business advice - I know I do!

But if you don’t have time to read his article, the gist is that – for some 25 years – James has realised the importance of delegating tasks to an assistant in order to save time (he believes 10 hours a week), allowing him to get on with tasks that genuinely require his input.

After his long-standing assistant moved on, James’ initial reaction to the idea of a Virtual Assistant was to laugh – who wants ‘virtual’ assistance; you want real, tangible assistance!

I laughed too, as it’s the same typical reaction I get when introducing myself as a Virtual Assistant. Nope, I’m not trying to say I’m a hologram!

As James found out, when most communication is done by phone and email, having someone sat next to him all day was unnecessary. Just like any business owner, James also realised it saved him money, as he only pays his Virtual Assistant for the hours she works for him.

So I wonder how many of the 1,000+ people who liked his LinkedIn article are now heeding his advice?

News flash: Running a business is hard. It’s why 8 out of 10 businesses fail to survive past 18 months , according to Forbes. One of the often-cited issues for small businesses failing is the lack of time spent on strategy; instead too much time is being spent being drowned in tasks that anyone could be doing.

I recently published my own thoughts on why a ‘one-man band’ mentality can be a big problem. This was backed by research showing only 34% of leaders believed they dealt with stuff that was truly important. With that in mind, today's your chance to change that before another week disappears. Why not talk to me about how we can help tick a few of those things on your To-Do list?

Clare Runham runs Miss MPS , which helps small business owners grow their companies by taking care of admin tasks so they can get on with what's really important.

SPOILER ALERT: You're Stopping Your Business From Growing (And You're Not Alone)

Fri, 21 Sep 2018 00:00:00 GMT

When you first start out, being a “one-man band” isn’t just a money saving strategy, it’s a necessity. The key is to recognise at what point this approach is stopping your business from growing, because your lack of time or knowledge is holding it back.

Everybody starts the day with the same amount of time, but we’re often guilty (me included!) of being merrily efficient at doing the wrong things. It’s easy to give yourself a pat on the back doing the sort of tasks that anyone could be doing, when you should be working on things only you have the expertise to do.

Yep, you could save some money by doing absolutely everything yourself, but what about the cost of your time? Getting bogged down in administration can easily take your eyes away from important decisions.

68% of business owners spend time operating their business, and just 32% on the pursuit of growing it.

The statistic above suggests leaders spend just a third of their time trying to move their businesses forward. In the same survey by the Alternative Board , the majority work at least 50 hours a week yet most of their time was spent answering emails, dealing with clients and managing employ issues. No surprises that only 34% thought they dealt with stuff that was truly important .

Another survey – from OfficeMax – shows this is taking its toll, with 41% of respondents saying administrative tasks sap their passion and energy for running their companies.

No one loves every task equally, and if there are things you find yourself avoiding because you just don’t like doing them, it could be something you could delegate it to someone who does. Whether it’s doing the books, or figuring out how to post on Instagram, don’t struggle on just because no one else is available – the extra time you are taking on tasks due to a lack of knowledge isn’t saving you money, it’s costing you opportunity.

The solution is pretty simple: work on what you are best at, and delegate the rest. Whatever your area of expertise, it isn’t the 15 other things you’re trying to manage every day.

We come to a serious cross-road here - committing to taking on more staff can be a daunting decision. Will you have enough work for them? Will it work out? Will you win enough business to be able to afford their wages? If you want your business to get bigger, something needs to be done to free up your time.

So what could you do if you had no admin to do today? Perhaps call your most important clients that you haven’t spoken to in a while or - better yet – follow up on those leads. You could finally give some time on planning out and setting some objectives for that new business idea, just like those surveyed successful leaders who dedicate some of their day to strategic thinking every single day .

There is a compromise! You could get an experienced helping hand without paying the wages of a new staff member. Clare Runham runs the virtual assistant company Miss MPS , which helps small business owners with a range of time-sapping admin tasks.