1. Be Prepared!
Create a travel logistics profile ahead of time that you can refer to each time you book. This will make your travel planning more efficient and well-organized, saving time when coordinating reservations for transportation, lodging accommodations, calendaring, and expense reporting. The profile would include
• Passport, Driver’s license, and Credit Card information
• Known Traveler Number, Global Entry, and Pre-check details
• Loyalty, Frequent Flyer, and reward membership numbers for airlines, hotels, and car rentals
• Air travel preferences including airlines, seating class, seating type, and preferred travel times
• Car rental, ride-share, or car service preferences, including location of pickup and drop-off details
• Preferred hotels and any specific room or accommodation requests

2. Communication is key!
Ask questions prior to scheduling travel! Talk to your executive and make sure you review and know their destination and the purpose for this trip. Make note of all scheduled meetings and events along with locations, dress code, time zone, and currency used if traveling outside the country. Confirm details like budget, time frame, and if anyone is traveling with them. Don’t forget to block out travel time on your calendar to avoid scheduling conflicts. Once you have a thorough understanding of the needs of the trip, you can begin planning the details.

3. Write it all down!
For each individual trip, create a detailed travel itinerary to share with your executive. This list should act as a checklist for you to ensure you have all necessary information, and then as a guide for your executive once the travel day arrives. It should include:
• Car service information, including pick up and drop off details
• Airport and flight details, including terminal, confirmation numbers, departure and arrival times
• Hotel details, including check-in/check-out times, address, confirmation numbers, phone number, and any specifics about the reservation
• Daily itinerary, including event information, scheduled meetings and meals, etc.
• Any other details specific to this trip

4. Check, double check, and then check everything again!
Even for the most experienced executive assistant, it’s easy to misspell a name or write a birthday or phone number incorrectly. Make sure you check every detail on the travel itinerary repeatedly. Double check that passports are nowhere near within 6 months of the expiration date. Additionally, keep a paper trail with all confirmation emails and important contacts organized and easy to find. As you get closer to the travel date, call third parties to confirm that reservation details have not changed since booking. Confirming and reconfirming itineraries is crucial to make sure everything runs smoothly for your executive.

5. Plan for changes!
Finally, think ahead and be prepared to deal with last-minute changes such as flight delays or cancelations and meeting time changes. Make sure to update contact information so your Executive and you receive notification texts in the event of a change. When possible, have free blocks of time built into the schedule to help when rescheduling. As always, effective communication with your executive is key – be on call to address any last-minute issues. Remember to stay calm, be solutions-oriented, and make sure your executive knows that they can always rely on you, even when on the road.

The post Supporting Your Executive Through Business Travel appeared first on Ann Albrecht Consulting.

1. Clear Communication is Crucial

Effective communication is the cornerstone of any successful working relationship. From the very beginning, set clear expectations regarding tasks, deadlines, and preferred communication channels. Regular check-ins, whether through video calls, emails, or messaging apps, help ensure that both you and your EVA are on the same page.

Tip: Establish a weekly meeting to discuss priorities, provide feedback, and address any concerns. This will help keep the workflow smooth and maintain a strong connection.

2. Define Roles and Responsibilities

Ambiguity can lead to confusion and inefficiency. Clearly define the roles and responsibilities of your EVA. Provide detailed instructions for tasks and be specific about the outcomes you expect. This clarity helps your EVA understand their scope of work and perform their duties more effectively.

Tip: Create a comprehensive onboarding document that outlines job responsibilities, company policies, and any specific processes your EVA should follow.

3. Foster Trust and Autonomy

Trust is the foundation of a successful EVA relationship. Once you’ve set clear guidelines, give your EVA the autonomy to perform their tasks. Micromanaging can lead to frustration and hinder productivity. Trusting your assistant to manage their workload encourages them to take ownership of their role and contributes to a more efficient workflow.

Tip: Start with smaller tasks to build trust, gradually increasing their responsibilities as they prove their capability.

4. Utilize Technology Effectively

Leverage technology to enhance collaboration and productivity. Utilize project management tools, shared calendars, and communication platforms to keep everything organized and accessible. Tools like Asana, Monday, Slack, Teams, SharePoint and Google Workspace, amongst others, can make a significant difference in managing tasks and maintaining seamless communication.

