Good day,

In today’s newsletter, you can find out what my yard and a 64-gallon compost bin have taught me.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

A glimpse of my back yard

#14 | 25 August 2025

The surprising power of a weekly habit

Over the past year, I started making it a priority to fill our city compost bin by Sunday night for Monday pick-up. Not once in a while, but every single week (spring, summer, and fall). And not half full. Pushed down and filled to the brim.

The result has been remarkable.

We have a large yard with mature trees and shrubs, too many places for weeds to grow, and two lawns to mow. It used to feel a little overwhelming. There was always something that seemed urgent, and I never felt caught up.

But when I committed to one thing—filling that bin each week—the yard started taking care of itself. Not really, but it almost feels like it!

I don’t need to find a big chunk of time to do yard work. I just look around throughout the week and notice what needs to go. Sometimes I need to focus on weeds; at other times, it's pruned branches, grass clippings, and leaves.

It’s also worth noting that the compost bin offers a natural limit. I can stop doing yard work when the bin is full, satisfied that I’ve done enough.

And, yes, sometimes I’m out there filling the bin as the sun sets on Sunday. The point is: I'm committed to getting it done.

As long as I keep that weekly rhythm, the yard stays under control. It’s not perfect, but it’s not stressful either.

Running a small business can feel a lot like my yard. There’s always something demanding your attention: marketing, admin, email, finances, client work. It can feel endless and overwhelming.

Here's the good news. You can start making real progress by choosing one habit and sticking with it. Something small but meaningful. It could be sending one email to your list, following up with one client, or recording your income and expenses every Monday.

You don’t need to tackle everything at once. If you focus on one important thing, week in and week out, you’ll start seeing results. And one good habit can lead to another.

What’s your version of filling the compost bin—for your business or life?

Choose a task you can commit to every week. Something that helps you feel more in control of your life or business.

When you do that thing consistently, your business (or at least that part of it) will start to feel more manageable.

I can help small business owners stay on top of their commitments by taking something off their plates. If you’re ready to start making progress, let me know if you need a hand.

If reading this on theowlsedge.ca, subscribers can log in and leave me a comment. I’d love to hear from you.

Hoot worthy: Compostable paper bags

Since I was talking about composting in this issue, I want to mention my favourite way to collect kitchen compost: 100% compostable paper bags.

Compostable bags

They’re plastic-free, leak-resistant, self-standing (no bin required), and strong. We usually fill a bag right to the top, including some liquid on occasion, before chucking it in the city compost bin. I leave an open bag standing on the counter so it’s super convenient to toss things in, and I find it rarely has any odour by the time it’s full. You can fold down the top for odour control, but if that’s necessary, then I’ll remove it from the kitchen and start a new one. There are few to choose from. I like these ones: Hytrend Kitchen Food Waste Bags

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hey!

This month, I’m sharing a story about a business changing hands and a missed opportunity.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

#13 | 23 July 2025

No one starts with all the answers

While checking links on one of my clients’ websites, I visited a business’s Facebook page and saw a post announcing that they had a new owner. They suggested following the new owner’s page.

I went to the new page to grab the link and found it was set up as a personal profile rather than a business page. That means I could only send a friend request, and I couldn’t simply like or follow the business. It’s been 3 months, and they still haven’t accepted my request. This is harder than it should be.

The original Facebook page has at least 1000 followers, which is a great number for a business in a small town. They also have 14 reviews and a 92% recommendation rate. Nice!

Sadly, the new business only has 105 friends—and it seems they’re not adding any. They are sharing public posts, but those posts can only show up in the feeds of up to 105 people rather than 1000. Ten percent of the reach they could be having!

Why the original owner didn’t give the new owner access to the original Facebook page is puzzling. I can only guess it’s because neither of them knows it’s possible to transfer ownership of a business page.

And maybe they don’t realize how much of an asset the original Facebook page could be to the business. Giving up positive reviews and a much larger audience of interested people and prospective customers is so unfortunate. They’re losing tremendous value by not tapping into that audience and building on it.

Further, the new owner is likely unaware that using a profile for a business is violating Facebook’s policies. (Learn more: Facebook Profile vs Facebook Page: Things You Need to Know.)

Many small business owners are also first-time business owners. I think it’s safe to say, no one knows everything about all aspects of their business when they’re starting out. We all have blind spots.

It’s important to learn from people with more experience and different perspectives. That’s why I enrolled in VA School before I started my business. There was so much I didn’t know about operating a business as a virtual assistant.

Now, back to our new business owner. I assume they’re completely focused on serving their customers, which is important, but they’re also running a business and seem to have a gap in marketing know-how.

I can help new business owners spot and solve problems like this, and bridge some of those knowledge gaps. I love helping people succeed!

(In this case, I’ve extended an offer to help the new business owner with Facebook through someone who knows them. We’ll see.)

If you run a business, what did you need to learn or outsource? I’d love to know!

If reading this on theowlsedge.ca, subscribers can log in and leave me a comment.

Hoot worthy: 1Password

1Password is a Canadian password manager for all platforms and devices.

I mentioned this tool in my newsletter, Save your sanity and security with password technologies, and it’s worth another plug. I use 1Password multiple times per day, not only for usernames and passwords, but for debit/credit card numbers, identification numbers, and secure notes (such as lock combinations). They have plans for individuals, families, teams, and businesses. 1Password earns every cent and then some. Check it out!

1Password logo

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hello,

In today’s newsletter, we’ll look at 5 more things small businesses and creators stumble over. (If you haven’t already, check out the first 5.) Read on!

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

#12 | 24 June 2025

(Part 2 of 2) Ten marketing mistakes to avoid

In my last newsletter, I covered 5 mistakes small business owners sometimes make that don’t leave the best impression on their audience. Here are 5 more:

6. Not testing your web pages on mobile devices.

If your content is not accessible on a phone, you could be turning away more than 50% of your potential clients. I came across an online rental application form that was completely unusable on a phone. Yikes!

Always test your stuff from end-to-end on a phone. Mobile functionality is essential.

At bare minimum, if you’re unable to offer mobile access right now, I suggest clearly asking visitors to use a web browser on a computer instead. And then do everything you can to fix it!

7. Not checking or fixing your copy on cross-posted content.

Auto-posting on multiple social media platforms is convenient and understandable. Unfortunately, your content doesn’t always look good in all places without further effort. Even with Instagram and Facebook, both owned by Meta, the same content does not post perfectly in both places.

Check all posts soon after publishing and fix things that don’t look right. For example, characters or emojis that can’t be displayed are often replaced by a black box (rhombus) with a white question mark. Edit these out as soon as possible!

