Paula Wynyard, Wynyard Business Solutions
Paula Wynyard
Wynyard Business Solutions
I started my career working as a Secretary/Receptionist over 20 years ago. For the first 10 years, I worked in various admin roles including data entry, customer service and marketing. I then took on the role of Personal Assistant working for the Global Sales Director and supporting the National and Regional Sales Team at Fitness First, a position I kept for over 9 years, as I enjoyed the environment and the many different challenges that were thrown my way on a daily basis.
During that period, I developed strong administration, secretarial and coordination skills, earning a reputation for being trustworthy, reliable, professional and a multi-tasker with a ‘can-do’ attitude.
As a highly motivated individual with a passion for creating and formatting documents, I strive to always achieve the best possible outcome and my extremely high standards ensure I am consistently accurate and thorough. I pride myself in producing high-level documents quickly and have an emphatic attention to detail. My proactive and organised nature ensures successful completion of tasks in an effective and timely manner.
Deciding I was ready for a new challenge, I discovered the Virtual Assistant industry and figured that with my extensive administrative knowledge and my desire to learn new skills, becoming a VA was a positive move.
I spent the first part of 2009 setting up my virtual assistance business, Wynyard Business Solutions. Wynyard Business Solutions provides confidential, reliable and professional administrative support for businesses or individuals.
Read Paula’s formatting answers here… Continue reading
1. I can never make page breaks work in Word!
The easiest way to make page breaks in Word is by hitting ‘Ctrl + Enter’, this inserts a hard page break.
If you want to insert a section break, eg you want to change the orientation of the page from portrait to landscape, go to the ‘Page Layout’ menu, under ‘Page Set Up’ tab, and go to the ‘Section Break’ list and select the appropriate option, although I find that ‘Next Page’ is generally the best one to use.
2. Is there any way of making a form with option boxes in Word?
If you want to make option boxes in a form in Word, go to the ‘Developer’ menu, ‘Control’ tab. In this tab there are options to allow for a drop down menu or check boxes etc. If you go to the place on your form where you want to add an option box, then click on the square with a tick in it, this will insert a blank box, whereby you can type the text next to it. When someone is filling out the form, they just need to click on the blank box and a cross appears.
If you want to insert a drop down menu with options, you select ‘Drop Down List Content Control’, then select ‘Properties’ – give it a title, and then list the different options by selecting ‘Add’.
3. How do I make a stationary template with the business details running down the side of the page instead of at the top or bottom?
In Microsoft 2010, when you select ‘New’ document, it gives you the option of a number of templates. If you select the ‘Letterhead’ folder, there are a number of different styles, there is one in particular named Letter (Business Design), which you could alter to suit yourself. If you wanted to start from scratch, I would suggest using a Text box to insert your details down the side, and adjust your margins accordingly, however I don’t think there is an easy way to set up so letterhead is on subsequent pages (like the way headers and footers work), without copying and pasting the text box.
4. General Formatting Tips:
- When formatting a document consistency is the key, you want to create a professional looking document to ensure consistency for the brand.
- Ensure font sizes, spacing, margins, tabs are all the same throughout.
- When formatting a document, use styles to create your different headings/levels.
- Using styles allows you to create a TOC fairly simply.
- Don’t choose a standard style and change it manually each time if it’s not right – set up your own styles.
- Use page numbers on all documents.
- If it is a manual/workbook/proposal etc, use a document title in the Header, and ‘Prepared by’, ‘Date, and ‘Page Number’ in the footer.
- Not everyone is a fan of formatting as it can be rather time consuming and tedious, however there are a few of us that love it, so if you don’t have the patience to ensure you create a professionally looking document, then find someone that can do it for you.
If you have any other questions, please let me know.
Thanks
Paula Wynyard
Some Winter Tips from C Squared Virtual Admin Services – a reference checked member of VYVA
As the Virtually Yours Virtual Assistants who are members of this forum enjoy the last month of winter here in Melbourne (a time to keep warm and eat lots of soup and winter fare), we are making sure we all keep our clients nice and warm. How are you looking after your clients? What do you do to turn your warm leads into cosy sales? Do you have time to keep those potential clients warm or are you bogged down in the office under an electric blanket of admin tasks?
Are you so busy reading and responding to emails and splashing around in a puddle of paperwork that you can’t get any work done? Here’s a tip for you that’s outside the square - Don’t check your emails! Phew – was that a blustery north wind blowing through, or a howl of “I can’t leave emails unchecked!!! OMG what are you thinking!” that I heard?
Ok, so I’m not saying NEVER check your emails, just don’t check them every five minutes. Only look at your inbox a few times a day and action the emails then and there! And once they’re actioned, file them away because if that email has been actioned, then you shouldn’t need to look at it again. If an email can’t be actioned immediately, create a task for it and move it out of your inbox and into a To Do folder or task list. Your Inbox should just be for incoming emails - don’t use it as a storage folder or a To Do list.