Tip: Invest time in setting up and training both yourself and your EVA on the tools you plan to use. This ensures everyone is comfortable and proficient with the technology.

5. Provide Constructive Feedback

Feedback is essential for growth and improvement. Provide constructive feedback regularly to help your EVA understand what they are doing well and where they can improve. Be specific and objective in your feedback, focusing on behaviors and outcomes rather than personal attributes.

Tip: Use the “sandwich” approach for delivering feedback – start with positive feedback, then provide constructive criticism, and close with another positive comment. This helps maintain morale and encourages improvement.

6. Celebrate Successes

Recognizing and celebrating successes, both big and small, can boost morale and motivation. Acknowledging the hard work and achievements of your EVA helps them feel valued and appreciated, fostering a positive and productive working relationship.

Tip: Regularly celebrate milestones, whether it’s completing a major project or consistently meeting deadlines. A simple thank you or a small token of appreciation can go a long way.

7. Be Adaptable and Patient

Building a strong relationship takes time and effort. Be patient and adaptable as you and your EVA navigate the initial stages of your partnership. Understand that there will be a learning curve as your assistant gets accustomed to your working style and preferences.

Tip: Maintain an open mind and be willing to adjust processes and expectations as needed. Flexibility helps create a collaborative and supportive environment.

A strong relationship with your Executive Virtual Assistant can significantly enhance your productivity and reduces stress. By prioritizing clear communication, trust, and constructive feedback, you can build a partnership that is both efficient and enjoyable. At Ann Albrecht Consulting, we are committed to helping you achieve this synergy with your EVA, ensuring that you have the support you need.

Ready to experience the benefits of a dedicated Executive Virtual Assistant? Contact Ann Albrecht Consulting today and take the first step towards a more organized and productive future.

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As businesses grow, the need for support staff increases. In the past, companies would hire employees to manage tasks such as scheduling meetings, planning events, managing emails, and other general duties. However, with the rise of the fractional Executive Virtual Assistant industry, businesses now have the option of hiring EVAs to manage these tasks remotely. EVAs bring many specialized skills and a commitment to excellence, allowing business owners to focus their energies on strategic growth and what really matters. 

 
Here are a few of the key differences between employees and fractional EVAs and why you should consider hiring an EVA for your business:

Work Arrangements & Cost

One of the most significant differences between employees and fractional EVAs is the nature of their work arrangement. Employees are typically hired on a full-time or part-time basis and work from a company’s physical office. They are often provided with benefits such as health insurance, retirement plans and paid time off. Fractional EVAs, on the other hand, work remotely and are often hired on a project or contractual basis. As a result, businesses will save on office space, equipment and other overhead expenses when hiring an EVA.

 
Flexibility and Scalability

Another key difference between employees and fractional EVAs is the level of flexibility they offer. With employees, businesses are responsible for managing their schedules and ensuring that they are productive during their work hours. In contrast, fractional EVAs are often hired for specific tasks or projects and are expected to complete them within a given timeframe. 

This allows businesses to have greater flexibility in terms of when they need support and how much support they require. Fractional EVAs offer the flexibility to scale your operations up or down as needed. Whether your business is experiencing rapid growth or temporary challenges, EVAs adapt to your changing requirements.

Specialized Skills 

When it comes to training and skill development, there are differences between employees and fractional EVAs. Employees usually undergo extensive onboarding and training to ensure they have the necessary skills for their role, whereas fractional EVAs come with a certain level of diverse expertise and specialized skills in their field. As a result, businesses will benefit from hiring EVAs who have skills or knowledge that employees may not already.

Enhanced Productivity

By outsourcing time-consuming tasks to fractional EVAs, business owners and executives are able refocus their energies on core activities, leading to increased productivity and innovation. With the right EVA handling administrative duties, the possibilities for growth are endless.

These are just a few key differences between employees and fractional EVAs that businesses should consider when deciding which option is right for them. EVAs offer flexibility, cost savings and specific expertise.

By understanding these differences, it allows you to make informed decisions about which support option will best meet your needs.