Plus, some platforms allow clickable links in copy while others don’t. Take advantage of those that do, and use links where you can to make it easy for your audience to click through.

8. Using fonts that are difficult to read, or incompatible with other devices and platforms.

Many unique or fancy fonts are considered “display fonts” which are not meant for body text with longer passages and/or smaller text size. For this type of text, choose a font that makes your copy easy to read. Don’t let anyone struggle to read your content!

Further, what you see on your screen may not be what everyone sees on theirs. When a specific font is not available on the user’s device or in their email app, for example, that font will be replaced by another one that is available. At best, it’s similar but not what you intended, and at worst, the replacement font may be difficult to read.

If you don’t have complete control of the text display, it’s a good idea to choose fonts that are compatible across devices and platforms. (Image files and PDFs offer complete control while web pages and email do not.) Common fonts may seem “boring” but the excitement of using something “different" is not worth the risk of turning off readers.

9. Not proofreading your content (or more likely, not proofreading with focus).

I have seen many typos, duplicate sentences, and even sample text lately. We all make mistakes like this at some point, and ideally, we catch them all before publishing. But sometimes we don’t. When I’ve missed a typo, it’s usually the first thing I see after hitting the publish button! (Subscribers, did you spot the typo in my April newsletter?)

The key here is to correct missed errors quickly–which means taking the time to review and fix your content after you publish it. Most digital platforms will allow you to edit your text after posting.

Print materials are not so easy (or cheap) to fix. You must take your time before printing! Slow down. Ask someone else to review it, too. I recently saw a small business owner lamenting her order of 100 postcards that said, “Thanks for you’re order!” Oops.

10. Not disclosing the use of AI or using AI poorly.

Many people are becoming quite sensitive to the use of generative AI (artificial intelligence). They’re annoyed and left wondering, what is real anymore? Is this true? Who can I trust?

Trust is vital! Don’t damage anyone’s trust in you and your business by taking too many shortcuts.

For example, I saw an ad for a meal-planning course or membership, and the picture of food in freezer storage bags was so unrealistic (and clearly AI-generated), the business was hammered with very unkind remarks.

It’s important to find a balance between the speed, convenience, and (probably) minimal cost of using AI to create an image, and presenting an image that resonates with your audience.

If you’re using AI in your business, be sure to understand the implications of that use, and when you need to disclose your use of AI. Do your research! Some platforms, such as Etsy, require disclosure when “an item is created with the use of AI.”

Do you need help spotting bloopers like these? Never enough time (or focus) for proofreading? I can help!

Reply to this email anytime and let me know what’s on your mind. If reading this on theowlsedge.ca, subscribers can log in and leave me a comment. I’d love to hear from you.

Hoot worthy: 10X Fitness

For the past 4 months, my husband and I have been doing strength training consistently. I’m stronger than ever!

We learned how to do our training through a 12-week program called 10X Fitness from Mindvalley. One thing I love about 10X is that the exercise routines take less than 15 minutes. This course is available with a Mindvalley membership which is $299 US per year. 10X alone is worth the price and you can access dozens of courses.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Good day!

I hope you’re enjoying beautiful spring weather wherever you are.

Today’s topic sprung out of an abundance of missteps and missed opportunities I’ve noticed lately. In fact, I’ve seen so many that I decided to break this topic into two newsletters. Let’s get into it!

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

Not the impression we’re going for!

#11 | 28 May 2025

(Part 1 of 2) Ten marketing mistakes to avoid

Any business operating in public and private digital spaces such as social media, websites, and email (mass or 1-1) is making impressions on people all the time. And every single impression is an opportunity for potential customers to remember you in a positive or negative light—or not at all!

Here are 5 of the 10 problems I’ve seen in the past few weeks. Armed with this knowledge, you can avoid these oversights and deliver good vibes more often. 👍👍

1. Not promoting or sharing your business location in your social media profiles.

Sharing your location is especially important if your business depends on people visiting a physical location. Last week, I saw a post from a restaurant, went to their profile to see if it’s in my area, and I couldn’t figure out where it was! Did I take the extra step to Google it? No. Will anyone? Don’t count on it.

Even if your street address is not critical to your business model, it’s helpful to note your country, at least. Social media reach is amazing and unpredictable these days! People want to support businesses in their region.

As I mentioned in my last newsletter, if your business is Canadian, it’s more important than ever to promote this to your Canadian audience.

2. Not branding your digital freebies or sign-up forms.

Last year, I saved a link to 5 recipes for weekly meal prep. Nice. That’s a great thing to offer! However, I opened it recently and there’s no branding or any indication of who created it. How sad! (I was able to find the source by digging into an affiliate link but that’s far more work than it should be.)

Here’s another example: I opened a link to a 5-day challenge sign-up form, which I’m sure the owner would like people to share. There was no clue or link to the business or person who created the event anywhere on the page (including the URL).

Don’t forget to tell people who you are and how to find you! Anything you offer for download, or that may be shared, should identify you as the source. Include info such as your name, logo, website, and social media handles. A QR code may be useful in some situations.

3. Not creating a good, simple user experience.

Back to that unbranded meal prep freebie I mentioned above. The link (here it is*) only opens in Canva if you have an account. Canva is an app that not everyone has, and while I do have it, this is not how I want to view recipes! Plus, I can’t easily download the file to my phone or computer. Frustrating.

Always think about how your audience will use what you’re offering, and ensure the experience is as smooth and universal as possible. For example, most people have the tools to open a simple PDF or a web page.

*This booklet includes my favourite recipe for Cottage Cheese Pancakes. Coincidentally, I had also saved an identical (word for word) recipe from Morgan Hancock who branded her digital recipe card @wholesomelymorgan so it was easy for me to find her online ✅. This makes me wonder who actually wrote the recipe, but I’ll give credit to Morgan who shared it earlier! Here’s her recipe. (Enjoy!)

4. “Borrowing” or plagiarizing, and not giving credit or getting permission.

It’s critical for business owners to understand licenses and copyright infringement. In many cases, you MUST have permission to use or share the work of others. Sometimes, simply giving credit to the originator is appropriate and easy to do. Here’s an example:

Example of giving credit for an image. Good work!

Always give credit for content, quotes, photographs, or artwork of any kind that you did not create yourself—unless you have explicit permission to share without attribution. It bothers me, and I don’t think I’m alone on this, when someone shares a quote or image and doesn’t give proper credit.

This kind of oversight is far more serious when clearly profiting from content created by others. There’s a current lawsuit involving recipes published in a very successful cookbook that were allegedly developed by other popular food writers. There are also countless cases of stolen artwork used on mass-produced products with zero credit or commission to the artists.