By not ‘living in the inbox’, you’ll get time to get to your clients so that they’re not left out in the cold and the rain. Looking after them and keeping them ‘warm and cosy’ means that they will come back to you again and again because they will see you as the best there is.
Chris from C Squared Virtual Admin Services and the other VYVA Virtual Assistants here on our forum are great at doing admin – so why not outsource to one of us? We love doing things for our clients like creating newsletters, database management, document formatting, managing emails and calendars, booking travel and accommodation and more… all the fiddly things that get in the way of you building your business! There’s nothing better than a client who says “LOVE IT, thank you – very innovative….” which is what one of C Squared Virtual Admin’s clients said recently.
Anyway, I hope you keep warm and dry for this last month of winter, but don’t worry – spring is on its way, along with Father’s Day in Australia – why not choose a VYVA Virtual Assistant as a gift for Dad in September? He’ll love you for it.
10 ways to avoid the home-office blues
July 4, 2011
A good friend wants to quit her business and get a corporate job. She is sick of uncertain income, no holiday pay and working by herself each day. Like many home-based business owners she is suffering from isolation, a more dangerous problem than many realise.
Isolation can leave them feeling flat, unmotivated and hopeless. If it persists, isolation can trigger anxiety or depression. I suspect it is a key reason why many home-based business owners, like my friend, get a company job again, even though if often involves a pay cut and little recognition for general skills developed running a small business.
Being able to work by yourself for several years is a tremendous skill. How would you cope working 50 hours a week by yourself in a small room at home, for days, months and years on end? Talking to clients each day by phone or email is no substitute for personal contact.
I meet many business owners who rave about the joys of working from home: more time, freedom and money seems like a dream, at least at the start. Then their business slows, and being on your own with less work is excruciating. Or they simply crave professional interaction.
What’s your view?
- Have you suffered from isolation in your home-based business?
- How did you get out of your rut?
- What advice could you give other business owners to reduce isolation risks?
Here are 10 suggestions for those thinking about, or currently working from home, full-time. Some cost money, so may not suit cash-strapped business owners. Other ideas cost nothing and could make a big difference for those feeling isolated.
1. Plan for it
Have a strategy to deal with isolation risks. Develop a weekly routine that forces you to mix with others – and stick to it. If you can, allocate a day each week to meet contacts, prospect for new clients, and get out of your home office.
2. Get a mentor
Mentors are especially important for home-based business owners who are serious about their venture. Find someone you trust who can provide business, career and personal advice, and connect you with others.
3. Consider a business coach
I have seen struggling, unhappy small business owners transform their venture – and themselves – with the advice of a good coach. Yes, it can be costly, but so too is making decisions about closing a business when you are feeling blue.
4. Do a part-time university subject
If you can afford it, allocate a night a week (over two semesters or 24 weeks each year) for a relevant undergraduate or postgraduate business course. It is amazing how learning new ideas and skills, and meeting new people, can boost self-confidence and motivation.
5. Form a small group of like-minded business owners
A colleague organises a monthly meeting for half a dozen entrepreneurs. It is little more than a coffee or beer, but meeting other business owners and hearing their opportunities and problems is refreshing. Alternatively, join a business association or club.
6. Consider co-working
It is no surprise that co-working is more popular with Generation Y freelancers who meet at night in inner-city locations and work together. Older home-based business owners can do their own version of co-working by sharing the cost of office space among, say, five or 10 people. That way you can work from home and still have a low-cost office to go to when you crave working near others.
7. Plan to meet new people
Set a goal to make a new contact every week. It is easier said than done for a home-based business owner who feels isolated or is time pressured, but networking is critical regardless of venture size, and incredibly energising.
8. Don’t be a sloth
You can easily let yourself go when working from home. Regular exercise is important for physical and mental wellbeing. Every home-based business owner should allocate at least 45 minutes a day for exercise, preferably at a gym or another form of exercise where you mix with others. Get out of those daggy pants, consider your personal grooming and keep your office clean. Change your workspace at least once or twice a year.
9. Set boundaries
The big danger of home-based business is too much blurring of work and professional life. Make sure you leave the house when you have a day off. Working all week from home and spending most of the weekend at home is a sure way to feel isolated over time.
10. Seek professional help
Get medical help if feelings of isolation, sadness or lack of motivation persist. It is too serious a problem to rely only on the suggestions above. Recognise if you are starting to withdraw from social contact, or working all the time in your home office to avoid mixing with others or deal with other problems.
- The national depression initiative Beyond Blue (www.beyondblue.org.au) has information that can help entrepreneurs deal with mental health problems.
- The Business In Mind project (www.businessinmind.edu.au) from the University of Tasmania has information to help managers recognise the signs and symptoms of depression and anxiety in themselves and their employees, and provides tips for addressing mental health issues.
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Memberships
Memberships
The VYVA Network aims to support you as a unique Virtual Assistant service. There are many benefits associated with membership – details are listed below.