 
At Ann Albrecht Consulting a comprehensive suite of virtual administrative services designed specifically for your business needs. To learn more, please visit our website at annalbrechtconsulting.com. 

Our team of experienced EVAs are ready to assist you and provide you with the flexibility and expertise you need to grow your business. 

Call Ann Albrecht Consulting for a complimentary consultation. 

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As April 24. 2024 approaches, there’s a special day on the calendar that often goes unnoticed by many but holds immense significance in the corporate world – Administrative Professionals Day. This annual celebration, also known as Administrative Assistant Day or Secretary’s Day, falls on the Wednesday of the last full week in April. Administrative professionals are the unsung heroes of any organization. From secretaries to receptionists to support personnel, they play a pivotal role in ensuring the smooth functioning of daily operations. By efficiently managing tasks and providing vital support, they allow management to focus on strategic responsibilities, thereby contributing to the overall success of the business. The Origins of Administrative Professionals Day The tradition of celebrating administrative professionals dates back to 1952 when National Secretaries Day was first introduced. It aimed to acknowledge the invaluable contributions of secretaries and administrative staff to the achievements of businesses and institutions. Over time, the observance has evolved into Administrative Professionals Day, recognized not only in the United States but also in Canada and various other countries worldwide.

Ways to Show Appreciation

Expressing gratitude and appreciation for administrative professionals doesn’t require grand gestures or elaborate plans. Sometimes, it’s the simplest acts that carry the most meaning. Here are a few ideas to celebrate and honor these indispensable team members:

Say Thank You: A heartfelt thank you can brighten anyone’s day. Take a moment to acknowledge the hard work and dedication of your administrative staff, letting them know that their efforts are valued and appreciated.

Give a Thoughtful Gift: Consider surprising your administrative assistant with a small token of appreciation, such as flowers, chocolates, or a gift card to their favorite restaurant or store. It’s a gesture that shows you’ve taken the time to recognize their contributions.

Offer Professional Development Opportunities: Invest in the growth and advancement of your administrative professionals by providing opportunities for training, workshops, or conferences. Not only does this demonstrate your commitment to their career development, but it also enhances their skills and productivity.

Grant a Day Off: Recognize their hard work by giving them a well-deserved day off. It’s a tangible way to show appreciation and reinforce the importance of maintaining a healthy work-life balance.

Write a Personal Note: A handwritten note or card can have a profound impact, conveying genuine appreciation and recognition for their efforts. Take the time to express your gratitude in a personalized message, highlighting specific contributions and accomplishments.

Administrative Professionals Day serves as a reminder to pause and acknowledge the invaluable contributions of administrative staff to the success of organizations. By expressing gratitude and appreciation for their hard work and dedication, we not only boost morale and motivation but also foster a culture of respect and recognition within the workplace. So, as April 26 approaches, take the opportunity to honor and celebrate the administrative professionals who keep your business running smoothly day in and day out.

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Executive Virtual Assistants (EVAs) have undergone a transformative evolution, transcending traditional administrative roles to become indispensable strategic partners. Their unique skill set holds the potential to not only enhance leadership capabilities but also drive organizational success. As a business owner, harnessing this potential and investing in the professional growth of your EVA can lead to profound and lasting impacts.

In the contemporary business landscape, EVAs have shifted from merely handling administrative tasks to actively contributing as strategic partners. Recognizing and capitalizing on this shift is crucial for maximizing the benefits of this strategic relationship. Investing in your EVA goes beyond professional development; it is a strategic move that can significantly elevate your success and the overall efficiency of your organization.

Strategic Decision-Making

Your EVA plays a pivotal role in your strategic decision-making process. Investing in their growth empowers them to provide valuable insights and guidance, contributing to informed and effective decision-making at the highest levels of your organization.

Enhanced Productivity

Functioning as the foundation of your company’s daily operations, your Executive Virtual Assistant is well-positioned to enhance overall productivity. By investing in their development, they can take on more responsibilities, allowing you to redirect your time towards high-impact activities that drive the business forward.