5. Ignoring activity on your posts and not answering questions in a timely manner.

Treating social media like a billboard and not an opportunity for two-way interactions is a miss. A couple of weeks ago, I asked a small business a straight-forward product availability question on Instagram and I’m still waiting. Oy.

Answer questions as soon as possible. For positive, non-question comments, if you can’t reply to each one, a simple acknowledgement with a “like” is better than nothing. (No need to acknowledge trolls!)

👁️👁️ Do you need help spotting opportunities for improvement in your marketing? I’m here. Having a second pair of eyes can make a big difference.

Next month, I’ll share 5 more mistakes I’ve noticed recently.

If reading this on theowlsedge.ca, subscribers can log in and leave me a comment. I’d love to hear from you.

Hoot worthy: Notion

Notion is a web-based app for notes and productivity.

Notion software logo

I’ve been using Notion (for free) to organize my work projects, recipes, and more for over 4 years. I love it! You can access it on any device and the search tool is excellent. Notion Calendar is great, too! Notion is endlessly customizable (which can make it seem overwhelming for new users), so I recommend starting simple with a template for projects and tasks or a weekly planner, such as those in this collection of essential templates.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hello 👋

The past few months have been unsettling (to say the least!) in Canadian and world affairs. The upshot is that patriotism and the buy-local sentiment (not to mention anxiety) have reached extraordinary highs in Canada. Today, I’m sharing some resources and thoughts on this “Buy Canadian” boom.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

Is this newsletter “Made in Canada” if the writer is Canadian but the platform is not?

#10 | 27 April 2025

O Canada, let's keep this going!

Until recently, many of us had not paid much attention to the origin of the products we use or the impact of our reliance on other countries. We were blissfully unaware. Well, that bubble popped, and now we’re becoming hyper-aware of where our products originate. We're also learning that the lines are often blurred.

The “Buy Canadian” movement is rooted in avoiding American companies and products. A common strategy is to buy a Canadian option if available (and affordable), but if not, then a product from anywhere but the U.S.A. is the next best option. This is a big shift. In the past, we were more likely to avoid something coming from further away, or where labour conditions are questionable.

I think the Canadian economy will benefit more when we focus on buying Canadian and supporting Canadian businesses, not just avoiding American products. So how do we do that? Resources are springing up everywhere to help consumers make informed decisions.

Labels and marketing

Product labels are not new, but they’re now in the spotlight. Labels carry a number of phrases such as: Product of Canada, Made in Canada, Grown in Canada, Packaged in Canada, and so on, or they may have an eye-catching red maple leaf on them. But what do these things really mean? And can you trust every advertisement or new "Made in Canada" shelf tag in the stores you visit? Only some phrases are regulated for product claims:

• “Made in Canada” products are between 51% and 98% Canadian

• A “Product of Canada” must be at least 98% Canadian

• If a product is 100% Canadian, its label can say that

It’s no surprise that companies are taking advantage of the trend to buy Canadian. Beware of “maple washing” (or “Canada washing”) which refers to the overstating of a product's or business’s ties to Canada. Whether intentional or accidental, these tactics are very effective in misleading consumers—and unethical.

Online groups

Online groups are great places to discuss, share, and learn about Canadian or local products and businesses. Members also share examples of maple-washing they’ve spotted.

There are many groups out there; I’m only listing a few:

The Made in Canada - Canadian Products group on Facebook has 1.4 million members (April 2025) and is adding around 4000 members a day. 

I’ve found this group useful for finding Canadian products that can be challenging to find otherwise. For example, a search for “web hosting” in this group is more informative than a Google search when looking for Canadian web hosting.

I also randomly learn about Canadian products that people love and recommend. For example, I now want a Garant leaf rake from Quebec (sold at many national retailers), and I had no idea they existed before. My next rake will not come from China.

Buy Canadian: Keep it local! is a public group on Reddit with 365K members to date.

I Support Local Business Regina is a very active Facebook group where I live. Find a group like this for your community or start one.

Apps

Many apps are suddenly available to learn more about the origins of products.

I searched for “buy Canadian” in the Apple App Store and found over 30 apps for this purpose. Most allow you to scan a product’s bar code with your phone camera to get info. Some will offer a list of Canadian alternatives which is handy. I think most of them are using AI to find and deliver content.

By all means, check out what’s available in your app store. After trying a few, I lean toward these apps for their usability, reliability (products found in database), and output:

• O SCANada (scan bar code or type brand/product name) - Apple | Android

• Maple Scan (take a photo of the whole package) - Apple | Android

The “Buy Canadian” movement has been life-changing for many small business owners in Canada. I’ve seen business owners on Instagram say they were struggling and are now flooded with orders. I’m thrilled for them.

This shift in demand is largely thanks to people promoting Canadian products they love in public forums, such as the groups I mentioned above. So, if you love a product or service from a small business, let others know about it! Your support will mean the world to them.

Let’s keep the momentum going by supporting our own economy and local businesses. Investing in people, products, and companies within Canada is good for all of us!

Reply to this email anytime and let me know if you’ve changed your approach to shopping due to current events. If reading this on theowlsedge.ca, subscribers can log in and leave me a comment. I’d love to hear from you.

Hoot worthy: The Peak newsletters

The Peak is a daily newsletter on Canadian business and The Peak Money is a twice-weekly personal finance newsletter. (You can browse past newsletters here.)

These newsletters are my favourite way to stay informed about Canadian business and financial news. They are packed with timely content, and quick to read or skim.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hey!

Why do we procrastinate, and how can we minimize it? Read on for some useful nuggets and tons of resources I’ve found on this subject. 🤓

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

What task makes you feel like this?

#9 | 17 February 2025

Procrastinate much? You’re not alone!

We all procrastinate on occasion. While it’s a universal problem (with varying degrees of impact on individuals), there’s no single solution to overcoming procrastination. We all need to figure out what works for us.

Becoming more aware of your procrastination and having a few strategies in your toolbox can help you get on track.

Beware of “productive” procrastination.

Are you constantly working but never get around to doing that one thing? Try to recognize when this is happening. Gretchen Rubin says, “Working is one of the most dangerous forms of procrastination.”

Whether it’s housework or another business task, doing any work can feel justified. However, as long as you have an unfinished task hanging over your head, you still have a problem.

Notice what you’re really avoiding. 

