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How to communicate better over email.

We use words to exchange information. Words can inform our minds or warm our feelings but also anger us or destroy our self-confidence. Although these are all metaphors, metaphors allow a physical reaction to be captured in words. Thus, showing the power that words have as they can move us emotionally as much as we can move physically.  

How does this relate to business? Business relationships are built mainly through the exchange of words: telephone calls, emails, sales pitches and closing deals, to name a few. What we say is therefore a vital element in the success of our companies. We use technology now more than ever which increases the importance of words. For example, remote working is becoming more common. Additionally, the Virgin Media Business predict that 60% of people will work regularly from home by 2022. This means that we are, and continue to, communicate face-to-face less.

Communicating with someone over email means that you are not using body language or tone of voice -which normally accounts for a total of 93% of all communication. The words that you use therefore hold far more significance.

Words to avoid include: 1. “Just” – This minimises the significance of what you are saying 2. “Hopefully” – This shows that you have relinquished control over something. 3. “Actually” – This implies that you are lacking confidence in what you are saying.

Additionally, we show how a professional email should be structured below: 1. Use their name. It is also been shown that adding a “Hi” or “Dear” before their name encourages a positive relationship to be built. 2. Emote in your opening sentence. 3. Be concise but not snappy. 4. Try and mirror their tone of writing as it will help to build rapport. 5. Add your next steps. 6. End well. 

Thinking carefully about what you say and how you say it will prove to make a difference in your working life. By adhering to these simple rules of email etiquette, strong relationships can be built. And, strong relationships are the basis to running a successful company.

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Professional Prowess vs. Party Animal: How to Maintain your Professionalism Online.

Social media allows us to keep in contact with friends and family, share information with them and promote content. It also creates a platform to build relationships with people you do not know in physical realms. For example, in recent times LinkedIn is one of the most useful tools in building professional relationships.

The image you portray on social media sites should be thought about carefully.  Sites such as Facebook allow you to link yourself to the company you work for. You are therefore choosing to represent that brand. We discuss how to maintain professionalism online:

1. Check your Privacy

Firstly, check that all of your personal profiles remain on private settings. On sites such as Twitter, Instagram and Facebook, ensure your page does not divulge too much information.

Allowing posts to be public invites others to see them – this includes prospect employers or business partners. One reported case of social media blunder involved a girl called Cella commenting on how she was starting a job the following day – and she made clear her negative feelings towards it. The store’s manager was quick to reply to these comments and subsequently fired her before she even started.  

If you believe that you can uphold a professional appearance in all posts and photos then you may not think this necessary. However, be cautious of the friends that you are connected with as they may tag statuses or photos involving you. To control these postings, ensure that you change your privacy settings to seek your approval of anything you are tagged in.

2. Separate Profiles

If you own your own business and need social media as a marketing tool, it may be worth setting-up two separate pages. By doing this it allows you to post information that relates directly to the business and will avoid over-sharing with business contacts. If this is not possible, keep posts neutral and rant-free. For example, it was well documented when Labour front-bencher Emily Thornberry was sacked by Ed Miliband after appearing to mock working class voters.

3. Do Not Talk About Work

Even if your social media pages remain private it is a good idea to refrain from speaking about work. You will most likely be connected with people from work on your account therefore there is a high possibility that they will see such posts. The BBC were reported to have sacked two employees for criticising their boss online. Keep to the general rule of, “If you wouldn’t say it to them directly, don’t say it on social media.”

Overall, it is important to think when posting on social media. Stay private, neutral and do not say anything you would not say in person. If used properly, social media it is a great way to connect with friends, family and business contacts. It can be used as a tool to shorten distances and share content.

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How Is Technology Blurring the Lines Of the Work-Life-Balance?

The world is changing rapidly, and so, culture changes with it too.  We are now surrounded by technology that lets us do our jobs more efficiently. For example, mobile phones make us instantly contactable. Wifi and tablets make it easier to work whilst on the move. But how has this affected the working hours? The lines between our professional and private lives are now blurred.

Employers are now expecting their employees to be contactable after the working day has ended. Although statistics from the OECD suggest that British employees work below the European and global average, only contracted hours are accounted for.  

Source: OECD, European Yearly Working Hours

France has already introduced rules that restrict work contact to between the hours of 9am and 6pm. There are now calls for action to be taken in the UK. It has been warned that employers must state in an employee's contract if the employee is to be contactable out of work, otherwise they are breaching Human Rights legislation. For example, the news, reports that employees in London, are expected to check their emails up until 10pm.

