Episodes

  • How to Create an Online Course for Free with Chris Badgett Want the transcript? Download it here. In this episode, Barbara Turley speaks to Chris Badgett of LifterLMS about the process of creating your own online course and membership sites, and how this will help you and your business especially in the middle of a global crisis.Some key points include:Getting your course ideas out of your head and actually creating themThe minimum tech stack needed in order to start an online course or membership siteTaking advantage of the current crisis and developing your business online Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.  In this episode:02:11  How to create an online course for free06:22  SCIDL Method09:58  How to avoid getting stuck with the Tech Stack13:13  Taking advantage of the current crisis17:20  What does it mean to Pivot your Business18:30  Having the right Business Mindset this crisis19:44  Wrapping things up   Intro: Do you find yourself running out of time to accomplish your work? Are you spending time doing things that you're not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show. We bring the inside scoop on outsourcing success for entrepreneurs, by entrepreneurs. And now, here are your hosts, Matt Malouf, and Barbara Turley. Barbara Turley: Welcome everyone to today's episode of the Virtual Success Show podcast where today I am joined by Chris Badgett, who I've had on the podcast before, who's the founder of the LifterLMS membership site plugin. And we're here today to talk all about membership sites and why now is the best time ever for you to get your course out of your head onto a learning management system. Like something like Lifter and get it out to the world so obviously, I'm Barbara Turley, your host of the Virtual Success Show podcast and founder of The Virtual Hub. Chris, welcome to today's show. Chris Badgett: Thanks for having me, Barbara. I'm really excited to get into it with you today. Barbara Turley: Yes, so look, you know, I know loads of people over time have always wanted to create membership sites, online courses and you know as well as I do that people get stuck not just with getting the course out of their heads but getting it onto the platforms, the tech stops people and usually business stops people in that you're running the day to day running of your business stops you, so now is the best time I think, for a lot of businesses to try to pivot fast and go this route. We'll talk about kind of the best businesses that can do that in a minute but I was really inspired by your- recently you did a four day course creation boot camp, I think you'd call it online and with the idea of to help people to get a course out of their heads, get out of the weeds and actually get the course created. Can you give us the short and dirty version of how do we do that? And how do we make it less overwhelming? Because it's quite overwhelming to do it. How to Create an Online Course for Free Chris Badgett:  Yeah, well, first, I just want to acknowledge the huge problem and this isn't a new problem because if you think about it, if you're watching this right now, just raise your hand or smash the like button or whatever, if you have ever thought about writing a book, but you never actually wrote the book. This kind of- this is an age old problem right here too, with creative entrepreneurs and people who want to innovate and are really passionate about a topic or helping a certain type of person. So I see unfortunately, a lot of people get stuck in the weeds of like they're looking at the mechanism, they're looking at the course or the membership site, or the coaching program that they're going to put on the internet and they're really focused on it. But then there's this giant gap between, "Alright,

  • Office to Remote: The Tech Stack for a Seamless Transition with Peter Moriarty Want the transcript? Download it here. In this episode, Barbara Turley speaks to Peter Moriarty of itGenius and discusses the how-to’s of setting up your company fit for a virtual environment. They talk about creating the right systems and processes in order to effectively manage a remote team.   Some key points include:The tools that you need in order to have a great task and communication flow in your business.Challenges working in a virtual environmentWhy you should eradicate emailsWhat does it mean to have the right mindset shift  Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.  In this episode:02:02 Roadblocks when setting up Cloud Based System04:30 Important G Suite features07:40 Task Management, Systems and Processes 11:58 Working in a Virtual Environment15:22 Why Task Management by Email never works19:21 Tips in getting through this remote setup successfully26:28 Remote Business Playbook28:09 Wrapping Things Up  Tools Mentioned:AsanaTrelloPodioG SuiteDropboxZoomSkypeSlackZapierOntraportActive Campaign  Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you’re not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now, here are your hosts Matt Malouf and Barbara Turley.  Barbara Turley: Hey, everyone, welcome back to another special edition episode of the Virtual Success podcast where we're now taking it live online to cope with this COVID-19 crisis that we're currently all in right now. Today's guest, I'm talking to Peter Moriarty from itGenius and he's given me so many tips already before we've even started this show. But really what I want to talk about is so many companies have been scrambling to try to move people into a remote or work from home situation over the last few weeks. Me included, I at The Virtual Hub had to move 110 staff very quickly into work from home situations and it was something apart from the issue of not having computers, the actual online or the systems, part of it was very easy because I had actually set it up that way. But I know a lot of companies have been scrambling trying to do this and not really getting it right. So, Peter's here with us today to talk specifically about how to set your company up to make sure that the next time, hopefully, we never have to do this again. But if you do, you can move fast and that your systems are portable. So Peter, welcome to the show. Thank you so much for joining us.  Peter Moriarty: Thank you so much for having me. I am thrilled to be here.   Barbara Turley: So to kick off, can you tell me, I'm sure you see this all the time in your experience with working with companies. A company who comes to you and wants to be more cloud-based or wants to be more nimble in terms of moving people around, what are the major roadblocks and problems that you see in their setup? To kick off.  Roadblocks in Setting Up a Cloud-Based System  Peter Moriarty: Yeah, I'd say it's always people. But people are always the roadblocks. It's either processes that are in place, or ways of thinking they're in place, which are the biggest blockers. And technology change requires people change. And so when you're going through a process of you know, everyone's been through a bad technology change at one point in their life, whether that was you know, working in corporate and having someone implementing your system without training people properly, or just, you know, switching from a PC to a Mac, and the first couple of days, kind of not knowing where the buttons are, you know, the frustration and the the fear, it's not just a fear of change for stop, but it's certainly, you know,

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  • Scaling up the Delegation Game with Nigel Bennett, Co-Founder of Aqua-Guard Spill Response
    Want the transcript? Download it here.
    In this episode, Barbara Turley speaks to Nigel Bennett of Aqua-Guard Spill Response about how to delegate effectively, how to grow your team, and avoid Business Owner Burnout.
     
    Some key points include:

    The importance of having a business coach
    How to manage business owner burnout
    Why you need to invest time and energy in training your people
    The importance of systems and processes in your business

     
    Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.
     
    In this episode:
    02:18  Aqua-Guard Spill Response

    05:52  Business Owner Burnout

    11:38   How to Delegate more effectively

    18:38  Organic Growth in your Business

    19:58   Processes and Systems 

    21:12   The importance of Life Rhythm in your Business

    27:35  Who should manage the people and the teams in your Business

    28:38  Keeping in touch with your team during this pandemic

    32:19   Nigel’s experience with Burnout Business Owners

    37:19   Fight, Flight, or Freeze

    40:34  Final thoughts

    42:23  Wrapping things Up

    Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you’re not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now, here are your hosts Matt Malouf and Barbara Turley.

    Barbara Turley: Welcome everybody to another episode of the Virtual Success Show podcast where I'm your host as always Barbara Turley. I do co-host this show with my co-host, Matt Malouf, who's not with us today. But my guest today, I'm joined by Nigel Bennett, who is the co-founder and owner of Aqua-Guard Spill Response. And also because I want to mention your book, also author of the book, "Take that leap, risking it all for what really matters" and he's also the founder of TruBeach. He's been a member of the entrepreneurs organization for 15 years, has won a whole pile of awards and not even gonna go into how many they are but I met Nigel on a mastermind call that I had the pleasure to be on a few weeks ago, when I heard his story about, how he has managed to not just delegate effectively, but has actually managed to remove himself pretty much completely from the day to day operations of his business. So Nigel, welcome to the show and thank you so much for joining me.

    Nigel Bennett: Hi, Barbara. Thank you so much. It's, it's the pleasure. Pleasure to be on your show. I'm in. I'm in Whistler here in British Columbia, and you're in Chamonix, I guess. And

    Barbara Turley: Yeah, we're both in the ski slopes but there's no snow, we're not allowed to ski

    Nigel Bennett: No snow and we can't go out, Yeah, I know.

