Many of us entrepreneurs are teams of one. We work for ourselves by ourselves. One thing we don’t think about, and I am guilty of this too, is the future. For example, hiring team members or staff to help with our businesses. We create our own systems of handling everything. To us we are on top of everything and completely organized. To someone looking from the outside in, they may not understand our system and even think we are disorganized.
Here’s a classic example. Take a look at your workspace. Is it clean? Organized with every item having a designated place? When you are extremely busy the answer is probably no but we love our organized mess. And I bet you can even find everything and if someone tries to clean it up for you it would just messing up your flow.
However, at some point all of the clutter can have a negative effect on our businesses. Especially when it comes time to adding team members such as a Virtual Assistant. A virtual assistant will have a set number of hours to dedicate to you and your business needs. If they have to wait until you find important information, not only are you wasting their time but you wasting your time and money.
So I will ask you again, when the time comes to hire a Virtual Assistant are you ready?
One way to get prepared to hire a VA is to organize all of your important information. For example as a tech VA, I may need access to my client’s hosting accounts so I can properly back up their websites or tend to any technically issues they are having.
What do you do with the login and password information to your account(s) once your purchase is complete? Do you print it out or just keep it in your inbox.
I am going to admit because I use Gmail I would star that particular email for easy access. But what happens when I have a ton of stared emails? Then I would have to search through all of those. I also copy and paste that information in Evernote but that’s only for more recent business transactions. Older items I have the email printed and saved in a notebook.
I think it time for all of us, including myself to get super organized. No more digging through emails to find important login information or constantly resetting your passwords. No more surprises when it comes to business expenses.
Do this now!
I want you to sit down and get all of your domain(s) and web hosting information together and in one place. Right down the following information:
- The company you purchase your domain name(s) with
- The date you purchase your domain name (s) and the price along with what they price will be when you renew it
- How long you secure your domain name(s) for (i.e 1 year, 2 years, etc.)
- Did you agree to auto-renew
- Did you purchase private (whois) protection
- The company you purchase your web hosting from (if you did everything separately)
- The nameservers of your web hosting (so you can point your domain name to the hosting account, if you did everything separately)
- FTP login information
- WordPress information: website login, database username and password
Having this information all in one place is going to be a lifesaver. It can benefit you now by having that information on hand if and when you need it. And when you choose get some help, you have it all ready to hand over.
What would make this task easier?
Having something that you can printout and write all of the information in, of course. Well, I got you covered.
Last month, while working with a new virtual assistant client I created a document to help him keep all of his information organized and in one place. I called it the “WP Website Owner’s Notebook”.
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