However to the contrary, the rise of social media has also allowed slacking from work to become easier. It is becoming more common for employees to check their personal social media or answer their personal phone during working hours. It has been found that on average, employees spend 2 hours per day interacting with social media and some managers are now required to control such activity.

According to reports, the UK interact with computer screens, televisions and mobile devices more than any other nation in the world and once totalled up, Britons spend a full eleven days out of the year staring at screens. One of the health risks associated with too much screen time is difficulty in sleeping which in turn affects mood and confidence.

The world of work has changed dramatically within the last 20 years. We are working more out of the office, slacking more in the office and damaging our health in doing so. The work-life-balance is currently out of balance more than ever.

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SmartPA’s Woman of the Month: Stephanie ‘Steve’ Shirley

There has been a recent upsurge in news stories, films and social media activity surrounding women's equality. With the Suffrage movement taking place over 100 years ago, women may now have the vote but there is still great inequality in the workplace. Statistics released by The Fawcett Society showed that a staggering 88% of those in better-paid jobs in industries such as science, engineering and technology are men.

However, there is an undercurrent of feeling that we may be in the dawn of a new zeitgeist. Hashtags such as "#womenintech" and “DoILookLikeAnEngineer?” are now trending. Groups such as GeekGirl Meetup aim to highlight female roles in the technology sector. They create an environment where women can be inspired, network, mentor and share ideas.

SmartPA have been exploring the roles of women as female leaders in the business sector, who have empowered and inspired. SmartPA’s Woman of the Month is Stephanie ‘Steve’ Shirley.

Shirley has attributed her success to being a child refugee, which she says gave her the drive to “prove that [her] life was worth saving”. It was the inequality that she experienced in the workplace that inspired her to set up her own business. She found it advantageous to go by the name of ‘Steve’ in a male-dominated sector.

After founding the software company, F.I. Group Litmited (now part of the Sopra Steria Group), Shirley kept a women-only workforce until the 1975 Sexual Discrimination Act made it illegal. This allowed women to advance in the technology sector and expand their knowledge and experience. She was also a leader in offering women with dependents in professional careers part-time work. Through this, she pioneered new management techniques.

Since retiring, Shirley has become well-known for her philanthropic activities. She has given a large amount of her retirement fund to supporting women in technology.

Stephanie ‘Steve’ Shirley has been the inspiration to many women in the workplace. She has faced adversity as a child and in her career in a male-dominated sector. She has shown that it is possible to offer women a professional career as well as the time that they need in their personal life: something that cannot be escaped, but better managed.

Find out how SmartPA can bring your business into the future. Contact us at info@smart-pa.com or call 0845 872 2262

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Children of The Revolution: Technology and Its Impact on the Workforce

“We are the children of a technological age. We have found streamlined ways of doing much of our routine work. Printing is no longer the only way of reproducing books. Reading them, however, has not changed.” Lawrence Clark Powell

It has been suggested that the United Kingdom’s lead in the Industrial Revolution was due to a more relaxed view towards the impact of technology on jobs. Many European countries kept restrictions in place to protect jobs and lagged behind Britain in terms of economic growth.  

Recent advancements in technology are undeniable and unavoidable. There has been great debate surrounding the impact that these changes will have on employment. Many hold a negative stance however, the tide is beginning to turn towards the benefits that can be reaped by technology in the workplace. Economists such as Nick Bloom hold the viewpoint that long-term unemployment is not caused by technological advancement. Recent research by the likes of Deloitte have explored this subject in-depth and interesting findings have been drawn. 

Firstly, the term “automation” refers to a manufacturing or other production system that relies heavily on the use of automatic equipment. It has been predicted that 35% of jobs in the UK will become automated within the next two decades. However, certain sectors are more at risk than others. 

Within the UK job market, it is thought that retail, administrative, secretarial and postal occupations are most at risk. This may be a frightening thought, however once explored further, technology can prove to be beneficial. It is foreseen that net job growth will occur in professional and management occupations. Technological advancements will help to develop high-risk categories into sought after careers.

Technology affects the job sector as a whole at task level. Although the predictions surrounding technology may appear to abate certain sectors of the job market, it can simply change the nature of the job. Productivity of the workforce can be enhanced dramatically through a synergetic relationship between employee and technology.  