    Barbara Turley: During this crisis time and you know, like it's been really great connecting with so many entrepreneurs at the moment during this crisis time that we're currently in. But Nigel, to kick off just give us the quick you know, Aqua-Guard Spill Response and what I love about this company and about me finally interviewing you, is that it's different from most of the types of businesses that we've had on the podcast or that I've been talking to in that it's kind of, it's way off the charts from what I would normally be doing in the digital world or whatever. So give us the quick synopsis of what it is.
     
    Aqua-Guard Spill Response
    Nigel Bennett: Yeah, we're an emergency response company. If you go way back, right out of high school, I was working for my father's environmental mapping company. And next day after high school I was I was on a plane down to Venezuela. And I live in Vancouver, and I'd never really been out of the country very much. So I was. I was doing overflights over Lake Maracaibo taking photographs of the coa...

  • How to Hire A-Players Consistently with a Streamlined Recruitment Process Want the transcript? Download it here. In this episode, Barbara Turley and her co-host Matt Malouf discuss The Virtual Hub’s recruitment process, what makes it different from others, and the secret to hiring A-players in your business.  Some key points include:The importance of having a great recruitment processThree key things to remember when recruitingHow to determine A-players from B and C-players   Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.  In this episode:2:39 The Virtual Hub’s Recruitment Process8:40 Recruitment Status in this Crisis11:05 How to avoid bringing in the wrong people14:20 Attitude vs Skill17:48 Three key fundamentals in Recruiting21:59 Wrapping things up  Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you’re not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now, here are your hosts Matt Malouf and Barbara Turley.  Matt Malouf: Hi, everyone and welcome to another episode of the Virtual Success Show where I'm joined by my co host, Barbara Turley. Hi, Barbara. How are you today?  Barbara Turley: I'm great Matt and you?  Matt Malouf: Yep, going really, really well... really well. Very excited to starting to see what we're coming out of lockdown through this pandemic that we've been going through and life is starting to get back to some form of normality. How is it on the; I'm in Australia today and your in France. How's it, how's things over in your neck of the woods?   Barbara Turley: Well, you know, I'm just excited too Matt because the restaurants are opening this week. So, you know, we're slowly opening up, but we can finally have a glass of wine somewhere else other than our house. So that's got to be a good thing. So but yeah, very slowly opening up, everyone wearing masks where we are. But I guess that's the right thing to do for now. But good to see us all opening up again.  Matt Malouf: And today's show, I wanted to actually spend some time interviewing Barbara, because we've been having a few conversations recently off air. And one of the most interesting things that we've been talking about is the recruitment process. And the hiring of VAs and how Barbara and her team are doing that process at the moment. But the, I guess, not just about the process, around, I guess the numbers behind how many VAs are the like you've got to go through or interview to get to a diamond and I wanted to share that with everybody today because I think it's an area of business that so many business owners struggle with, which is hiring a little and hiring their VA. So I wanted to spend some time just getting Barbara's insights and sharing that with you all today. So Barbara, I guess let's start with regards to hiring VA's and the like. What is the sort of process? Is it just a, do you just follow a traditional recruitment process? Or are you doing something a little bit different to test and find the right people?   The Virtual Hub’s Recruitment Process  Barbara Turley: Yeah, great question, Matt. Because, you know, a lot of people would have different definitions of what is the traditional recruitment process, I suppose in most people's head, that is put out a job ad, get a load of applications, look at a few resumes, narrow them down, interview a few people and pick the one you like the most. Over the years, you know, you start off doing that. But really and I know we did a full show on this, you and I before where I dissected out our recruitment process, and it is a lengthy process that we go through that involves a lot of metrics.  And it is very, we only bring in the relationship piece at the very,

  • Vital Business Cashflow Management with Matt Malouf
    Want the transcript? Download it here.
    In this episode, Barbara Turley is joined by her co-host Matt Malouf to talk about How to Manage Cash Flow in a Crisis and Lead your Business to Survival and come out Strong.
     
    Some of the key points include:

    What is cash flow analysis and how it is done
    How to survive in this crisis 
    The difference between a Bookkeeper, an Accountant, and a CFO
    The importance of numbers/data in your business

     
    Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.
     
    In this episode:
    02:06  Cashflow Analysis and Forecasting

    05:48  How to help business owners with their Cash flow statements

    08:48  Reacting vs Responding

    10:57   Importance of Cashflow analysis during this crisis

    18:39   90daycashflow.com

    22:03   Accountant vs CFO

    26:56   Importance of numbers in the business

    28:06   Wrapping things up

    Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you’re not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now, here are your hosts Matt Malouf and Barbara Turley.

    Barbara Turley: Hey, everyone, and welcome back to another episode of the Virtual Success Show where I'm finally rejoined again, I've managed to coax my co-host, Matt Malouf, back to join me on this show. I'm your co-host, Barbara Turley. Matt, thanks for coming back and joining us on the show again,

    Matt Malouf: No worries and yeah. So sorry, I haven't been, I've been so proud of all the episodes you've been doing and we should've been on there. It's just been one of those crazy times at the moment.

    Barbara Turley: Absolutely. I know if, we're you know, as we're recording this today. We're sort of right in the middle of this Coronavirus situation that's going on. But it's a very interesting time for the show Matt. And you know, the concept of remote working and virtual teams. And we've actually seen a massive uplift in people interested in actually the podcast. And the stuff we've been talking about for the last three years on this podcast has all of a sudden become even more important than ever before.

    So what I wanted to talk to, I'm getting Matt back on the show specifically to talk today about cash flow. It's not really a virtual team kind of topic, but it's important in the environment that we're in right now. And Matt, you've been out talking a lot about cash burn, cash flow forecasting, managing your cash and being lean in this environment, but not so lean that you can't come out strong. So I want to dig into this topic with you. First of all, let's start with talking about cash flow analysis and forecasting and watching your cash. Can you start at the beginning and talk to us about what do we actually do to do that? Because lots of us don't even know how to do that.
    Cashflow Analysis and Forecasting
    Matt Malouf: Let me start with I think the importance around cash flow is that it's more than just looking at your bank account. And I was, I did a presentation this morning. I think one of the biggest mistakes so many smaller, medium business owners make is their key report that they rely on in their business is an ATM receipt, to tell them what's going on in their business. And the reality is that cash in your business is like oxygen to a human, where you can only last a very short period of time without oxygen and in a business can only last a very short period of time without cash.

    And so, in normal practices, in normal and I'm using very common, as in normal times, we should be managing our cash flow. What does that mean, that means we should be predicting based on our leads and conversion, cash coming in.