What is it about the task that makes you put it off? Timothy Pychyl, author of Solving the Procrastination Puzzle, says you’re more likely to delay doing tasks that are:

• Boring

• Frustrating

• Difficult

• Ambiguous

• Unstructured

• Not intrinsically rewarding (you don’t enjoy it)

• Lacking in personal meaning

Once you know why you’re avoiding a task, you can work to address that problem. If an assignment is boring, how can you make it more interesting and fun? Could you pair the task with a favourite snack or a new location like a coffee shop? Could you ask for clarification when you’re unsure what to do? Can you find and connect with a higher purpose for completing the task?

Remove distractions.

If your ability to resist temptations on your phone or computer is questionable, you may need to try something stronger than your willpower. You could put your phone in another room or use an app that locks you out of your favourite apps or websites for a set period. (Examples: Cold Turkey, Opal.)

Get someone else involved. 

Depending on your situation and the task, you could: 

• Ask for help

• Delegate the task

• Hire someone to do it

• Get an accountability partner

• Try body doubling or co-working

Set a timer.

There are a couple of ways to use this strategy:

• Let yourself do something else first, but only for a limited time. And, “if you’re going to procrastinate, do something you enjoy” is a tip from Your Best Advice of 2024 in The New York Times. (Coincidentally, my go-to is Spelling Bee from NYT Games. I’d say Wordle, but that’s done first thing in the morning!)

• Commit to working on the task for a short period. How much time can you tolerate? You’re free to stop when your timer goes off, but (fingers and toes crossed) you might keep going after the hurdle of starting is behind you.

Go through the motions.

In his article, How I Tricked My Brain Into Being More Productive, Ali Abdaal suggests warming up to any task by moving through all the little actions you need to do ahead of the task. By the time you’ve done all that, you may as well keep going.

Do nothing. 

Try this unique approach: Don’t allow yourself to do anything except the task you need to do. You can do the thing or sit there and do nothing. You might tackle the undesirable task out of sheer boredom!

Understanding procrastination can help you beat it. I hope these ideas are helpful to you!

I’d love to hear what you do to stop procrastinating. Reply to this email anytime and let me know. On theowlsedge.ca, subscribers can log in and leave me a comment.

* * * * *

More tips and sources:

• Gretchen Rubin offers 5 tips for fighting procrastination in her article, Are you procrastinating?

• The 4 Causes of Procrastination According to Research by Nick Wignall

• 5 Research-Based Strategies for Overcoming Procrastination by Chris Bailey

Hoot worthy: The Atoms app

Atoms - from Atomic Habits. Apple App Store / Google Play Store

Atoms app

An app has to be pretty special for me to pay for it, and I think this one is worth it (about CA$100 per year—thanks to the current exchange rate 😬). Atoms is a well-designed and satisfying habit-tracking app, which is no surprise coming from James Clear, the author of Atomic Habits (a hoot-worthy book). You can also try Atoms for free.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Happy New Year!

How about making a fresh start in your email account? Today, I’m sharing my method for resetting your inbox and changing how you handle incoming messages. I’ve used this approach to clean and manage several email accounts recently. It works!

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

Your inbox can feel like a Zen garden

#8 | 2 January 2025

Conquer email overload and keep your inbox clean

Do you ever worry about missing important messages or losing track of them? Or maybe you just want to be more efficient with your email.

See if the following method, or some of it, could help make your life easier. We’ll tackle this in 3 parts:

1. Once: Reset your inbox, set up automations, and check the recent backlog.

2. Ongoing: Manage your email in 3 buckets: Inbox, Unsubscribe, and Follow Up.

3. Optional: Clean out your backlog (or ignore it forever).

Part 1: Reset your inbox, set up automations, and check the recent backlog

If you’re familiar with your email interface and settings, this part will only take a few minutes to complete. I recommend taking these steps on a computer screen, not your phone.

1. Create 3 new folders (I like to use symbols or emojis in these names to help these folders stand out visually or keep them at the top in Gmail):

   • # Follow Up

   • # Unsubscribe

   • Backlog YYYY-MM-DD (today’s date)

     

2. Move ALL messages from your Inbox into the Backlog folder.

   • Be sure to look for a link such as “Select all messages” or “Select all conversations that match this search“ so you can move them all at once (rather than 50 or 100 at a time)

   • You may have to wait for the move to finish if you have a huge number of messages

   • In Gmail, if you have multiple inbox categories (which is common):

     • Move all messages from Primary into Backlog

     • Delete everything in Promotions and Social (old news!)

     • Move all messages from Updates into Backlog (or you can delete them all if you’re not concerned)

     • I also recommend: Open Settings (gear icon + See all settings), click the Inbox tab, change the Categories to Primary only (uncheck all other categories), and click Save Changes at the bottom

3. Create a rule or filter for all messages with the word “unsubscribe” to skip the inbox and go to your new Unsubscribe folder.*
   
   This will separate all NEW incoming email into 2 buckets:

   • (1) Individual/personal and non-promotional messages will go to your Inbox.

   • (2) Automated, promotional, and mass messages will go to Unsubscribe.

     • I’m aware that my newsletter will fall into this bucket and that’s okay!

     • You don’t need to unsubscribe from everything that lands here; the purpose is to keep these messages out of your Inbox

     • This separation is not perfect so you will need to check your Unsubscribe folder regularly for important messages such as verification codes, shipping notifications, account statements, and subscription renewals.

4. As soon as possible, skim through recent messages in your new Backlog folder (say a couple hundred, or the past month or two, depending on your comfort level) and move important messages back to your Inbox immediately. Then follow the steps in Part 2, below.

At this point, you should have an empty (or near-empty) Inbox, empty folders for Unsubscribe and Follow Up, and a Backlog folder with a lot of messages.

Part 2: Manage your email in 3 buckets

You now have 3 active buckets for your email: Inbox, Unsubscribe, and Follow Up.

You’ll find your highest-priority new/unread messages in your Inbox—unless you’re looking for something like a confirmation link or verification code to use immediately. Those will often land in Unsubscribe. Your highest-priority previously-read messages will be in Follow Up (because you put them there).

When you check your email, always check your Inbox and Unsubscribe. Messages you haven’t seen yet will be in these buckets. You’ll go to Follow Up when it’s time to complete tasks.

Handle each bucket as described below.

Inbox

Your email inbox is only for messages you’re seeing for the first time. Handle each and every message in this bucket, as follows:

1. Read (or skim) the message.

2. If the message requires a reply or action and you can do it now:

   1. Reply or action.

   2. File or delete the message.

      • Filing could be as simple as clicking Archive or it could involve moving the message to a new or existing folder

3. If you can’t reply or action immediately:

   1. Move the message to Follow Up where you’ll see it again.

      • Do NOT leave the message in your Inbox!

   2. Add critical or significant action items to a separate to-do list.

      • Replying to a message could fall into this category

   3. Put events on a calendar, if they’re not added automatically.

Your Inbox should be empty after following these steps.