Academics have identified certain aspects of human nature that technology cannot adopt such as creativity, social intelligence, perception and manipulation. Jobs that require social interaction and higher-skilled cognitive inputs are now in greater demand. Careers involving management, digital know-how, creativity and entrepreneurship are expected to prove lucrative.   These higher-skilled occupations have resulted in the workforce increasing their salary by an average of £10,000 per annum in relation to the jobs that they replace. 

Businesses within the UK have an optimistic view of the effects that technology has on industry. Although a Deloitte survey found that 41% of headcount reduction has been the result of automation, it is thought that this result will not be correlative with intended growth of businesses. Nearly three-quarters of businesses plan to increase their headcount until 2019, and only 5% intend to reduce. The majority of businesses hold the view that technology aids a flexible workforce.

For example, it has been found that higher broadband speeds have had an impact on the flexibility of the workforce. Employees no longer have to be existent in the physical office space. They can work from home, in a different region or country. This dissolve in physical restraints can also lead to a happier work force. For example, 43% of workers believe that flexible working would help them with stress. 

On first perception, technology can appear to be detrimental to the existing human workforce. However, it allows a higher-skilled, productive and flexible workforce to be created.

Find out how SmartPA can bring your business into the future. Contact us at info@smart-pa.com or call 0845 872 2262

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SmartPA of the Year 2015

We are delighted to announce SmartPA of the Year 2015. This year, SmartPA’s coveted title has been awarded to Rebecca Cross. 

Rebecca is one of our longest serving SmartPAs and over the last few years has become an integral part of our world-class team. The success of Rebecca’s SmartPA business can be attributed to her excellent sales, client support skills and energetic personality. SmartPA are thrilled to have her as part of the business and look forward to many more successful years to come.

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LISTEN NOW: SmartPA Live on Radio

For more information about SmartPA’s services, please contact: 

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Coming soon...SmartPA TV

SmartPA are excited to announce the upcoming launch of SmartPA TV. 

We’ve invested in the latest camera technology and created a dedicated filming studio at our Head Office. What can viewers expect? SmartPA will be releasing videos containing news, training, interviews, our team and much more. Keep an eye on our email blasts and social media for more information. 

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Jennifer Thackray on The Businesswoman’s Network

“The school and summer holidays will soon be drawing to a close and it’s back to work and business as usual.

As we fast approach September we are very busy here at The Business Woman’s Network preparing for several launch events in Essex and Suffolk.

So we most definitely see the benefits of hiring an extra pair of hands to free up some time in our busy diaries and that’s exactly what Jennifer creates for her clients – extra time in their business.

Let’s find out more about Jennifer and how her business can help other businesses.

What made you set up SmartPA?

After spending 23 years in local government and delivering high profile projects within the private sector, earlier this year I decided the time was right to achieve my ambition of running my own business. I launched my SmartPA partnership in June this year and I’m now focussing my attention on supporting local businesses, helping them to become more efficient.

How do you help other business owners?

As a SmartPA I provide outsourced, remote back office and business support to companies that require expert services, helping them to increase their efficiency and productivity whilst reducing their costs. This is the perfect solution for businesses that need support and assistance with administration or projects, but do not want to employ additional staff. The flexibility I offer as a SmartPA means businesses can scale my support, depending upon their requirements – ensuring they never pay more than they need.

What do you love most about running your own business?

What I love most about this new self-employed role is using my experience to work on a diverse range of projects or tasks – no two days are the same! My role varies with each client and includes general office administration, marketing, producing newsletters, brochures, arranging advertising, updating websites and working on research and projects – all from my home office!

It’s interesting and rewarding working with a number of different businesses. I’m so pleased I made the decision to go ahead and become a SmartPA partner. It allows me to follow my ambition of delivering a high quality and efficient service with the backing of an established brand.

What do you see the future holding for SmartPA?

SmartPA offers back office support to business communities around the world. The company has a wider initiative to help women get back to work. They have pledged to get 25,000 women in the UK back to work over the next three years through technology and training – notably through SmartPA Home. Users can enjoy bypassing the increasing costs of childcare and travel, alongside a better work/life balance. It’s really exciting being part of a forward thinking and rapidly growing organisation.

When it comes to helping businesses become more efficient, I can help in other ways – I’m also a Director at Worth Energy Solutions, an independent Colchester based consultancy headed up by Garry Worthington, specialising in energy, environmental management and associated support services. Having spent a number of years in the energy efficiency industry I can also help your business reduce its energy use and improve its environmental footprint.” 