  • To Pivot or to Pause with Jenny Blake Want the transcript? Download it here. In this episode, Barbara Turley speaks to Jenny Blake about the Concept of Pivoting. They talk about taking control of your business and recognizing the opportunities that are out there in the midst of the current global crisis.   Some of the key points include:How to pivot your business How far ahead should you plan when pivotingShould you pivot your business or should you hold off  Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.  In this episode:02:23 How to get the right mindset when pivoting05:11  How to listen more effectively08:55 Rising into a pivot from a negative mindset13:05  The Next Steps15:52  The Pivot Runway20:26 The Important thing about pivoting22:30 Final thoughts25:09 Wrapping things up Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you’re not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now, here are your hosts Matt Malouf and Barbara Turley. Barbara Turley: Hey everyone social medialand... Welcome to another episode of our special COVID-19 series of the Virtual Success Show podcast. I'm your host, Barbara Turley and today I am joined by somebody who has become somewhat of a friend. Jenny Blake is author of pivot, the book called “Pivot: The only move that matters is your next one” and she also hosts the podcast, Jenny what's the name of the podcasts? Jenny Blake: Pivot with Jenny Blake Barbara Turley: Yeah so welcome to the show, Jenny and she's here to talk to us today about this whole concept of pivoting, it's very easy to talk about it and everybody out there right now is talking about how in this crisis, that you know of course there's gonna be opportunity there's gonna be opportunity absolutely everywhere because in every crisis there is and those who know how to pivot, and those who can handle the pace of pivoting and pull it off can do quite well. From my own experience over the last what, we're five weeks into this whole thing, 5-6 weeks into this thing and what I have personally found difficult and I wanted to talk to Jenny about this today is, you know when you're coming out of saving your business in the initial stages of the crisis and then you have to try to shift very quickly into a different frame of mind, which is the creative side of yourself.   To try to pivot your business and get the animal spirits flowing again of entrepreneurship and it's hard to wake up every day and to try and get yourself into the right mindset to do it, when you've come out of kind of being you know, beaten over the head every day with your ops and trying to save your clients and save the business. So Jenny, welcome to the show and talk to us about you know, how do we quickly shift this mindset and how much of it is mindset, if you can talk to us about that.  How to get the right mindset when pivoting Jenny Blake: Well there's so much that you said there and I think one thing is giving ourselves permission to be on this roller coaster and have, that's really one we do train for us entrepreneurs, is that exact journey, that exact roller coaster, but right now during a global pandemic, a crisis, the volume to such metaphors, the volume on that station just got turned all the way up to a ten. So we're gonna, I feel that the highs are high and the lows are pretty low and what you described Barbara is so important is, I don't know about you but I also, simultaneous to all the stress I felt a lot of adrenaline tried to navigate every single day these first five weeks and I do a lot of keynote speaking and traveling for work, all of that was canceled, not all of it went straight to virtual.

  • The Power of Podcast Marketing with Interview Valet Founder Tom Schwab
    Want the transcript? Download it here.
    In this episode, Barbara Turley speaks to Tom Schwab of Interview Valet about the rising relevance of podcasts especially with the current global crisis and the opportunities podcasts present to business owners everywhere.
     
    Some of the key points include:

    How to leverage your business with podcast and podcast guestings
    When to become a podcast host and/or a podcast guest.
    How to repurpose old podcasts in order to get more traffic and attract more listeners.

     
    Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.
     
    In this episode:
    02:09  Why Podcasts are a brilliant marketing strategy

    04:10  How to capitalise on Podcasts

    06:39  What makes a great podcast guest

    09:17  How to be different with Podcasts

    12:16  Content amplification and repurposing

    15:11  Growth of the podcast industry

    18:46  Wrapping things Up

    Intro:  Do you find yourself running out of time to accomplish your work? Are you spending time doing things that you're not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the virtual success show. We bring the inside scoop on outsourcing success for entrepreneurs, by entrepreneurs. And now, here are your hosts, Matt Malouf, and Barbara Turley.

    Barbara Turley: Hey, everyone, and welcome back to another episode of the virtual Success Show where we are streaming live now online for our episodes of the show. I'm Barbara Turley, your host, I co-host this show with my good friend Matt Malouf. And today we're here to talk about the very topical topic right now of podcasts and I'm joined by, good friend and someone I work very closely with, Tom Schwab from Interview Valet, who is the go to guy if you want to be talking about podcasts, you know, getting on podcasts, getting guests on your podcast. Welcome to the show, Tom, thanks for joining us today.

    Tom Schwab:  Barbara, I am thrilled to be here. And there's a lot of problems in the world. But there is no better time to be alive. We look at the technology that we have. And still, we can reach customers around the world.

    Barbara Turley: Absolutely, yes. So you know, like, guys, you guys watching the Facebook Live, you know that we are in a major crisis right now. There are many crises that happened throughout time. I have to say I was thinking today to myself, I'm old enough now to say that this is not my first rodeo with crises like this. We've had the 2008 financial crisis, we had the tech bubble collapse, and in my career, I've been through a couple of these. So it's every crisis brings its own challenges, but I always feel that they're crises nonetheless and some things that we do in business are the same. Now in this particular situation that we're in right now. I feel podcasts are really gonna be it. So Tom, talk to us about, first of all, why podcasts, in general, are a brilliant marketing strategy for any business right now. But also why now specifically.
     
     
    Why Podcasts are a brilliant marketing strategy
    Tom Schwab: Well, the way I look at it is that every business's biggest problem is obscurity, right? There are millions - thousands, millions of customers that you could serve right now, with your current product, your current offering, your current service. The only problem is they don't know you exist. Right now a lot of people talk about breaking through the noise.

    Honestly, I think that's like adding to the noise, right? The idea that I'm going to yell and somebody's gonna hear me, I think is laughable, right? So, if I can get in on the conversation that my ideal customers are already listening to, that's golden. If I can get introduced by somebody that is a trusted resource, a trusted friend of theirs, that's golden. And really, that's what podcasts and especially podcast interview marketi...

  • Do I Need a VA and a Bookkeeper?
    Want the transcript? Download it here.
    In this episode, Matt and Barbara speak to Bean Ninjas founder and CEO, Meryl Johnston about why it's so important for companies to have a strong financial team, what that team needs to look like, and why financial reporting tools are the key to business stability and growth.
     
    Some of the areas covered include:

    Meryl’s journey from a consulting firm to global, systemized, online business and the perils behind bringing in virtual contractors before you have your processes in place.

     
    Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.
     
    In this episode:
    1:50 Xero as a Platform

    2:38 Aspects of Utilizing Virtual Teams

    4:50 Boundaries

    5:12 Key Roles Within the Finance Team

    8:21 Cost-Effectiveness Medium

    10:14 Bookkeeping Role vs VA Role

    12:55 Differences with Bookkeepers and VAs

    15:11 Stop Doing Book

    16:42 Xero Cleanup

    19:29 Reporting Practices

    20:53 Where to Start

    22:10 Building Skillsets

    23:22 Next Steps

    Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you’re not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now here are your hosts Matt Malouf and Barbara Turley.

    Barbara Turley: Hey everyone, and welcome back to another episode of the Virtual Success Show. Where we dissect everything you need to know about how to outsource, how to get the right team members into your business, and how to do it all in the right order. Because today's show we're going to be dissecting a very common problem, and I'm going to be sharing a big trap that I fell into myself. But of course today I'm joined by my cohost, Matt Malouf. Hi, Matt! How's it going?

    Matt Malouf: I'm well, Barbara, and yourself?
    Xero as a Platform
    Barbara: I'm great, thank you. And I'm pretty excited that on the back of last week's show, we invited Meryl Johnston, who's the founder and CEO of Bean Ninjas back to the show to dissect this particular problem with me. So Meryl, welcome back to the show.

    Meryl Johnston: It's great to be back. Thanks.

    Barbara: So guys, I was chatting with Meryl after we interviewed Meryl around the growth of Bean Ninjas and her experience around managing a global virtual team. Because obviously, that's the genesis of this show. But in chatting after the show, I was sharing a story that I... A trap I fell into myself around using Vas, bookkeepers, accountants. And in the very early days, not that long ago, really, I decided in my wisdom that if I had Xero as a platform, which is your, you know the platform that everyone's using I guess globally for bookkeeping and accounting. And a good VA that I could show a few tricks of the trade to, that then I wouldn't need a bookkeeper.

    And I went that route, and needless to say it blew up in my face. Let's just put it that way. After a couple of years, and really cost a lot of pain. It wasn't the VA's fault. It was just a whole host of problems. And Matt, I'm sure as a recovering accountant yourself, this is making you chuckle because I'm sure you see this a lot.
    Aspects of Utilizing Virtual Teams
    Matt: I do. I do. You know, I think it's interesting. Barbara, you and I have talked about this in many aspects of utilizing virtual teams, but find it, yeah. People's expectations of that whole concept of the super VA that can do everything is still very, very prevalent in today's society, business community.