Streamlined Operations

Executive Virtual Assistants excel in coordinating logistics, maintaining communication, and ensuring organizational efficiency. Investing in your EVA’s growth translates to unmatched operational efficiency, creating a well-oiled machine that propels the company forward.

Cultivating the Strategic Partnership

Investing in your Executive Virtual Assistant as a strategic partner can pays dividends in various ways. Consider enrolling your EVA in training programs that focus on strategic thinking, communication, and leadership skills.

Invest in Training

Provide opportunities for your Executive Virtual Assistant to enroll in continuing education classes tailored to encourage strategic thinking, effective communication, and leadership.

Encourage Professional Growth

Advocate for your EVA’s participation in professional networks and organizations that foster learning and networking opportunities. Exposure to diverse perspectives and industry trends enhances their ability to contribute strategically.

Provide Mentorship

Offer mentorship opportunities or connect your EVA with experienced executives. This not only accelerates their professional growth but also brings valuable insights to your organization.

Open Communication

Maintain transparent communication to align expectations, set goals, and articulate the vision for your EVA’s  growth within the organization. A shared understanding of objectives ensures that both parties are moving in together towards success.

Strengthening Collaborative Dynamics

Strategic investment in your executive virtual assistant transcends professional development. Recognizing and treating your executive virtual assistant as a strategic partner yields positive ramifications, fostering a collaborative dynamic that drives achievement and success. 

If you haven’t already started investing in your EVA as a strategic partner, now is the time. Treating your EVA as a strategic ally will lead to improved decision-making, enhanced productivity, and streamlined operations in your organization. Empowering your EVA is synonymous with empowering yourself and other employees. It’s time to fully support and recognize these often-overlooked heroes who stand beside you, navigating the complexities of the corporate world.

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Understanding Fractional Executive Virtual Assistants
Executive virtual assistants (EVA) cater to businesses of all sizes, offering a level of flexibility that can be a game-changer in today’s dynamic markets.

Key Benefits
The advantages of hiring fractional EVA are multi-faceted. From substantial cost savings to heightened efficiency and access to a diverse range of skills, businesses stand to thrive significantly.

Tasks Handled by Fractional Executive Virtual Assistants
EVAs seamlessly handle a wide range of tasks, ranging from routine administrative duties to highly specialized projects. Their ability to adapt to different industries and roles makes them indispensable assets for businesses seeking support and business growth.

Cost-Effective Solutions:
One of the primary attractions of fractional executive virtual assistants is their cost-effectiveness compared to full-time employees. Beyond salary considerations, businesses also save on overhead, training, and benefits, making it a financially smart choice.

Challenges and Solutions
Acknowledging potential challenges is vital, and offering practical strategies to overcome them is equally important. Discussing effective communication tools, project management techniques, and fostering a cohesive executive virtual team can preemptively address common hurdles.

Security and Confidentiality
Addressing concerns related to data security and confidentiality is paramount. Highlighting best practices for protecting sensitive information demonstrates the commitment to maintaining the highest standards of privacy and security.

Future Trends in the Services of Fractional Executive Virtual Assistants
Exploring emerging trends and technologies in fractional virtual assistance offers businesses a forward-looking perspective. Understanding these trends allows organizations to stay ahead of the curve and leverage new opportunities as the landscape continues to evolve.

In summary, the role of fractional executive virtual assistants in streamlining business operations cannot be overstated.
Hiring the right EVA team can be a transformative force in navigating the challenges of the modern business environment. As the business world evolves, embracing these type of dynamic solutions become an integral part of staying competitive and maximizing productivity. Contact Ann Albrecht Consulting for a free consultation. 

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At Ann Albrecht Consulting, we understand that an organized, streamlined operation is essential for business success. Let’s take a look at how an Executive Virtual Assistant (EVA) can play a pivotal role in this transformation.

Streamlined Efficiency

Fall often marks the return to a more structured work environment after the summer months. It’s an ideal time to evaluate and streamline your business processes. By identifying inefficiencies and eliminating unnecessary steps, you can improve productivity and save valuable time and resources. An EVA can help you assess and implement these changes, offering fresh insights and a strategic perspective.