Unsubscribe

Skim this bucket for important messages first, then handle any message(s) you choose, as follows.

When you open a message (you don’t have to open them all in one session), read or skim the message and take the following steps. You can leave unread messages in Unsubscribe until you’re prepared to do these steps.

If you no longer want these messages:

1. Look for the “unsubscribe” link (or similar) near the bottom and use it.

2. Take this opportunity to delete or file similar messages (this step will also reduce your backlog).

   • In Gmail, with the message open, click the 3 dots (right side of the toolbar), click Filter messages like these, then select all messages (you may need to click another link to select more) and delete or file them

   

   • In other email programs, use the search bar (or a filter) to search for messages from the sender or specific email address, then select all and delete or file them

If you still need or want these messages:

1. Action (if necessary).

2. Delete, move to Follow Up, or file elsewhere.

   • Don’t leave a read message in Unsubscribe

   • Only file a message if you plan to read or refer to it later

   • You may want to set up filters or rules to handle specific types of email automatically (for example: “transactions” and “receipts” could go to a “Money” folder)

Tip: Check the date of your oldest message in your Unsubscribe folder, and notice which ones you tend to ignore. If you don’t have time to read and handle ALL messages in this bucket each week (or month; pick a timeframe), it’s probably time to let go of some subscriptions.

Follow Up

Check this bucket when you need a reminder of action items and/or you have time to do the work. If you’ve already completed an action (because it was on your to-do list, for example), be sure to delete or file the related email message.

Make a point of handling items in Follow Up on a regular basis! Don’t let them pile up in this bucket.

Part 3: Clean out your backlog (or ignore it forever)

If you want or need to free up storage space, you can deal with old messages in your Backlog folder. Approach these messages similar to your Unsubscribe bucket. Use the key strategy to handle messages in bulk as much as possible.

You can start with messages at the top (most recent) and work down. For each message, find similar messages and decide their fate (such as delete or file elsewhere).

What do you think? Reply and let me know if you’ll try this method or if you have any questions about it.

If reading this on theowlsedge.ca, subscribers can log in and leave me a comment. I’d love to hear from you.

Zen garden photo credit:
CC0 licensed photo by Rafael Funchal from the WordPress Photo Directory.

Hoot worthy: Five Minute Journal

The Five Minute Journal

My daughter gave me a Five Minute Journal several months ago and I love using it. Every day, it reminds me to think about what I’m grateful for, set intentions for the day, jot an affirmation, and reflect on what went well and what I learned. I usually spend a little more than 5 minutes both in the morning and at bedtime on my journal and it’s well worth the time for my mental well-being. The format and limited space in this beautiful book work great for me! I also like doing some handwriting daily, which is also beneficial.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hello!

Last week, I was reminded of the importance of colour choices when faced with white text on a yellow background. It was nearly impossible to read, and my eyes were not the problem!

Read on for more about this and other things to review and rethink when it comes to your website.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

Is your website accessible to everyone?

#7 | 17 November 2024

Part 2 of 2: Does your website need a little attention? (or a complete overhaul)

In Part 1 of this newsletter topic, I covered responsive design, content quality, and design consistency. Now, let’s look at 3 more areas to consider: accessibility, search, and what’s happening in the back end of your website.

Accessibility

Just as accommodations are required (and the right thing to do!) to allow people with physical disabilities to navigate the physical world, your website should be accessible to everyone. A large percentage of people have disabilities, including physical, sensory, cognitive, and intellectual, that impact their use of digital media.

Accessible web design is a huge topic so I can’t cover it all in a newsletter, but you should know it’s vitally important and required by law for some websites (such as government sites).

Whether you’re required to meet accessibility standards or not, it makes sense to ensure your entire audience can use your website!

Three key elements to review

• Do your informational images have ALT (alternative) text for screen readers to read? 

  • Decorative images, on the other hand, should have an alt attribute with nothing in it (alt="") so the screen reader will skip over them

• Does your text have a strong colour contrast with its background colour (dark on light or light on dark)? Strong colour contrast for text is important for your entire audience, not only for people with visual impairments.

  • Use a tool such as the WCAG Color Contrast Checker to check your colour combinations

  • You may be surprised by what doesn’t pass! I changed my site’s button colours after using this tool

• On a desktop computer, can you navigate your entire site without using a mouse?

  • Click your mouse in the top left corner of the web page, then use only the tab key to move through your site and see if you can access everything

  • Press the return key to open a menu or link

Many more things can affect web accessibility. To check your website’s compliance with standards, try using a tool such as the WAVE Web Accessibility Evaluation Tool. You may also hire someone to audit and improve your site for accessibility.

Search results

Keeping your website up to date and your content fresh not only looks good, it can also help attract new and repeat visitors.

Do your web pages include the keywords that people use to search for your type of product or service? Take some time to research what keywords your target customers are using to find information in your industry or niche.

Search engines love relevant and searchable content. This is why content marketing is an effective strategy for drawing visitors to your website. The more content and pages your website offers, the higher search engines will rank your site.

Single-page websites have gained some popularity in recent years. While there may be some benefits to this approach, it could affect your site’s ranking in search results. See articles such as Single-Page vs Multi-Page Websites for more details.

Local SEO (search engine optimization) is important for any business with a physical location or serving a geographic area. Make sure your business name, address, and phone number are consistent across your site.

Behind the scenes

Beyond what’s visible on your website in a browser, it’s important to keep the inside of your website healthy, too. Here are some things to check:

• For WordPress websites, is your site on the latest version of WordPress?

• Are your plugins and theme up to date? Updates are often related to website security, so it’s important to do these updates regularly

• Do you have plugins installed that you’re not using? Declutter your dashboard

• How fast is your website? A slow-loading website can frustrate visitors

  • Google PageSpeed Insights is a tool you can use to monitor and diagnose performance problems

• Do you have a backup of your site’s content? It’s wise to back up your site regularly and store the backup files separately from your web host

Be sure to give your website routine care and attention so it’s a positive reflection of you and your business.

What’s on your mind after reading this newsletter? Reply to this email and let me know. If reading this on theowlsedge.ca, subscribers can log in and leave me a comment.

I’d love to hear from you.

Hoot worthy: Inspired Go

Inspired Go salad delivery. Healthy, tasty, and convenient.

I love a big salad with many ingredients and colours, but I don’t love the time it takes to make one from scratch. With Inspired Go, I can have a quick, filling, and delicious meal with 20-30 grams of protein (when I choose those salads), or a side salad for more people. The variety is amazing and they introduce new options often. I can’t wait for my next order to arrive! (If you decide to try Inspired Go, you can use my referral link to get $15 off your first order. I will also get $15 off. Win-win!)