    Barbara: Absolutely. And you know, actually, I am still recovering, honestly, from that mistake myself. I was quite badly burnt. All my own fault. Completely and utterly my own fault. And Meryl, that's kind of what led me to your company in the end, to go, "Oh my God.

  • How Bean Ninjas CEO Meryl Johnston Built A Global Virtual Powerhouse
    Want the transcript? Download it here.
    In this episode, Matt and Barbara speak to Meryl Johnston, the CEO, and founder of Bean Ninjas.
    Some of the areas covered include:

    Meryl’s journey from a consulting firm to global, systemized, online business and the perils behind bringing in virtual contractors before you have your processes in place.

     
    Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.
    In this episode:
    1:20 Meryl Johnson the founder and CEO of Bean Ninjas

    3:38 The power of systems and processes

    4:29 Building a business to scale

    8:38 Key Tools or Methods to manage your team

    10:24 Wrike

    12:06 Systems, tools, and Processes as the front driver

    13:30 The Strength of the machine

    14:01 Team Meetings

    17:07 Concept of the Lunch and Learn

    18:02 Virtual Christmas Celebration

    20:43 Local knowledge vs Overseas Knowledge

    24:39 Training Guide Procedures

    29:27 Highlights of the show

    33:14 External Leverage

    35:09 Top 3 Learnings working with Virtual Team

    Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you’re not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now here are your hosts Matt Malouf and Barbara Turley.

    Barbara Turley: Hey everyone and welcome to another episode of the Virtual Success Show. I'm joined by my co-host Matt Malouf as always. Hey Matt.

    Matt Malouf: Hey Barb. How are you?

    Barbara: I'm good. And you?

    Matt: I'm excellent. Yeah, I'm enjoying a sunny day here in Sydney after what's been a very, very wet sort of week down here.

    Barbara: Yes, unusually so for Sydney. But the Sydney sun is back, which is awesome.

    Matt: It is, it is.

    Barbara: Yeah. So we're back, guys, doing one of our interview series, which we love doing. We love when we find interesting business owners that are building virtual teams and can really add value to our listeners and to ask quite frankly about how they're doing things. So today's guest is someone who's become somewhat of a friend of mine, Meryl Johnston, and she is the founder and CEO of Bean Ninjas, which is a bookkeeping, financial reporting, and education business. She's also a chartered accountant. She's host up her own podcast, the Bean Ninjas podcast, which I definitely can recommend listening to. And she's also a big surfer living on the Gold Coast, the beautiful Gold Coast here in Australia. So welcome to the show Meryl.
    Meryl Johnson the founder and CEO of Bean Ninjas
    Meryl Johnston: Hi Barb. Hi Matt. Great to be here.

    Barbara: Good. So listen, why don't you just give us the quick rundown, Bean Ninjas. What is it? Why did you start it?

    Meryl: Well, Bean Ninjas is a bookkeeping and financial recording business, and before starting Bean Ninjas, I was running a consulting firm, not very cleverly named MCJ Consulting, my initials. And I was doing project accounting work and quite quickly found the business difficult to scale. It was hard from a cash flow perspective, with project work being lumpy, and it was difficult to build a team. And I looked at some other business models out there and the kind of business that I wanted to build, which was recurring revenue, it would have processes so I could scale the business and I wanted it to have global potential. And then I looked at my skill set, which is accounting and thought about how I could marry the two together, my skill set and the kind of business that I wanted. And that's where Bean Ninjas was born.

    I founded the business with a co-founder who had a similar vision of creating a global business and a business that we could run from anywhere in the world. So that was where it started.

  • The Quick and Effective Way To Assess The Success Or Failure Of My Virtual Assistant  Want the transcript? Download it here. In this episode, Matt and Barbara talk about the quickest way to assess your Virtual Assistant whether they're working out for you or not. Some of the areas covered include: The challenges of assessing an offshore VA, identifying the key areas you need to assess! Reviewing your onboarding procedure to make sure you are setting your VA up for success in their role. Continually reviewing and refining your processes. Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group. In this episode:1:18 How do you assess your Virtual Assistant?1:52 Biggest Challenges to Assessing Your VA3:10  Identifying your Key Areas6:55 Delivering Feedback in An Effective Way7:42 Identify KPI ‘s8:14 Assess Your Onboarding Procedure10:17 Feedback12:35 The Stop Doing List14:46 Role Expectations and Communication16:04 Monthly Assessments Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you're not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now here are your hosts Matt Malouf and Barbara Turley. Matt: Hey everyone, and welcome to another show of the Virtual Success Show where I'm joined by my co-host, Barbara Turley. Hey Barb. Barbara:  Hey Matt. How are you today? Matt: I'm really well, and yourself? Barbara: Good, thank you. Excited about our topic that we're going to dissect into today? Matt: I am, I am. As always, meetings before the show are always interesting conversations and topics just pop up. This one, it was funny. We were halfway through a conversation, Barbara and I, and we went, "This is a show, let's start recording." So we did. Barbara: So here we are, to dissect what the problem I presented to Matt is…  How Do You Assess Your Virtual Assistant? Matt:  And it is. I think one of the questions I get asked regularly is how do I assess or measure the success or failure of my virtual assistant? How do I know whether they're doing well or not doing well? It's a really interesting topic. I think there's many many different ways you can do this. But what we wanted to do today was open a discussion between Barbara and I because we were talking about this beforehand, and then we share some insights into this. I think one of the biggest challenges when trying to assess your virtual assistant is making it really complicated and then therefore hard to measure and be transparent. When you try to measure the success or failure of a role, you've got to make it really easy and transparent for both you and the persons you're assessing to understand how they're doing. There should be no surprises. Biggest Challenges to Assessing Your VA Matt: The way that I've done this over the years with the virtual teams and even local people that I've had working with me, I create a list of the things that they are responsible for. For instance, they may be responsible for managing my calendar, managing my emails, booking hotels, booking travel. One for Barbara and I is the podcast, so actually taking the recordings and producing the show. You need to create a list of all of the key areas or key responsibilities that your VA has. What you then need to do is you need to get them to score themselves, let's say it's a scoring system out of five, and five is that they are completely competent, confident, and do this task exceptionally well, and one is that they're a novice at it, that they really don't know what they're doing and are struggling with it. Identifying your Key Areas Matt: You get them to assess themselves in each of those areas as a score out of five. What you then do separately is you take the same list and you scor...

  • How to Get Success Working With A VA Outside of Your Timezone
    Want the transcript? Download it here.
    In this episode, Matt and Barbara talk about how to avoid frustration with Virtual Assistants who work in different time zones as you and how to keep everyone accountable.
    Some of the areas covered include:

    Tools to use for tasks and reporting
    Frustrations most business owners feel when their VA works in another country

     
    Let us know in the comments below what your key takeout has been from this episode or why not join the continuing conversation over in the Virtual Success Facebook Group.
    In this episode:
    2:27 Timezones

    6:21 Setting parameters and direction to avoid feelings of frustration

    9:12 Loom and Asana

    9:30 Designing a system that works

    10:32 Stand up

    15:06 Creating documentation for recurring tasks

    18:21 Time, Patience and Attention to Detail

    Intro: Do you find yourself running out of time to accomplish your work, are you spending time doing things that you're not that good at? There are effective ways to outsource these tasks so you can focus on your business. This is the Virtual Success Show, we bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs. And now here are your hosts Matt Malouf and Barbara Turley.

    Barbara Turley:  Hey everyone and welcome back to another episode of the Virtual Success Show where I'm again joined by my co-host Matt Malouf. Matt, how's the going?

    Matt: It is. It is, and I had to think about that because we normally do these recordings in the morning but it's—

    Barbara:  Great, thanks. And as always we've come up with a fantastic topic again today that we think the listeners, you guys are gonna really love, common problem. I love how when we're just chatting in the planning of the show, we just come up with all these ideas that just come from our experiences with clients and, Matt you with coaching clients, me seeing people getting VA's, brings up the most interesting stories for us.