Read this article on The Businesswoman’s Network: http://thebusinesswomansnetwork.co.uk/2015/time-is-a-valuable-commodity/

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Lynn Williamson in The Chester Chronicle

This month, SmartPA Partner Lynn Williamson featured in her local newspaper - The Chester Chronicle. Read the article below: 

A busy mum-of-two has fulfilled her life-long ambition to own and manage her own business by launching a virtual PA service.

Lynn Williamson, of Mickle Trafford, worked in a senior position for a brewery chain for 24 years, often involving extensive travel and periods away from home - making it a challenge to strike the right work/life balance for her and her daughters Imogen, eight and Ella, six.

Now, after starting her own SmartPA business, Lynn can work with clients dotted around the globe, all from the comfort of her own home.

She said: 'I get to rise to the challenge of making my business a success whilst my girls now have a mum who can take them to school in the morning.

'I work in a number of business and professional sectors including law, education, event management and retail. My roles vary from client to client, from marketing, managing websites, supporting HR systems to raising and chasing invoices. I’m extremely motivated to succeed and each day brings varied and enjoyable challenges.'

SmartPA offer PA, secretarial and administrative expertise and outsourced back office support to business communities around the world and Lynn is also part of its wider initiative to help women get back to work.

The company has pledged to get 25,000 in the UK women back to work over the next three years through technology and training – notably through SmartPA Home. Users can enjoy bypassing the increasing costs of childcare and travel, alongside a better work/life balance.

CEO Andrew Wright said: 'SmartPA are thrilled to have Lynn launching her business in Cheshire and Manchester. Her impressive experience and drive make her the perfect candidate to bring SmartPA to the area and deliver expert services.'

Lynn added: 'It was important to me to launch a service that would be beneficial to the local business community. We provide an expert service that guarantees maximum productivity within the back office function, whilst reducing costs. Our flexibility means businesses can scale support up or down, depending on their needs – ensuring you never pay more than what you use.'

Read this article on The Chester Chronicle here:

http://www.chesterchronicle.co.uk/news/chester-cheshire-news/mum-of-two-mickle-trafford-launches-virtual-9647032

For more information about SmartPA Support, please contact:  0845 872 2262 | info@smart-pa.com 

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Sarra Bejaoui’s Caledonian Challenge

Nothing could have prepared Sarra and her team for the Caledonian Challenge. Despite months of training, the main event itself was more painful and grueling than they anticipated. 

In Sarra’s own words “It was the greatest physical and mental challenge I have ever faced – it was absolute torture!”. The girls successfully completed the 54 mile challenge in 22 hours and made a beeline for their pyjamas after crossing the finish line (pictured).

For more information about SmartPA, please contact: 

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SmartPA in The Daily Mail

The Daily Mail - Thursday 12th March 2015 

For more information about SmartPA Franchise, please contact us: 

0845 872 2262 | info@smart-pa.com | www.smart-pa.com 

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SmartPA at Job City 2015

The SmartPA team enjoyed a successful day at Job City in Manchester's impressive Etihad Stadium. We were delighted to meet so many people interested in SmartPA and the opportunity to join our global brand!

As our business rapidly grows, SmartPA looks forward to expanding our talented and highly skilled world-class team. 

For more information about SmartPA, please contact: 

0845 872 226 | info@smart-pa.com | www.smart-pa.com 

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SmartPA launches in...Abu Dhabi!

We are excited to announce that SmartPA has launched in Abu Dhabi! Meet one of our newest additions to the SmartPA team and first Partner in Abu Dhabi...Petronella Mhlanga!

Tell us about yourself?

Briefly summarised, I perceive myself as a paradoxically humble and ambitious individual. Whilst it is accurate to attribute my modest achievements to my resilience, hard work, openness to new ideas and ingenuity, I am mindful not to take all the credit for this. I am indebted to all the opportunities available for exploration.

I have a global worldview and identity: whilst I grew up in Zimbabwe, I spent most of my adult life in the UK where I further developed educationally and professionally. I hold an Honours Degree in Business Management and Diploma in Human Resources Practice with the Chartered Institute of Personnel Development (CIPD). I also have considerable PA, Administration and Office Management experience in both the corporate world and the public sector. I recently moved to Abu Dhabi in the United Arab Emirates.

Who is your hero?