A salad from Inspired Go

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hi there,

I’ve been working on a few websites lately and loving it! While I’ve been creating new sites, I’ve also been poking around and noticed some sites that are not aging well or meeting today’s standards. In this newsletter, we’ll look at 3 aspects to evaluate.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

Is your website like an old, forgotten poster?

#6 | 16 October 2024

Part 1 of 2: Does your website need a little attention (or an overhaul)?

Other than the actual words, what is your website telling people?

A website allows you to update and refresh your content anytime and provides unlimited space to work with. You can also go beyond providing information and offer useful tools and functionality such as appointment scheduling and sign-up forms.

Take advantage of the medium! Treating your website like a static document is a missed opportunity. Don’t “set it and forget it.”

Maybe it’s time to take a good look at your site. Here are some things I suggest reviewing. (I’ll cover 3 more in the next issue of The Owl’s Edge.)

Responsive design

Websites that adapt to the user’s screen size are responsive. They provide a user-friendly experience on any device such as a phone, tablet, or computer.

With more than 50% of website views happening on mobile phones, responsive design is no longer optional.

Always check web pages on your phone to be sure they look good and work properly. Is there anything cut off? Can you find the navigation menu? Can you read the text?

Content quality

When reviewing your site, take the time to review every page. Read every word and click every link. Even if your website is relatively new, you may be surprised to find outdated or incorrect information and broken links. Things change more quickly than we realize.

More content questions to keep in mind

• Is your messaging clear and concise?

• Are you providing information that’s useful to your audience? Does your site answer common questions?

• Is there a reason for past visitors to visit again? Is there anything new?

• Is your content formatted for skimming? People rarely read entire web pages; they skim and scroll. You need to get their eyes to stop on something!

• Does the navigation and organization make sense to your audience?

• Are your images and graphics sharp or fuzzy? Are they adding value and interest to your content or detracting from it?

• Is it time for a new headshot? Does your photo look like you–this year?

• Is there anything else you could offer such as online booking or payment? Use your website to make it easy to do business with you.

Design consistency

A website with consistent elements, a thoughtful selection of colours, and complementary fonts (or typefaces) feels polished and professional.

Are your headings, body text, and links consistent across the website? The same element should have the same style throughout the site. For example, all body text should be in the same font and size. All headings of the same level should have the same capitalization, font, and size.

Are colours on your website consistent and effective? For example, buttons with a similar function should be the same colour and shape. Be sure to notice the colour of text and the background it’s on. Is your text easy or challenging to read? (Colour contrast is an important factor for accessibility which I’ll cover in more detail in part 2.)

These are just a few of the many design elements to consider on a website.

Your website is often the first place potential customers will form an impression of you and your business. Take steps now to make sure the impression is a good one!

When was the last time you reviewed your website? What year was your headshot or profile photo taken? Reply and let me know. I’d love to hear from you.

If reading this on theowlsedge.ca, subscribers can log in and leave me a comment.

Hoot worthy: Jack 59 shampoo and conditioner

I’ve been using Jack 59 shampoo and conditioner bars for 2 years. I love how they make my hair look and feel. Last year, my husband forgot to bring his hair products on a trip, so he used mine. After one shower with Jack 59, he couldn’t wait to finish his regular hair products so he could switch. I use Citrus Shine and he uses Restore.

I’m always looking for ways to reduce plastic packaging, so I wanted to switch to shampoo and conditioner bars to eliminate a few plastic bottles. Enter Jack 59 bars which I picked up on a trip to Edmonton. This company is also Canadian, Indigenous-owned, and led by women. Check out Jack 59.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hello!

In business, as in life, there are parts we love (hopefully, most of it!) and parts we’re not crazy about. Today’s newsletter is about facing discomfort to improve your business (and mine). We can do hard things.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

Nothing listed below is this difficult!

#5 | 10 September 2024

Step out of your comfort zone and boost your business health

I’ve been listening to The Comfort Crisis by Michael Easter. While it’s not about business (it’s about the decline of physical and mental health thanks to the many comforts and traps of modern living), I started thinking about comfort and discomfort in terms of running a business. What are the costs of staying in our comfort zone versus doing what’s uncomfortable?

Many actions that would benefit our small businesses are not the things we enjoy or feel comfortable doing. Naturally, we avoid discomfort.

Consider these activities:

Asking for feedback and constructive criticism

When was the last time you surveyed your customers or asked someone you trust to review your service, processes, or marketing tactics? It can feel vulnerable to get feedback on choices you’ve made, but it can also reveal improvements you hadn’t thought of.

Networking and talking to people you know

This is not advertising or posting on social media; it’s about reaching out and directly talking to people about your business. You might wonder what to say and what people will think. We imagine all kinds of discomfort before we even start. Yet, for many businesses (service-based businesses, in particular), these tactics are essential to start getting referrals. You have to tell people what you do. It’s not selling. And it’s often a lot more enjoyable than you expect.

Trusting other people to do things

Are your days filled with tasks that must be done to keep your business running smoothly? And no one else knows how to do these things, right? Allowing someone else to handle some of your work can feel risky at first. However, trusting others to handle some tasks while you shift your focus to other parts of your business can be rewarding.

Setting ambitious goals

Are you setting targets for your business? What if you came up with some stretch goals? Goals that don’t even feel achievable right now. Not setting goals and playing small is easy—and it will probably lead to not achieving as much as you’d like. Maybe what stops you is a fear of failure. You can’t fail to meet goals you don’t have! But when you work toward something, even if you only get part-way there, you’re likely better off than if you had no goals at all.

Starting a blog or email newsletter

Maybe it’s time to try something new, like content marketing and growing an email list, but it’s unfamiliar territory. Perhaps you’re unsure about writing or keeping up with this task regularly. (Luckily, there are more tools and resources than ever before to help with writing.) You may feel uneasy about going deeper with your communication and marketing but it could be the right approach for your business.

Asking for testimonials

Getting testimonials involves talking to people you know and it comes with an extra dose of discomfort. I’m right there with you. It’s hard to ask others to do you a favour and they might not do it. While you may be confident in your abilities and worth, the thought of asking for testimonials can bring up feelings of insecurity. However, being able to show recommendations from others is invaluable. Asking for testimonials is the best way to get them. Go for it! #notetoself

Many of these activities are vital for business growth and success, and yet it’s easier to stay busy doing what’s comfortable. What are you avoiding? What uncomfortable—but valuable—task could you push yourself to do this month?

Reply to this email anytime and let me know. If you’re reading this on theowlsedge.ca, subscribers can leave me a comment. I’d love to hear from you.