    Matt: Absolutely, and I'm really excited about today's show.

    Barbara: Yeah, so a common one and something that did come up for us recently, and I know a lot of people in the Virtual Assistant, virtual team game out there globally would have this problem, is how do you get success when you're working with a virtual team or a Virtual Assistant that is not in your time zone?

    So for example, you're in the US working, your business hours and you have a VA in the Philippines who works their business hours. So therefore, it's in the middle of the night for you, which sounds like the Holy Grail because the idea would be that you wake up in the morning, and all these amazing tasks have been completed overnight.

    But often we find that, while that does seem like the optimum solution, it doesn't always work out that way. So, Matt, I'm sure you've seen this with people who have offshore VA's and overseas contractors.

    Matt:  Absolutely, and I'm, and I'm like, I've even seen it to the extent of where Australians are working with Filipinos where there's only a couple of hours time difference. Don't get this right. So its-

    Barbara:  There's a couple of extra tricks I think to getting this right. The…

    Matt: I agree.
    Timezones
    Barbara: I think all of the things that we talk about on this podcast all still hold very true. But when you're working different shifts and different time zones from each other, you almost need to like crank up the fuel on all the things that we talk about and you need to be extra vigilant with so many things.

    Of course that means, using things we always talk about, project management tools like, Asana or Trello, whatever, using Slack effectively, making sure that you've got really detailed processes and task lists, et cetera. But there's a little bit more to it than that, isn't there Matt, to get this right?

    Matt: Absolutely.

    Barbara: Yeah, so we had a case of this, the reason this is an interesting one for us.

  • 3 Crucial Tech Tools to Guarantee Success with VAs
    Want the transcript? Download it here.
    In this episode, Matt and Barbara speak about the 3 most crucial tools you must have in your business to guarantee success.
    Let us know in the comments below what your key takeout has been from this episode or why not join the continuing conversation over in the Virtual Success Facebook Group.
    In this episode:
    1:25 - Technology that is crucial to succeed in your business

    2:58 - Tool Number 1: Project Management

    9:25 - Tool Number 2: Effective Communication

    17:49 - Tool Number 3: Data Management

    22:40 - Why having processes is also crucial to your business

    23:40 - Benefits of these tools

    24:26 - Bonus Tech Tool

    27:03 - Wrapping Up

    Tools Mentioned:

    Asana

    Basecamp

    Trello

    Slack

    Zoom

    Skype

    G Suite/Google Drive

    Dropbox

    Loom

    Intro: Do you find yourself running out of time to accomplish your work? Are you spending time doing things that you are not that good at? There are effective ways to outsource these tasks, so you can focus on your business. This is the Virtual Success Show. We bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs, and now, here are your hosts, Matt Malouf and Barbara Turley.

    Matt Malouf:  Hey, everyone. Welcome back to another show of the Virtual Success Show where I'm joined by my co-host Barbara Turley. Good afternoon, Barb.

    Barbara Turley:  Hey, Matt from sunny Sydney. Is it sunny where you are in Sydney today?

    Matt: It is. It is, and I had to think about that because we normally do these recordings in the morning but it's—

    Barbara:  I know. It's nice to do it in the afternoon.

    Matt:  It is. It certainly is. How's everything going?

    Barbara:  Good, great. We're heading into a nice time of the year here, my favorite time of the year in Sydney. The weather gets a bit cooler, which is good. But excited about today's topic. I love how we pow-wow and come up with these problems that we see across business coaching and in what I do in outsourcing and gel them together and come up with these great topics. So what are we gonna talk about today, Matt?
    Technology that is crucial to succeed in your business
    Matt: As Barb and I were preparing, we were talking about the technology that's crucial to succeed and win when you're working with your virtual teams. I think there's so much technology at our fingertips these days and so much advice around, you should use this, you need to get that, you need to integrate it with this, it can be very, very confusing for many of us. I know technology is not something that has come naturally to me. It's something that I've had to learn and train myself with. But the key is that there are some crucial pieces of technology that you must adapt and adopt in your company to succeed with virtual assistants.



    Barbara:  Definitely. I mean, I echo those thoughts. You know, Matt, I'm someone who is into technology and I love integrating systems and everything, but my love of simplicity is bigger. Even though I love tools, I actually have very few. We recommend strongly that clients stick to a few key things. It was great when we were discussing this today to actually come up with three. There's lots of things we could talk about, but there are three that we would describe as the non-negotiable. If you want to get success with a VA or a virtual team, or, honestly, even if you have a company that just has a lot of people, there are three non-negotiable tech tools and setups that we've isolated to make this work.

    Matt:  Absolutely.

    Barbara: Let's kick this off, Matt.
    Tool Number 1: Project Management
    Matt: Okay. The number one that Barb and I were discussing was you need a project management tool. It may be a tool like Asana, Basecamp, Trello, or the like. Our preference and what we both use in our respective businesses, and I know Barb you highly recommend it with all of your clients, is Asana. What's the experience that you and your team have had arou...

  • How To Successfully Recruit The Right VA
    Want the transcript? Download it here.
     
    In this episode, Matt and Barbara talk about the importance of recruiting the right virtual assistant for your business.
     
    During this episode, we talk about the in-depth process you need to have when recruiting from Overseas.
     
    Some of the areas covered include:

    Barbara's personal recruiting process
    Why taking your time during the hiring process pays off in the long run
    Why you need to define the culture of your business so you can identify the characters that will thrive in your workspace
    Why it's important to have strong systems in place for your staff

     
    Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.
     
    In this episode:
    1.17 - Recruiting the right VA

    3.23 - Biggest fears around hiring an offshore VA

    4.05 - Barbara's personal recruitment process

    5.18 - Steps to successful recruiting

    14.58 -Why a trial period is so important

    15.43 - Hiring an expert to recruit your staff

    18.02 - staff character and work culture

    25.27 - Local insights into what’s important when hiring a VA from the Philippines

    27.10 - Recapping of the major steps

    27.59 - Wrapping up

    Intro:  Do you find yourself running out of time to accomplish your work? Are you spending time doing things that you're not that good at? There are effective ways to outsource these tasks, so you can focus on your business. This is the Virtual Success Show. We bring the inside scoop on outsourcing success for entrepreneurs by entrepreneurs, and now, here are your hosts, Matt Malouf and Barbara Turley.

    Barbara Turley:  Hey, everyone and welcome back to another episode of the Virtual Success Show where I'm joined by my co-host Matt Malouf. Hey, Matt, how's it going?

    Matt Malouf:  Excellent, Barb. And yourself?

    Barbara: I'm good. Now, where in the world are you today? Because I know you're traveling a bit at the moment.

    Matt:  I am. I'm in the beautiful sunshine coast of Queensland ...

    Barbara: And is the ...

    Matt: ... up in Noosa.

    Barbara: The weather?

    Matt: It is, it is. I went for a beautiful walk this morning along the river there and it's balmy and humid as Queensland is this time of year.
     
    Recruitment
    Barbara:  Yeah, Noosa is an amazing spot. Well, I'm based in my hometown of Sydney at the moment so it's kind of wet and windy here today. Today's show look, I'm really excited about today show because it's a topic that's close to my heart and it is we're gonna tackle the difficulty in getting offshoring right and specifically the difficulty about recruiting because that is literally the first step to get right. I know I hear it all the time with clients coming to our business who sort of say, look I tried, I failed, you know, how are you different? That's kinda what they ... They're burnt out from the experience of trying this and I know, Matt, you've had some stories like this as well.

    Matt:  Even just yesterday. A lot of the business coaching that I do we're obviously trying to help people grow their business but also increase their margins and their profits and so using Virtual assistants is one great way of doing that. Getting great people to do things. Yesterday I'm in a meeting and as soon as I broached the subject the callers like, "Stop." He actually put his hand up, stop. I've done it, it doesn't work for me. I looked at him and I was like, this guys been in business for a long time. I'm like, "What do you mean it doesn't? I've tried it, I've tried it, I've heard it all, I've read the books, it doesn't work for me."