I feel privileged to have lived during Nelson Mandela’s era. Whilst uncompromising on his rights, vision and values he taught the world that there are several ways of dealing with injustice, violence, anger and bitterness.

What does becoming a SmartPA Partner mean to you?

As a mum-to-be, becoming a SmartPA allows me to pursue my dream of fulfilling my motherly role whilst developing my professional repertoire.

Why is it important to have women in business?

The business world, as well as the social world, comprise of both men and women. The two groups have mutually inclusive skills set. Therefore, facilitating equal opportunities is not only an ethical agenda, but a recognition that women have a significant role to play – just like their male counterparts.

What do you think the world needs most?

Firstly, the world needs education: education gives people a critical perspective and understanding of reality. Secondly, the world needs integrity: integrity allows us to do the right thing even when no one is watching us. Lastly, the world needs love: love fosters tolerance, humanness and peace.

Want to join a world-class team? Join SmartPA today! Contact us for for a Franchise Disocvery Pack and Application Form:

info@smart-pa.com | 0845 872 2262 | www.smartpafranchise.com

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SmartPA's Woman of the Month: February 2015

February’s Woman of the Month is…Elizabeth Holmes.

For those unfamiliar with the health or pharmaceuticals sector, the name Elizabeth Holmes will mean relatively nothing.

Holmes is an American health technology entrepreneur and, at 31, the youngest self-made female billionaire on the Forbes 400 list.

Inspired by her family’s medical background, she chose to study Chemistry at Stanford University. Whilst a sophomore at Stanford she decided to launch a business – Theranos. Holmes invested the money her parents had saved for the remainder of education and worked out of her university house basement. A semester later she dropped out of university to pursue business full-time.

Over the next ten years she developed her core product – a revolutionary handheld device for testing blood. This innovative device has the capability to perform up to 30 blood tests with a small needle prick – previously only possible with a whole vile of blood extracted via venipunture.

Interestingly Holmes admits that she, like many others, has a major fear of needles which partly spurred on her invention.

Much of Holmes' success can be attributed to her fearless approach and dedication to her business - a great example to women striving to succeed and to younger girls considering industries that are traditionally male-dominated. 

Wanting to succeed in business? Become a SmartPA Partner today! 

info@smart-pa.com | 0845 872 2262 | www.smart-pa.com 

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SmartPA's Woman of the Month: January 2015

The new year is all about new beginnings, resolutions and reinvention. No one captures this more than January’s Woman of the Month...Victoria Beckham.

As most people know, Victoria Beckham started her career as ‘Posh Spice’ and went on to become the world’s most famous ‘WAG’. From here, most women in her position would likely fall off our radar.

However, since then, Victoria has successfully managed to overhaul her image and reputation. In a culture where most celebrities have their own clothing line, she has carved a reputation as a serious fashion designer and savvy businesswoman.  

The ‘Victoria Beckham’ brand is not only considered credible but an equal alongside fashion industry heavyweights. To her credit, she has treated ‘Victoria Beckham’ first, and foremost, as a business, not a hobby. When setting up, she sought investors (despite having the funds herself) and only opened a store when the business could afford to.

 In 2014, she was named ‘Entrepreneur of the Year’. Whilst some may disapprove and credit it to her celebrity status, the figures suggest otherwise. In the last 5 years, her company has experienced a sales growth of 2,900% and employment growth of 3,233% - not to mention a £30m turnover. She also opened her first shop last year on Dover Street but missed the official opening to speak at a UN summit.

Whether you are a fan of her or not, Victoria’s successful transformation into celebrated business woman and fashion icon is indisputably remarkable. An inspiration to any woman looking to reinvent herself or start afresh! 

Looking for a fresh start? Contact SmartPA for more information about SmartPA Franchise: 

info@smart-pa.com | 0845 872 2262 | www.smartpafranchise.com 

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SmartPA at The Franchise Show: February 2015

Join SmartPA next month at The Franchise Show, London. 

Our team will be on-hand to offer advice and answer any questions you may have about becoming a SmartPA Partner. 

SmartPA Franchise is one of the fastest growing Partnerships amongst women in the UK. It is also BFA and FranchishingWorks accredited. 

We are looking for passionate, bright and hardworking people to join the team! You will have the opportunity to work with industry leaders and receive the best in expert training, support and technology. 

http://www.smartpafranchise.com/

To request an application form or for further information, please contact: info@smart-pa.com | 0845 872 2262