- Amazing FREE support and advice via email, msn messenger or phone – think of VYVA as your business resource!
- Access to restricted VYVA Network member forums (we use yahoo groups) where you can communicate with like-minded VAs.
- Your own VYVA listing showcasing your skills and services.
- Opportunity to participate in VA mentoring program.
- Opportunity to participate in a fabulous 8 week group coaching program.
- Regular online skype chats – VYVA le Chat!
- Discounted web-hosting – amazing Aussie rates (saves you $$$).
- Access to regular jobleads.
- Access to VYVA Plus for new or struggling VAs
- Member icon for your website letting clients know you are a member of a reputable network.
- Access to a restricted zone on the VYVA website, providing you with great tools, ability to network with each other easily, and opportunities to cross promote your services.
- Opportunity to be listed as a featured member (additional costs apply).
- Promotion throughout our social media pages.
VYVA Member Testimonials
Virtually Yours Virtual Assistant network is a great resource for a growing business. Rosie presents the team in a professional manner using great promotional items; the postcards, folders and member webpages are great (I get a number of hits a week from my VYVA page to my business site!) Job leads are genuine leads and well educated about virtual assistants. Member forums have been really useful in sharing knowledge and technologies and when I’ve needed specific urgent or technical help Rosie offered personalised technical support in such a friendly way. The network has been a great advantage to my business.
Katie Allen
My membership with Virtually Yours has provided me and my business with opportunities and support and is expertly operated by Rosie Murphy. A membership worth having!
Debra Webb
I’m very happy to be part of the VYVA Network. Since joining, I have enjoyed the support of a fantastic group of people and picked up some excellent clients which has helped my business grow. I look forward to being a long term member of this group.
Melinda Dunlop
I have only been a member of this group for a few weeks and haven’t been participating much, but I must say that Rosie you are fabulous. You just keep giving and giving and giving, and I’m really glad I joined this group. As a few have said, VYVA Rocks and so do you. I also find everyone on this group very supportive and eager to help out where they can which is fantastic.
Maria Zito
Just wanted to say a massive Thank You for all the hard work and effort you put into the network and supporting us VAs. You are an amazing woman, you just keep on giving and giving, and I for one know I wouldn’t be as positive about my business if it wasn’t for you and VYVA.
Paula Wynyard
I just wanted to let you know how very much I appreciate you and the VYVA Network. You have developed an amazing network with such an awesome group of people. I’m always overwhelmed by the generosity and support of the team when I need some assistance. VYVA is always the first place I come to when I need support – I belong to a few different networks but by far this one feels like home.
Sue Gross
Resources
Take the ATO test here.
Sites we love 
www.runyourbusinesslife.com.au
Handy Sites 
- Exit Strategy article -
http://www.e-myth.com/cs/user/print/post/exit-your-company-the-right-way
- Converting colours from RGB to CMYK
http://www.goffgrafix.com/pantone-rgb-100.php
- Converting image files
http://www.coolutils.com/Online-Image-Converter.php
- Setting up a 1300 or 1800 phone number -
http://www.alltel.com.au/
- If you want to check if a particular website is down or if it’s just you having issues with it, this is a good bookmark to keep handy…
http://downforeveryoneorjustme.com/
- The Small Business Hub – Great online resource for businesses.
http://www.thesbhub.com.au/
- Adobe eSeminars- BLISS! For any Adobe junkie out there, this site is a must-bookmark.
http://www.adobeeseminars.com.au/
- What’s your Elevatory Speech? 30 second infomercial? How do you simply explain what it is you actually do? This can help you -
http://www.15secondpitch.com/
- This is a fabulous site when you work on websites – see how the site looks in a variety of browsers-
http://www.browsershots.com
- If you offer proofreading services you might want to subscribe to the grammar tips e-newsletter or download the ‘common grammar rules’ document. ProofReadNow.
http://www.proofreadnow.com/
- International Social Media Association-
http://www.ismaconnects.org/
- Online Tech- this page shows how to manage email rules -
http://www.online-tech-tips.com/ms-office-tips/outlook-tip-2-how-to-use-email-rules-to-automatically-move-incoming-emails-into-folders/
- Website Gear - breadcrumbs for your website nav.
http://content.websitegear.com/article/breadcrumb_navigation.htm
- Association for the Protection of Internet Copyright! -
http://www.a-w.org/index.html
- Check to see what was hosted on your domain address in the past! This is FABULOUS especially when you have a new site to develop for a client who ‘used to have something up’ – now you can find it!
Waybackmachine
Training Programs
Training for Complex Programs
Windows
Adobe
- Free Adobe Dreamweaver MX 2004 Training Intermediate
- Free Adobe Flash MX 2004 Course
- Free Adobe Photoshop Elements Tutorials
- Free Adobe CS4 Software Tutorials – Amazing!!
Typeracer!