    Barbara: Absolutely, yeah.

    Matt: I think what we want to really get out of this episode today is to dispel this myth because Barb and I have a belief that it can work for everyone. It's simple but not easy.

    Barbara: Yes, and I guess what I really want to show today, is you know, I'm running ... We've got almost 120 employees now in the Philippines and...

  • I Don't Know What My VA is Doing
    Want the transcript? Download it here.
    In this episode, Barbara and Matt talk to listeners about a common anxiety felt by many business owners who work with VAs - “I don’t know what my Virtual Assistant is doing” – and the strategies they can put in place to ensure they are always across tasks that their VA is working on.
     
    During this episode, we take a look at the importance of communication and the setting of clear expectations within your team, to ensure that business owners and their VAs always know what each other is up to.
     
    Some of the areas covered include:

    The importance of managing your team and flow of work
    Set clear expectations around what the deliverables are of each task
    How important project management tools are in keeping communication open and transparent
    Building solid systems within your business and ensuring you have the right systems and processes in place for your team

    Let us know in the comments below what your key takeout has been from this episode or why not join the continuing conversation over in the Virtual Success Facebook Group.
    In this episode:
    01:36 - “What is my VA working on?”

    02:17 - How do I manage my VA?

    02:45 - Set clear expectations

    03:57 - Use project management tools

    05:50 - Keep communication open

    06:58 - Set clear deliverables

    08:09 - Build a solid system

    10:58 - Have I got the right systems and processes in place?

    15:15 - Working within your ‘genius’

    17:08 - Refining your systems and processes

    20:58 - Wrapping things up

    Barbara Turley:  Hey everyone, and welcome back to another episode of the Virtual Success Show where I'm joined by my fabulous co-host, Matt Malouf. Matt, how is it going?

    Matt Malouf:  Excellent, Barb. How are you today?

    Barbara:  I'm good. Thank you. Loving doing this show as always. I'm always amazed of how many times we think we have no more topics to cover. Then, we go, "What about this question?" So many things to talk about.

    Matt: Absolutely, absolutely. We would come up with a list of I think half a dozen in the prep for this show.

    Barbara:  Exactly. I know. So, guys, what are the things we're going to talk about today on today's show? It's a very simple topic, but it's one I actually see quite a bit not just with clients, but people online talking about VAs, and the question that I get sometimes is... It's not really a question. More of an observation or a fear. "I don't know what my VA is working on," which is a tricky one. So, people feel a little bit almost disempowered because they feel like, "Well, I think my VA is working, but I don't actually know what they're doing." Now, Matt, is it just me, or do you hear anything similar in your coaching practice, right, your retreats, or any of your masterminds?
    “What is my VA working on?”
    Matt:  Yeah. It's very common. I hear, "I'm not clear or sure what they're doing," or it's, "How will I know if they're working all the time at their desk?" So, it's very, very common. Very common.

    Barbara:  Yes. Yes, and I think what happens is people start to feel, like I said, a bit disempowered, and then the fear comes in, and I even talked to our VAs about this actually. I say it's very important that you don't let yourself fall into this trap because the client in the back of their head won't be able to help themselves, but wonder, "What are they doing?" So, you got to try to be visible, and you got to try to be demonstrating what you're actually working on.


    How do I manage my VA?
    But at the same time, it does... I feel it comes back to the client and the way the client is managing their team and managing the flow of work that's going on in a business, which really is the responsibility of the owner or the person managing... You might have an operations person that's managing this. It's really their responsibility to know this kind of thing. So, Matt, what would you... As a coach, what's your take on this? What's your advice?
    Set clear expectations

  • Top 10 Tasks A VA Can Do For Any Business
    Want the transcript? Download it here.
    In this episode, Barbara and Matt share with listeners the virtual assistant tasks that they feel a VA can do to help you in your business.
    During this episode, we take a look at how every minute you can save in your business and put into a direct income generating task, or something else important in your life, is a minute that is valuable to you.
                                                                                           
    Some of the areas covered include:
     

    Calendar management – whilst this may seem like a simple task that you can do yourself, if you had your VA managing this for you, you gain valuable ‘minutes’ to spend on your business.
    Newsletter creation – this can be a timely exercise, so passing this task over allows you to focus on other important tasks, whilst making sure you have the ‘final sign-off’ on the newsletter
    Managing social media channels – this task can be quite tedious as different channels have different specs for text limits and image sizes.

    Let us know in the comments below what your key takeout has been from this episode or why not join the continuing conversation over in the Virtual Success Facebook Group.
    In this episode:
    02:37 - Task #1 – Research

    04:10 - Task #2 – Calendar Management

    05:54 - Task #3 – Formatting documents

    08:27 - Task #4 – File management

    09:16 - Task #5 – Create and send newsletters

    11:37 - Task #6 - Blog posting

    12:57 - Task #7 – Audio transcription

    14:35 - Task #8 – Manage social media channels

    16:56 - Task #9 - Reporting

    21:09 - Task #10 - Invoicing

    24:21 - Task #11 – Travel arrangements

    27:15 - Task #12 – Appointment confirmations

    29:04 - Wrapping things up

     

    Matt Malouf:  Hey everyone, welcome to another show of the Virtual Success Show where I'm joined by my co-host Barbara Turley. Good morning Barb.

    Barbara Turley:  Hey Matt, how are you today?

    Matt: I'm excellent. Yourself?

    Barbara:  I'm pretty good. I'm happy that my voice isn't sounding as husky as it was earlier because I have a bit of a cough at the moment, but yeah, good radio voice, good radio voice for today.

    Matt: Very good, very good. Well, I'm really excited about this show today for no other reason than its simplicity. And as Barb and I were preparing for today's show, we sort of were talking about various different topics and I sort of suggested why don't we just share…what are the top 10, or 10 easiest tasks that you could have a virtual assistant do for you. One of the regular questions I get asked as a business coach is, "Okay, you've given me this concept of a virtual assistant, but what would I have them do?" And so, what we wanted to do today was put a very simple show together just highlighting what Barb and I believe is the 10 easiest tasks you could have a virtual assistant do. And this can apply to any business.

    Barbara:  Absolutely. Yeah. I mean, I hear that a lot too, Matt. And I think sometimes it's sort of... I get a bit thrown off by that question because I'm so deep into the virtual assistant thing that I'm almost too far into it to kind of be able to get back to that simplicity again. So, when we were running through the list, it was actually you coming up with more of the top 10 simplest tasks than it was me. So, I'm even excited because I can now talk to other people about this when they ask me that question.

    Matt:  Yeah. I know, I know. And it's going to sound sometimes over simplistic when we go through this today. But honestly, these top 10 that we're going to give you, if you have somebody else do that, the time you'll save and be able to invest into other areas of your business, or in your life, for that matter, is just going to be phenomenal for you. So, let's rip into this. So, Barb, I think we had number one as getting a virtual assistant to do research for us.
    Task #1 – Research
    Barbara:  Yeah, that's such a great one because it can span so many different are...

  • How ManageFlitter's CEO & Founder Kevin Garber Gets Success with his Global Virtual Team
    Want the transcript? Download it here.
    In this episode, Kevin Garber, CEO & Founder of ManageFlitter shares some great insights into his own personal journey with virtual teams, including the benefits of tapping into global talent pools vs local talent pools.
     
    After developing ManageFlitter to satisfy a need of his own, Kevin has grown a highly successful company that has been built on the notion of ‘The quality of your team is everything!’.
     
