Article Submission Guidelines
by Melody
Article submission sites have specific formatting requirements & rules. Following these tips below will help get your article accepted and published.
· Words should wrap at approximately 65 character length
· Do not use carriage returns.
· Leave lots of white space for easy reading.
· Do not copy/paste from Microsoft Word. Word contains hidden formatting that may cause your content to be rejected, or at the very least, look weird. Instead, copy from Note Pad or Word Pad.
· Article titles are usually limited to 150 characters and cannot be ALL CAPS.
· Ideal article length is between 200 and 700 words.
· Your bio or author resource should be about 50 - 100 words. Some places will only allow three lines so if you have a long bio, be sure to create a more condensed version to use for those sites.
· Many sites do not allow links in the article body so save links for your bio. Occasionally you can recommend a site/product & include a link but it must not be self-promoting.
· When typing hyperlinks be sure to include the entire URL (http://…) to ensure the link is activated. You can also create an anchor link using html like this <a href=http://www.YOURSITE.com>The Words You Want Linked</a>
· Articles should be informative NOT self-serving. If your article sounds, too much like an advertisement it will be rejected. Please save your promotions for your bio.
· Many sites require a one to two sentence description of the article. This should not be a word-for-word copy of the first part of your article. Instead, try to make it compelling as this is what will first be viewed when someone is searching the article topic.
If you plan to have someone else submit your articles, please keep in mind that making changes while trying to submit is very time consuming and frustrating. It’s best to have all changes competed before you start the submission process. Always read the submission guidelines before submitting to ensure your article has the best chance of being accepted and published.
Cool Tip – I found this site which will automatically do the formatting for you. http://www.web-source.net/format_text.htm I haven’t tried it out but it looks simple enough.
Article and Press Release Submission Sites
by Melody
There are hundreds of directories, news sites and other media outlets these days where you can submit your articles or press releases and more being developed each day. The great thing about these is most are free and only require you to register before you submit. Here is a short list of online directories that accept articles and press releases:
Submit Articles
http://morganarticlearchive.com
Submit Press Releases
If you find that you don’t have time or simply dislike submitting your content to these and other sites, we would be happy to do it for you… http://www.essentialofficesupport.com/contact-us
5 Things to Consider Before Assigning Work
by Melody
Congratulations! You’ve done your research and hired a Virtual Assistant to help you meet your business needs. Now, you are ready to start assigning tasks, but wait! Before you send the first assignment, here are some important details you should consider.
1) Gather Details
Before assigning each task, take time to gather all details. This would include passwords, special instructions, documentation, attachments, and any other information the assistant will need to complete the task. This will save time that would otherwise be wasted sending multiple emails and ensure the task is completed in a manner consistent with details you provide.
2) Deadlines
Consider the deadlines when assigning tasks. Try not to assign something that is due immediately without first consulting with the VA. Your virtual assistant most likely has multiple clients and tasks therefore it’s possible they could have other tasks due ahead of yours.
Setting a rough deadline but being somewhat flexible is always the best bet. Of course, if you do have a project due immediately, you can always check with your VA but be prepared, many virtual assistants charge extra for rush/weekend work.
3) Email & Phone Calls
In order to work efficiently, distractions must be eliminated. Emails and work tickets are typically checked on a schedule and replied to within 24 hours (except weekends/holidays). If an immediate reply is needed, please include a note in your subject heading that will tag your correspondence as, “URGENT,” or include an alert of some kind so the VA will know you have sent something that requires a speedy response.
Phone calls are similar in that many times calls are automatically forwarded to a voice mail. The assistant will then return them when they take a break or they may have set times of the day that they return calls. Ask your VA how they prefer to handle these types of communication.
4) Email Subject
When you send tasks via email, include appropriate information in the subject line. Sending a new task with a subject of “can you do this?” may be okay today but if for some reason you or the VA need to refer back to that information 3 months from now, it’ll be like finding a needle in a haystack.
If you send an audio to be transcribed for Sally Sue, your email subject could say something like “Transcribe Audio – Sally Sue.” You might even go a step farther and include the date or perhaps all the speakers’ names (Sally Sue & Jim Jones Interview 11-01-1999), especially if you expect there may be more than one with the same or similar heading.
5) Learning Curves
If you have a task that your VA is unfamiliar with, they may be willing to learn to complete it with your guidance. In this situation, make sure you’re prepared to provide some training by email, phone, or even instant messenger. You may also want to create a detailed training guide (PDF/audio/video) for their use. This could be especially handy if you need to assign the task to someone else in the future.
Take a few minutes to consider these things before you assign work. It will go a long way in establishing a good Client/VA relationship. It will also help create a sense of organization and assist the VA in quickly determining the appropriate measures to take on each task. This helps establish and maintain an organized and communicative work environment for your business.
Of course, these tips don’t just apply to working with a Virtual Assistant. They can be used for all your hired help. 
Don’t let fear stop you
by Melody
Today I was thinking back to when I first became a Virtual Assistant. I was working as an IC for several online companies and the workflow was ok but it wasn’t steady enough that I could really count on it. On the side, I was also doing various support services for my family and friends.
My buddy, the almost famous Nell, kept telling me I needed to start myself a business since many of the tasks I was doing were the same ones I’d do as a virtual assistant. Although I knew in the back of my mind that she was right, the thing that kept holding me back was the fear of failure and also, believe it or not, the fear of success.
I kept playing over and over in my head how I would feel if I failed. I worried about what would happen if I landed many clients and all the sudden was overwhelmed with work and couldn’t handle it… it never dawning on me that I could turn work down. What if I didn’t know how to do a particular task?
Thinking back, this all seems silly because I do have a very full schedule and sometimes have to turn work away, I have taken tasks that I didn’t know how to do & I fumbled my way through until I learned it, and I have had tasks that just kicked my butt! But the thing I’ve learned is its okay to fail sometimes because it’s all part of learning and growing.
Failure or what we perceive it to be is not the end of the world. In fact, it’s probably not even the end of our career. It’s just a stepping-stone that if handled properly can turn out to be one of the greatest lessons we learn.
I can’t imagine how life would be right now if I had given in to my fears and not taken that first step. I’m sure it would be quite different, as I most likely would be working outside the home now.
So I thought I’d take a moment to share this story and to also thank my buddy Nell for all the advice, encouragement and support she has given me over the years. THANK YOU NELL!!!
Mel