Enhanced Customer Experience

As businesses gear up for the busy holiday season, providing an exceptional customer experience becomes crucial. A well-organized operation ensures that your customers receive prompt and reliable service. An EVA can help manage responsiveness that will set your business apart from your competitors.

Strategic Planning

Fall is an excellent time to reassess your business goals and set new ones for the upcoming year. By decluttering your processes and operations, you free up mental and physical space for strategic planning. An EVA can assist in data analysis, market research, and administrative tasks, allowing you to focus on creating a roadmap for growth and success.

Cost Savings

Streamlining operations isn’t just about improving efficiency; it can also lead to cost savings. By identifying and eliminating wasteful practices, you can allocate resources more effectively. An EVA will work with you to identify areas where outsourcing tasks can be more cost-effective than hiring in-house staff.

Adaptability and Resilience

Fall is a time of change, and in the ever-evolving business landscape, adaptability is key to survival. An EVA will assist with developing contingency plans, researching market trends, and staying up-to-date with industry changes – making your business better prepared to face any unexpected challenges that arise.

Remember, the fall season is a time of transformation and renewal, making it an ideal moment to fine tune your business processes and operations. Think of your EVA as  your partner in this journey, helping you declutter, streamline, and prepare your business for the challenges and opportunities that lie ahead. Embrace the change that fall brings, and position your business for success in the season and beyond.

If you’re ready to take the first step towards a more organized and efficient operation, contact Ann Albrecht Consulting today. Our team of experts is here to support your business’ transformation.

PS. A Note from Ann:

As the crisp air and hues of autumn begin to make an appearance, we are reminded that change is inevitable and often beautiful. Fall presents the perfect opportunity to reflect on our own lives and make positive changes. One such change that can bring immense benefits to our mental, emotional, and even physical well-being is decluttering and organizing. And just as the trees shed their leaves to prepare for the coming winter, we too can shed the excess and embrace the transformative power of decluttering.

The fall season is a powerful reminder that change is both inevitable and transformative. By embracing the spirit of change that autumn brings, we can harness its energy to declutter, organize, and refresh our living and work spaces. As we let go of the old, we make space for the new, and in doing so, we pave the way for enhanced mental clarity, increased productivity, and a deeper sense of peace. So, let the leaves falling from the trees inspire you to embark on a journey of decluttering and embrace the beauty of both nature’s transitions and your own.  Ann

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At Ann Albrecht Consulting, we have declared August “Me Time” Month. For the first time in a long time as a business owner, I made the decision to take a vacation with my son. It may not seem like a big deal, but as a business owner just the thought of being away from my clients was daunting. It seemed counterintuitive at first, but I soon realized taking a vacation has benefits to me, my family, and my business. 

This “Me Time” with my son was a chance to break away from the fast-paced life. I was able to recharge my battery – stepping away from the demands of everyday life and replenishing my energy. 

I wanted to share a few things I learned about taking some much-needed Me Time and what it can do for you as a business owner: 

Mental Health and Well-Being

Taking time to maintain your mental health and well-being, you avoid burnout. Sometimes you feel like you are in a vicious cycle. Taking vacation time away from your everyday stresses can break the routine and give you a chance to unwind. It gives you time for self-reflection and self-discovery. 

Confidence in your team

By taking a vacation, you are showing your team you have the confidence in them to handle the day-to-day business while you are away. Delegating duties before you leave not only gives you peace of mind while you are out of the office, it develops trust with your staff. 

Demonstrate your priorities

When you, as the leader of the business, take a vacation, it shows you place a high value on maintaining physical wellness and mental well-being. 

Plans in place

By making extensive preparations before your vacation, you are forcing yourself to set systems in place, testing processes and planning for unexpected situations. 

You may be asking yourself, how in the world could I ever take a worry-free vacation? The upside of running your own business is that you can set your own schedule and adjust it as needed. But the downside of being your own boss is that it’s not always easy to take time off; sometimes it even seems impossible. I wanted to share some tips on how I planned my much-needed vacation as a business owner: 

Planning when to go

Be aware of the time of year when your business slows down. Align your vacation with the best times to visit your destination. And be sure if you are taking your kids to check the school calendar. 