Hoot worthy: LinkedIn Learning

LinkedIn Learning is an amazing resource for learning business, technology, and creative topics and tools.

Learn something new

You can get unlimited access to courses on a free one-month trial or with a monthly or annual subscription. Tip: If you’re a member of a library or university, you may be able to access LinkedIn Learning for free. Check your institution’s website or call them to ask about it. I use my local library card number to access courses anytime I want.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hi there!

As I’m working on my business, and two of my children are about to begin post-secondary education, I’ve been thinking a lot about strategies for making the most of our limited time and staying focused on priorities. I hope you’ll find an idea or reminder below that you want to practice.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

Are you balancing your big rocks?

#4 | 6 August 2024

Tips for balancing your responsibilities and well-being

Many of us have more things to do than we have time for. When life is demanding, it’s essential to get clear about our priorities and be intentional with the 24 hours we have each day. Remember to put things that contribute to your health near the top of your list! These things will have a positive impact on everything else you do.

Identify your priorities

What tasks or areas of life are crucial for your well-being and success? I think of these priorities as “big rocks.” I learned this analogy many years ago from The 7 Habits of Highly Effective People by Stephen Covey. If you’re unfamiliar with this concept (heck, even if you are), watch the video: Big Rocks (4 min).

What are your big rocks? Make a list and rank them in order of importance. It’s time to fill your bucket (and calendar) with your biggest rocks (priorities) first. When you do that, you’ll be doing what’s important to you and the other stuff will manage to find some space here and there. But it doesn’t work the other way around. Don’t fill your time with unimportant things, leaving no room for your priorities.

Avoid being too general with items such as “work.” Think about your goals and what specific tasks will help you progress toward those goals—and what won’t. What action will produce the biggest results? Focus on that.

Use a calendar to schedule your time

Once you know your priorities, use a digital calendar to schedule time for those things. You can also have a to-do list (I’m pretty attached to my weekly checklist), but using a list is not enough because it doesn’t represent our finite time the way a calendar does.

On your calendar, you will likely have very time-specific commitments, like meetings, classes, and events. Around those items, block time for the other “big rocks” in your life. Remember to include breaks and allow for transition time between tasks.

A calendar provides a visual representation of your time. Plus, assigning a specific block of time for a task means you’re committing to work on it. Having your priorities on a calendar can also help you make decisions and say no to things that don’t fit.

Keep in mind that where you schedule items in your day can be critical. I’ve neglected exercise for a long time and recently realized it needs to be a high priority (let’s call it a huge rock). Yet, it’s too easy to skip this effort at the end of the day when I’m tired and would rather do other things. I need to schedule exercise earlier in the day so it happens.

Be sure to plan enough time to eat (need I say, properly?) and sleep, as well. That may sound obvious, but it’s better to be intentional and give these essentials enough time. Delegation and outsourcing are great solutions for some things in life and business, but you can’t outsource eating, sleeping, or exercise. Don’t forget to block time for grocery shopping and meal prep if outsourcing those tasks is not an option for you!

Avoid multi-tasking (most of the time)

Make the best use of the time you’ve scheduled for a task. When the task calls for thinking or decision-making, multi-tasking can lead to decreased productivity and increased stress (time’s up and you’re nowhere near finished doing what you had planned to do? uh oh). Focus on one thing at a time and give it your full attention. You'll find that you complete tasks more efficiently and with better quality.

Would I like to watch or listen to the Olympic Games while writing a newsletter? You bet, but I can’t do that effectively. On the other hand, can I learn something by listening to an audiobook, podcast, or course audio while doing the dishes or pulling weeds (relatively mindless activities)? Yes, this type of task pairing works!

When it comes to getting things done, what works for you? Reply to this email anytime and let me know. If reading this on theowlsedge.ca, subscribers can log in and leave me a comment. I’d love to hear from you.

Hoot worthy: Baked Egg & Cheese Tortilla

This is one of my go-to recipes for a tasty high-protein meal (1 large or 2 small servings). It’s easy to keep these ingredients on hand and quick to prepare. Enjoy!

Baked Egg & Cheese Tortilla

1 large flour tortilla 3 eggs 1/3 cup cottage cheese (2 heaping soup spoons) Salt and pepper 3-4 frozen broccoli florets, chopped 3-4 grape tomatoes, seeds removed & chopped About 1/2 cup grated sharp/old cheddar cheese Preheat oven to 350F. Line a round cake pan or pie plate with the tortilla. Gently push down into corners. If your tortilla is extra large, you can cut off the excess with scissors. Mix the eggs and cottage cheese and pour into the tortilla. On top of the egg mixture, add salt and pepper, broccoli, tomatoes, and cheddar cheese. Bake for about 35 minutes, or until the centre is not jiggly or sunken. Remove and let sit for 5 minutes. Lift the tortilla out of the pan and cut into wedges on a cutting board.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Hello!

Have you ever had to change your email address or wanted to? Today’s newsletter is all about strategies for choosing and using email addresses to avoid confusion and complications down the road. Learn more below.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

Love it or hate it, email is here to stay.

#3 | 2 July 2024

Choose and use email addresses with the future in mind

I’ve been going through my contact lists, combining and updating them. What a trip down memory lane! One thing that’s become clear is how many email addresses reflect a point in one’s life rather than the long term. I’m guessing a significant number of the email addresses I saved 20+ years ago are no longer in use for a variety of reasons.

Work email

Some email addresses are rightly tied to one’s work, whether you work for yourself or for an organization. You only need that email account for the period of time you’re working with that entity. If you’re careful about only using that account for work, and not for personal communication or accounts, then closing that account when you leave that work behind will not be a problem. However, if you used your work email for personal connections or anything you want to keep accessing going forward, you’re going to have a challenge separating your personal stuff from your work email address. It’s safe to assume you’re going to leave that organization when you retire, if not sooner.

School email

If you have a school-provided email address, treat it the same as a work address described above. Use it only for school-related accounts and communication. You will have to leave this address behind so it’s best not to use it widely. Finishing school can also mean losing access to a cloud-based drive where you’ve stored information. If you want to keep your content or data, you’ll need to export it before you lose access to your account.

Personal and family email

Personal email accounts offer more flexibility (they’re not given to you) and they can endure the test of time. I recommend thinking about your email address as an unofficial form of identity. Your personal email address is unique and only for you. It can never be an official form of identification like a social insurance/security number because you can change your email address, but a carefully chosen email address can serve you well for a long time.

There are two parts to every email address: the username and domain, which are separated by an @ symbol. For personal email, and for your own business, be mindful about choosing both parts. To be clear, your personal email address and your own business (work) email address should not be the same. (More on your business email below.)