    Some of the areas covered include:

    The quality of your team determines so much about the success of your company
    Why communication is so important, both written and face-to-face, within a virtual team
    Don’t make assumptions when it comes to ‘thinking’ you know what someone else wants or needs
    Souring the right people for your team and ensuring they are a good fit, both for the job and the culture of your team

     

    Let us know in the comments below what your key takeout has been from this episode or why not join the continuing conversation over in the Virtual Success Facebook Group.

     
    Resources mentioned in this show:
    www.manageflitter.com
    In this episode:
    01:50 - What is ManageFlitter?

    05:48 - Building the team

    07:36 - The quality of your team is everything

    09:20 - How to keep your team connected

    12:19 - Keeping the communication complete

    13:32 – Be clear in your communications

    15:08 - Eradicate assumptions

    16:54 - Bringing new team members onboard

    19:00 - Guidelines around communication

    21:32 - Sourcing the right people

    23:02 - Incentivizing your team

    25:46 - Offering your team flexibility

    27:20 - Wrapping things up

    Barbara:  Hey, everyone, and welcome to another episode of the Virtual Success Show, where I'm joined by my fantastic co-host, Matt. Hey, Matt. How's it going?

    Matt:  Good, Barb, and yourself?

    Barbara:  I'm well. I'm well. I'm really, really looking forward to today's show, because I love when we have a guest on, so as all the listeners know, we tend to try and find guests that are running large virtual teams so that we can actually get that sort of inside scoop from them on how we actually can get more success with this and what the benefits of it actually are. Today's guest, I'm really happy to welcome Kevin Garber, who is the CEO and co-founder of a fantastic tool called ManageFlitter, which I am currently trialling at the moment. We'll get into what that is in just a second, and he's also the host of the It's a Monkey Podcast, which talks all things tech, entrepreneurship, scalable business. Kevin, welcome to the show.

    Kevin:  Thank you so much for inviting me on. I'm excited to be here.

    Barbara:  Yeah, and I know, we've talked before you've got some great insights to share, I guess, around the journey with virtual teams and the benefits, I guess, of global talent pools versus more local talent pools and all that sort of thing. Before we kick off into that, give us the ManageFlitter story. What is ManageFlitter, and why should we care?
    What is ManageFlitter?
    Kevin:  ManageFlitter is a set of search filtering and sort tools that sits on top of your Twitter account, helps you work smarter and faster with Twitter. We have paid customers from over 100 countries, although the bulk, at the moment, in the United States, and the bulk of our users are people that use social a lot. They use Twitter a lot. They use our product to clean up their account. They use our product to grow their account with the right followers, to search for people tweeting about certain topics and to easily follow them in a compliant way that keeps Twitter happy and keeps your account in good shape. It's a nice set of tools for people that use Twitter a lot. We've been around since 2010. The tool was actually built internally first for myself, so I discovered Twitter on a trip to San Francisco. I can't remember, it was 2008 or 2009 and I started using Twitter quite a lot,

  • How Testimonial Tree is Scaling Their Business With a Virtual Team
    Want the transcript? Download it here.
    In this episode, special guest and founder of Testimonial Tree, Jason Dolle, shares with us how he is scaling his business with the help of a virtual team.
    Jason, who has an engineering background, started the Testimonial Tree to convert customer feedback and experiences into powerful tools that can help business owners grow their business, and in the process has grown a successful business of his own.
                                                                                           
    Some of the areas covered include:
     

    More about Testimonial Tree
    How Jason has grown his company by bringing the right people onboard at the right time
    The ways in which Jason communicates with his virtual team to keep everyone on a path for success
    The importance of planning now, for the future

    Let us know in the comments below what your key take out has been from this episode or why not join the continuing conversation over in the Virtual Success Facebook Group.
    Resources mentioned in this show:
    www.testimonialtree.com
    In this episode:
    01:49 - What is Testimonial Tree?

    03:26 - The power of stories

    04:34 - How Testimonial Tree started out

    06:55 - Funding helped grow the business

    09:00 – Finding the right people…

    11:49 - How do you run the company today?

    13:12 - What is your communications plan?

    18:54 - Have you had offshore staff?

    20:25 - Tips for building a SaaS company

    22:29 - Plan now for the future

    25:35 - How long does it take to integrate a new recruit?

    27:48 - Invest in your people

    30:43 - How do I use VAs?

    31:48 - Learn more about Testimonial Tree

    36:04 - Wrapping things up

    Barbara: Hey everyone and welcome to another episode of the Virtual Success Show, where I'm flying solo today without my co-host Matt, but I've got an absolutely fantastic guest that I'm interviewing. Jason Dolle, who's the founder of Testimonial Tree. The beauty about this particular interview today is that Jason's background, he was actually an engineer, who started selling luxury real estate on the side. One of his clients flew in on a private jet and bought a $4.4 million home, and then flew out the same day. And Jason thought to himself, "How on earth do I get this guy to give me a testimonial?" Because testimonials are so strong. To cut a long story short, basically, Testimonial Tree was born out of that. From an engineer, it's now doing million dollar annual recurring revenue and has 95,000 customers with a 95% retention rate. And Jason's running a team of 10 people and is here to talk to us today about the challenges of growing a SaaS company and growing a team at the same time. Welcome to the show, Jason.

    Jason Dolle:  Yeah, thank you for having me.

    Barbara:  Cool. So, listen, Jason, give us a little bit of background first on Testimonial Tree. What is it? It's obviously a SaaS product out there in the market for people to get testimonials. But give us a kind of a feel of what it is.
    What is Testimonial Tree?
    Jason: Yeah, it's sort of evolved over the years. It started about 2013. I built it for myself just to mainly get my, like you said that one customer for example, to get him to share a testimonial on social media, because at least in US here, your licenced to sell real estate in a certain state, and you can't really do a lot of stuff outside the places you're licenced. So I was trying to get him to share his experience in a place where I normally couldn't get. So social media was the easiest way to do it. And that's how it started. And it's evolved since then, but what happened after that experience you just mentioned, some real estate broker here got wind of it, and said, "Hey, we can use this thing if you pay us." And it's grown exponentially since.

    Barbara:  Oh, so you had a business. Actually, it's a bit like Virtual Hope.

    Jason:  Yeah.

    Barbara:  I call it my accidental business. I didn't mean to launch it.

  • The Stepping Stone to Hiring an Operations Director with Sarah Noked, OBM — Part 3
    Want the transcript? Download it here.
    During this episode, we take a closer look at the role of an Online Business Manager and whether this a seat you want to be filling in your own business.
                                                                                           
    Some of the areas covered include:
     

    Understanding the role of an Online Business Manager (OBM)
    The key differences between what a VA does and what an OBM does
    When you should consider bringing in an OBM to help you grow your online business
    Knowing when to replace an OBM with an Operations Manager

    Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.  
    This episode is the last part of a 3-episode series. You can listen to the previous parts here:

    Part 1: Do I need a VA, Project Manager or Operations Manager…or all three?
    Part 2: Right People, Right Seats, Right Time

    In this episode:
    02:12 - What is an Online Business Manager?

    04:58 - The difference between VAs and OBMs

    06:56 – When you should consider bringing in an OBM?

    09:25 - OBM versus having someone physically working next to me

    11:26 - Online presence vs. offline presence

    13:28 - Knowing when to replace and OBM with an Operations Manager

    15:05 - Choosing the right team member for the right stage of business

    19:19 - Having team members play to their genius

    20:50 – Sarah’s Top 3 Tips

    24:00 - Wrapping things up

    Barbara: Hey, everyone and welcome back to another episode of the Virtual Success Show where I'm joined by my co-host, Matt Malouf. Hey, Matt, how's it going?

    Matt: I'm excellent, Barb, and yourself?

    Barbara: I'm good, thanks. I'm good, thanks. I'm trialling out a new space today in Sydney. I'm at the beautiful WeWork Co-Working Space in Sydney recording this podcast.

    Matt: Very cool. Very cool.