Set vacation boundaries for yourself

Once you decide the best time to take your trip, you will want to set boundaries for yourself while you are out of town. Ask yourself, how connected do you want to be? Do you want to completely disconnect from everything for the time you will be out of the office? Some business owners might have more of a choice in this decision depending on how many employees they have on staff. 

Unplug

Can you unplug completely while you are on vacation? If not, decide how much contact you want while you are away. Will you check and respond to emails or texts in the morning and the evening? Or is it more realistic to be available for an hour every day? Whatever you decide, making these decisions ahead of time will give you the best opportunity to really relax and decompress.

Delegate your work

Put a plan into place as far in advance of your time off as you can. 

Is there one person who can handle all your usual daily tasks? Can tasks be divided between team members, so you don’t overload one person? With clear instructions and trust in your team, it’s reassuring to address any potential issues that might come up while you are out of the office. You may want to even think about whether any responsibilities and projects you are working on could be put on hold until your return. 

If possible, it’s beneficial to have a second-in-command who can make decisions on your behalf when you are on vacation.

Let important clients know you will be on vacation

If your business demands you to stay in regular contact with your clients, make sure you give them advance notice that you will be out of the office. Being proactive gives you time to work out any potential issues together before you go. It also makes your clients feel valued and important to your business. Let your clients know who their main point of contact will be while you are out of the office – this will certainly give them the peace of mind they need while you are away. 

Enjoy yourself

It takes a lot of planning and work for any business owner to go on vacation – it can be exhausting. Thoughtful planning needs to go into your planning when you want to take a vacation and the more you can look ahead and put plans into place for how things will run of while you are away – and who will be responsible – the more you can relax, clear your mind, and let go of any guilt you might feel for being away.

You deserve some Me Time! Be kind to yourself and take that well-deserved vacation. I highly recommend it! 

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In today’s fast-paced, intense business world, executives and business owners are constantly multi-tasking. As demands on time and energy increase, it’s essential for executives and business owners to prioritize tasks and focus on strategic decision-making and the growth of their company. One of the most effective ways to achieve this balance is through the power of delegation, specifically, delegating to a capable Executive Virtual Assistant (EVA). To this point, here are a few ways delegating will contribute to the success of a business:

Leveraging Expertise
By delegating tasks to an EVA, executives and business owners can tap into a wealth of specialized skills and knowledge. EVAs are trained professionals who possess expertise in administrative, organizational, and technical areas. Entrusting responsibilities to an EVA allows executives to lean on their capabilities and ensure that tasks are handled efficiently, allowing business owners more time to focus on strategic planning and high-value activities that directly impact the growth of the business.

Time Optimization
Time is a precious resource, especially for busy executives. Time is something you can never get back. Delegating time-consuming tasks to an EVA frees up valuable time that can be redirected towards crucial business operations. By handing off administrative duties, scheduling, travel plans, and other tasks, executives can focus on core strategic planning, building relationships, and exploring new business opportunities.

Enhanced Productivity
Delegation empowers executives and business owners to achieve greater productivity and accomplish more during the course of their day. When responsibilities are delegated to an EVA, it allows for a broader distribution of workload and faster task completion.
EVAs are skilled at multi-tasking and managing priorities, guaranteeing that projects are completed efficiently. With increased productivity, more goals will be achieved, more deadlines will be met, leading to a more successful business.

Focus on Core Competencies
Every executive and business owner has their own strengths and core competencies that play a part in their success. Delegating non-core tasks to an EVA allows executives have more time to concentrate on strategic planning, decision-making, and business growth.

Improved Work-Life Balance
Work-Life Balance is something all executives and business owners strive to achieve and one of the most important benefits of delegation. The demands of running a business can be overwhelming, often tapping into personal time. By offloading tasks to an EVA, business owners can begin to reclaim their personal time, reduce their stress levels, and begin to lead a healthier lifestyle. Having a work-life balance will increase focus and productivity during work hours, while keeping their business on the path of success.

The Power of Delegation – it’s a powerful skill that involves trusting, taking a leap of faith and having the confidence in the ability of others. It may feel like you are losing control, uncomfortable or overwhelming, but just think how empowered you will feel when you have the time to focus on business initiatives that position your business for long-term success.

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