Choosing a provider or domain

The domain for your email can come from an email provider or it can be your own custom domain name. Anyone can have a custom domain with inexpensive domain registration and hosting.

For personal email, if you don’t have your own domain and don’t want one, I suggest choosing a free email service that’s not tied to your work, school, or internet service. I’ve covered work and school above, but why not use your internet service provider’s (ISP) email service? So many of us have email accounts like this because our choices were very limited a couple decades ago.

An ISP email account works for many people, but be aware that it’s tied to subscribing to a service with that company. If you move out of province or country, want to change your service provider, or want to upgrade your email service and functionality, you’ll have to give up that email address. This is exactly why ISPs offer email service. It’s sticky! Changing an email address you’ve used for “everything” can be daunting, but it is doable. I have done it and I wrote an article explaining how. If you’re interested, see Making the move to a new email address and provider.

Choosing a username

Your username (in front of the @) is also important. Is this address for your personal use only, or is it a shared family account? If you choose to have a family account, I’d suggest that each person still needs a personal account in their own username, and that you keep the family email address strictly for shared accounts and communication. There are some good articles about doing this. Look up “family email account.”

Do you want people to know your email address belongs to you? I found some email addresses in my contacts that offer no clue to the person’s name, and unfortunately, I hadn’t noted it. I realize not using your name may be a deliberate choice, but is this the address you want to use with your family and friends?

Your business email

If you’re a small business owner, having a custom domain for your business email is ideal. Your custom domain is a marketing tool and it presents your business in a professional light. With a custom domain, you’re advertising your business website address every time you share your email address.

As your business grows, a custom domain also allows you to create consistent email addresses for team members or different functions in your business. For usernames, use the same naming pattern for individuals (such as first name only, first + last, initial + last), and words like “admin” or “support” for functional accounts.

The sooner you decide to use a custom domain for your business email, the better. Set up your business email as soon as possible to avoid using your personal email address for business-related accounts and contacts. If you start out using a personal address, you’ll have business email in two places and will have some untangling to do (or you'll have to keep monitoring two accounts for your business).

If you have a business website with your own domain but haven’t used it for email yet, it’s not too late. You can use your custom domain for email by taking a few steps with your hosting service or a subscription to Google Workspace, Microsoft 365, and others.

I hope these suggestions are helpful! Reply to this email anytime and let me know what’s on your mind. If reading this on theowlsedge.ca, subscribers can log in and leave me a comment. I’d love to hear from you.

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

If someone shared this newsletter with you, please subscribe!

Your privacy is important to me.
I will never share your email address.

Good day,

TL;DR: Fix your passwords! 🙄 Ugggh. Right?

I know you’ve heard it before, but some of us need to hear it again. Let today’s newsletter be the nudge you need to get serious about improving your password practices, if you haven’t already. Learn more below.

All the best,

Kim Byrns,
Virtual Assistant & Communication Specialist
Soaring Solutions

This lock is not securing anything. Are your passwords like this lock?

 #2 | 9 June 2024

Save your sanity and security with password technologies

I think most of us know we’re supposed to have iron-clad and unique passwords for every single thing, but we resist the idea. We have SO many accounts and profiles to log into these days.

What’s the harm in using the same or similar passwords so we can access all of our essential apps quickly and easily? Who wants the hassle of not knowing a password and having to reset it? We’re really hoping to stay logged in forever so we never have to enter our username and password!

Have you ever been warned that your data was exposed in a security breach? I recall the Adobe attack in 2013, a massive breach involving 38 million customer accounts. I received notice that my account was among them (notices don’t always happen so that was nice). I immediately changed all of my passwords on anything money-related: online banking, Amazon, etc. At the time, I thought this was adequate. Nope.

June 2025: 16 Billion Apple, Facebook, Google And Other Passwords Leaked
Thats 16 billion with a B!

The security of our email accounts may be the most critical.

Many password-reset processes involve sending you an email. Access to your email account is a method of confirming your identity. If someone else can access your email account (because they hacked your weak password or obtained your reused password from a data breach or phishing), they can access personal and financial data within your email AND they can reset your passwords on other sites you use. With access to those sites, they can steal your personal information and/or money.

Multi-factor authentication (MFA), 2-factor authentication (2FA), and 2-step verification (2SV) processes that send a code to your phone offer an improvement in security by requiring access to your physical phone rather than your email account. When an option like this is available, use it.

Many of us log into dozens of applications on a regular basis (and may have hundreds of accounts in total). We can’t have unique and strong passwords for everything and be able to remember them all. If you can, your passwords are not strong enough! It’s time to abandon the idea of being able to remember passwords without help.

Thankfully, there’s an app for that. In fact, there are many apps and options to use technology to increase your security and decrease vulnerability. I’ve already mentioned MFA, 2FA, and 2SV authentication above.

Passkeys are another alternative to passwords which are easy to use and more secure. Watch: What are passkeys? Explained in under 4 minutes (Microsoft Security on YouTube)

Many web browsers offer a way to save your passwords as well. This means you can have strong passwords and you don’t need to remember those passwords when using the browser. Learn more: Which Is Better: Your Browser's Password Manager or a Standalone Service? (Consumer Reports)

Above all, I suggest subscribing to a password manager. A password manager can:

• Save your usernames, passwords, passkeys, and more

• Help you access your accounts quickly and easily

• Generate strong passwords

• Allow you to share passwords securely

• Let you know when a password or other info has been found on the dark web (due to data breaches).

I’ve been using 1Password for more than a decade. I can’t imagine living without it!

While I completely recommend 1Password (which happens to be a Canadian company), other good ones are available, such as NordPass, Keeper, and Dashlane to name a few. You’ll want an application that works and syncs across platforms, browsers, and devices.

Password security has never been more important. Be safe!

Reply to this email anytime and let me know how you manage your passwords. If reading this on theowlsedge.ca, subscribers can log in and leave me a comment. I’d love to hear from you.

Hoot worthy: Atomic Habits by James Clear

Atomic Habits by James Clear

Have you read Atomic Habits? If you haven’t, I urge you to do so! I’ve listened to this book twice, and I’d like to re-listen to it every year. (I listen to books using Libby which I access with my library card. Right now, 84 people are waiting on 59 copies of Atomic Habits. The wait is 11 weeks. Place it on hold today.)

About me

My name is Kim Byrns. I’m a Virtual Assistant offering admin support and communication services through my business, Soaring Solutions. I work with solo professionals and small business owners to refresh their online presence and take some tasks off their minds. Learn more about the services I offer.

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