    Barbara: For today's show, guys, we're going to do the third in a three-part series that Matt and I are quite excited about. The three-part series where we talk about VA versus project manager versus operations directions, or more of an operations manager. The first show we did, it's worthwhile listing to that, where we dissected each of those roles and where they fit in your business. In the second part of this three part series we looked at getting the right people in the right seats on the right bus. Sometimes you got the right people, but they might be in the wrong seats and that can destabilise things. Often you see people just getting rid of staff rather than just figuring out whether that is the issue. In this third part we really want to get into this operations project manager piece.

    Barbara: I've brought on a very good friend of mine and someone who helps me out a lot in my business too, Sarah Noked, who is a certified online business manager and trainer. She's one of only three people in the whole world who is actually able to train people to be online business managers. She runs an amazing agency of OBMs from Tel Aviv and she's joining us today, very early in the morning, from Tel Aviv. Hey, Sarah. How's it going?

    Sarah: Hey, I'm fabulous. Thanks for having me on.
    What is an Online Business Manager?
    Barbara: You're very welcome. Look, Sarah, to kick things off, can we just talk about ... You run OBMs which are online business managers. Let's just explain to the listeners, break it down, what is an online business manager? What's the sort of definition there?

    Sarah: Mm-hmm (affirmative). Mm-hmm (affirmative). Yeah, a great question that I get asked quite often. Basically, an online business manager deals with the management piece of an online business. Project management, people management, operations management, and resources management. You'll often find an OBM in the place working alongside the business owner where the business owner comes to the table with the "what". You know,

  • Right People, Right Seats, Right Time — Part 2 Want the transcript? Download it here. In this episode, Barbara and Matt take a closer look at some of the human resources roadblocks that business owners may come up against when taking on the task of growing their business. During this episode, we take a look at the importance of not only finding the right people for roles within your business but making sure they are the right fit for the role and bringing them onboard at the right time. Some of the areas covered include:  Understanding which seats you are going to need and when you are going to need themThe importance of mapping out your organisational chart and understanding not only where your business is now, but more importantly, where you want to take your business in the future – and planning for thisDeciding whether you have the time and resources to train up an existing employee or bring on board someone who already has the skills you’re looking for Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.    This episode is the second part of a 3-episode series. You can listen to the other parts here:Part 1: Do I need a VA, Project Manager or Operations Manager…or all three?Part 3: The Stepping Stone to Hiring an Operations Director with Sarah Noked, OBM In this episode:01:02 – Right people, right seats, right time02:14 – Right people04:24 – Skilled people vs training people05:58 – Right seats07:15 – Which seats you need to fill and when13:00 – Right time 16:13 – It’s easy to do and easy NOT to do20:18 – Wrapping things up Matt:  Hey everyone. Welcome back to another show of the Virtual Success Show. I’m joined today by my co-host, Barbara Turley. Hey, Barb. Barbara:  Hey, Matt! How’s it going? Good to do another show with you. Matt:  It certainly is, yeah. It’s such a beautiful winter’s day here in Sydney today. Barbara:  It is. Matt:  It’s clear blue skies and can you believe, 23 degrees in the middle of July, or beginning of July. Barbara:  I have to admit, I love… The Australian blue skies are just to die for. You get blue skies all the time, pretty much all the time here. It’s very rare that it’s not blue skies. I just love that. Right people, right seats, right time  Matt:  Certainly is. And it’s a really exciting day to be doing this topic as well, titled ‘Right People, Right Seats, Right Time,’ and this is a follow-on show from the last show we did where we talked about VAs or project managers or ops manager, which should you choose? And it was really interesting conversation that Barbara and I were having as we were preparing for these shows, and this topic sort of just popped out for us, because what we’ve been finding is so many of our respective clients have the mindset that they need to put people in their businesses to help them grow, but they’re not taking enough time to number one, choose the right people for what they need done. Secondly, putting them into the right roles or seats in the business, but also then it’s about the timing of all this, and that’s what we wanted to talk to you today. So, let me get started. Barb, right people. What’s your experience as far as right people in your business and some of the challenges you’ve had over the time? Right people  Barbara:  Yeah. So, look, a lot of the things that I share on this podcast I learned myself through the hard way and not having anyone really to sort of advise me on it, but I guess a lot of these things you do learn by experience. So, in terms of the right people, I think… Look, with VAs, I felt it was a bit easier for me, because I was very clear on that boundary of what a VA does and what a VA doesn’t do. Barbara: When I tried to… I had some VAs though that were very, very good and I realised I needed, sort of, project management help and I thought, “Well, they can do it. I mean, they’re really good. They’re great VAs and they’re on it,

  • Do I need a VA, Project Manager or Operations Manager…or all three? — Part 1
    Want the transcript? Download it here.
    In this episode, Barbara and Matt take a closer look at what really defines the role of a Virtual Assistant, Project Manager and Operations Manager and when you may need all three roles in your business.
    During this episode, we explore all three roles and the importance of business owners taking the time to delineate each role to ensure the lines are not blurred in order to avoid any problems arising.
    Some of the areas covered include:

    Understanding the skill sets required for each role and ensuring you have the best person for the job
    Determining whether your VA can confidently carry out the tasks you require or if you need to bring in a Project Manager and/or Operations Manager to fill the skill gap
    Planning for the future and ensuring you bring the right people onboard at the right time, and not when it’s too late
    The importance of seeing each member of your team as investment, rather than an expense

    Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.
    This episode is the first part of a 3-episode series. You can listen to the next parts:

    Part 2: Right People, Right Seats, Right Time
    Part 3: The Stepping Stone to Hiring an Operations Director with Sarah Noked, OBM

    In this episode:
    00:45 – Do I need a Virtual Assistant, Project Manager or Operations Manager?

    02:49 – What is a Virtual Assistant (VA)?

    04:38 – Common VA tasks

    04:56 – VAs managing social media content

    05:38 – VAs and content management

    06:18 – General VA tasks

    08:07 – The role of a Project Manager

    10:33 – When should I bring in a Project Manager?

    12:34 – Confusing the role of a Project Manager with a VA

    13:46 – The role of an Operations Manager

    17:39 – Part-time or full-time roles?

    19:25 – Investment vs expense

    20:20 – In our next couple of shows…

    21:05 – In summary…

    22:45 – Wrapping things up
    Resources mentioned in this show:
    The Stop Doing List

    Barbara: Hey, everyone, and welcome back to another episode of The Virtual Success Show, where I’m joined today by my co-host, Matt Malouf. How’s it going, Matt?

    Matt: Very good, Barb. How are you going?

    Barbara: I’m great. Excited to be getting back into these shows and producing some more epic content for our listeners.

    Matt: 100%. 100%.
    Do I need a Virtual Assistant, Project Manager or Operations Manager?
    Barbara: So guys, look, today, Matt and I wanted to delve into a topic that we’ve been… we’ve sort of been hashing out this topic for a long time, because we think there’s a lot of value in defining parts of roles that you need in your business. Today, what we’re going to be talking about is, do you need a Virtual Assistant, a Project Manager or an Operations Manager, and when is it time to have all three? It’s really important that we define each of these roles, because what we’re finding is sometimes, clients, there’s blurred lines between each of these roles, which is okay initially, but it can lead to problems when we’re not clear about what the roles are and how to progress to the next one. So Matt, I’m sure you see this in your coaching businesses all the time as well.

    Matt: I do. I’m really excited about this topic, Barb, because so many of the clients I work with need help and like the idea of a Virtual Assistant but they get very confused very quickly, I think, with being able to clearly delineate roles, so I think this is going to be really, really helpful for our listeners today.

    Barbara: Yeah, and we often talk about expectations management. I know we did a full show on this. What I find is where people sometimes get disappointed is when they get a Virtual Assistant, but they don’t realise that possibly what they were looking for or what they need might be more of a Project Manager or, dare I say, an Operations Manager, which is a whole other thing.