You have heard it said since the time you were first entrusted with your own social media account: Be careful about what you post on the Internet, because it can follow you forever. If you were in your teens or early 20s when you received this advice, chances are that you disregarded it. Or maybe you were a full-fledged adult when the Internet craze first hit, and you weren’t as discreet as perhaps you should have been with your social media usage. Regardless of the reason, it’s possible that if a potential new employer or suitor were to Google your name, they might come up with embarrassing, inaccurate or outdated information about you. This can impact your career, your personal relationships and more. What can you do?

The answer to your dilemma is to take control of the situation. You can’t change your past, and you certainly can’t change what has been said about you or by you on social media sites. Unfortunately, that is simply the reality of living in the 21st century. What you can do, however, starting right now, is to take back the reins that have somehow gotten out of your hands. You can improve your virtual reputation, assert your personal brand and take charge of what the Internet is saying about you.

Before you go about fixing your online persona, here are some tips in order to maximize your damage control strategies:

• Go through your current public social media sites and remove anything that is less than complimentary. Photos of you at a bar with friends, strong political statements and excessive postings of funny cat pictures are things that you might consider removing if you want to keep your sites public. Consider making private any social media sites that you would not voluntarily share with an employer or those met at a networking convention. It is absolutely acceptable to lock down your Facebook account to close friends only, give out your Twitter address to those you know fairly well, and make your Google Plus and LinkedIn profiles public.

• Remove tags placed by friends and family members if they point to photos of or comments about you that aren’t what you would like shared. Depending on the site, you may need to contact the individuals in question to ask that they be removed. In some cases, your mother’s advice about choosing your friends wisely applies; you don’t want to be judged by a potential employer because your sister-in-law likes to make inappropriate-for-public jokes and tag you in them!

• Begin posting entries regularly that give readers a good idea of what you stand for. Keep professionalism in mind, and try to enter something at least once per day. This will allow you to begin building up your image in a way that will portray you as the person that you currently are. Link your public social media sites to your commonfig.com profile and watch your online reputation get better and better.

While you can’t erase your past, you can begin today to take a big step toward having an Internet reputation that will be held in high esteem. Work on building up your social media profiles while eliminating those posts that would give visitors an incorrect impression. You can take charge of your Internet presence, and it’s time that you did!

Over the past week, we have been discussing web-based communities. So far, we’ve touched upon what a web-based community is, what the benefits to joining one might be, and whether you should think about starting your own. If you have decided to start your own community, you have a few choices.

One option is to have your own page on a site like LinkedIn or Facebook. The major benefit to this type of community is that it is free to start, and it’s just a matter of plugging information into a template. One potential problem with this type of community is that it can be difficult to customize; it’s clearly the property of the hosting site. Another option is to purchase your own domain and set up your own community, which allows you to completely customize your community to be exactly what you want it to be. Unfortunately, this is a more difficult option, as you would need some technical know-how. It could also be expensive to start up. A third possibility is to begin a white label community, which offers the benefits of both of the other types, without the drawbacks.

First, what is a white label community? It’s a web-based community that is hosted by another company, but is able to be customized to look like you (or your business) is hosting it. When users come to your community, they’ll see your logo. Here are a few of the benefits of such an arrangement:

• White label communities offer you a template to use. You won’t be on your own, and all of the coding is done for you. You just put your information in an easy-to-decipher template, and you’ll be well on your way to having your page look the way you want it. This is a good middle ground between using a completely ready-made page and having to start from scratch, as you have some custom options but so many as to be overwhelming.

• Your website’s readers would be redirected toward your community. It would  not be obvious that it was simply a page on a larger website, such as LinkedIn. Your readers would not have to become members of a social media site or any other organization other than the community itself.

• You’d be in charge! You could offer webinars or courses, and could steer the discussion in any way that you want to. You would get to approve or deny potential members, and you would have veto power over anything that a member wanted to post, eliminating the possibility that your community would simply become a message board for unwanted spam.

• You’d have a wide range of productivity options to choose from. When you host a page on a social media site, you are limited to the features available on the site, which may be quite few. With a white label community, you’d be able to utilize features such as communication tools (instant chat, video chat, text messaging), networking tools (such as a multimedia business card), events and event management, member-to-member discounts, a discussion board with the option to allow a non-member to participate in a particular discussion, and more. This makes your community truly customized.

A white label community gives you some autonomy along with the support and backing of an already-established company. This would be a great way to start your first web-based community; it would also be a convenient and easy-to-use medium to switch to if you currently have a community on a social media site.

Does a white label community sound like a possibility that you might like to explore? Why or why not?

Last week, we talked about web-based communities, and discussed what they are, where you can find them, and how they can benefit you. While there are hundreds or thousands of these communities available, it is very possible that you won’t find one that’s perfect for you: You have your own sense of leadership style as well as your own goals, and the best web-based community for you might not exist… yet. Have you explored the possibility of starting your own community of this nature? At first glance, it might seem like too large of an undertaking, but we’ll talk more about that later. For today, disregard the concerns that you may have regarding the work involved, and let’s consider the benefits:

• You can establish a sense of rapport between professionals. You may have visited several web-based communities and found that there is more conflict than genuine communication. This can happen at times within any community, and it’s up to the administrator to step in and set the guidelines regarding this sort of thing. On the other hand, maybe you would prefer to see more ideas and concepts discussed more fully; in that case, some good-natured debating might be encouraged. If you had your own community, you’d be able to set the tone for your members, making it what you wanted it to be. Within a positive and upbeat framework, you would be able to see relationships forming between other professionals, and, of course, would also be forging good professional relationships of your own. Members would be able to connect and collaborate on various projects and to create mutually beneficial opportunities.

• You could create revenue opportunities. Many professional web-based communities are available for some type of membership fee. Those paying for a membership are often more likely to participate fully in order to get their money’s worth, than those who join fee-free communities. In addition to collecting your membership fee, you could hold educational seminars or classes to your members at an additional cost. These are great ways to boost your monthly income as your community grows and becomes more popular. In addition to these types of income possibilities, you could also benefit from member-to-member discounts and other special offers within your community.

• You can improve your brand’s image and reputation. As more people join your community, your brand will become more well-known. In addition to your own members, you’ll be able to benefit from their contacts, and they’ll benefit from yours, as well as each others’. Also, as you run your community in a proficient manner and provide a worthwhile service to your members, you will become known as the professional that you are. Holding webinars will establish you as an expert in your field. In short, this is a great step toward being regarded as a leader in your industry.

Now that you know what a web-based community is, why joining one could be useful, and why starting your own might be even more beneficial, does this look like something that you might want to pursue? Later this week, we’ll discuss the benefits of a certain type of web-based community. In the meantime, give some thought as to what type of community you might like to run, as well as how it could boost your business and reputation.

In the year 2013, you as a small business owner know how important it is to have a strong web presence. You most likely already have a website, and you are probably active with social media sites, such as Facebook and Twitter. Maybe you have even started a blog. If you haven’t already done so, one of your next steps for establishing yourself and meeting others who can help you grow your business might be joining a web-based community.

Web-based communities, as the name would imply, are groups of people who have come together on the Internet. They have something in common; they might all belong to the same geographical region, for example, or share a particular interest. In the case of communities that can help you in your business, they might be comprised of other entrepreneurs or of people who are interested in your particular niche within an industry. You can usually find a community that interests you on social media sites like LinkedIn or Facebook.

How can joining a web-based community help you as you seek success as an entrepreneur? Here are just a few ways:

• Web-based communities can help you network. Any way that you can meet new people, either in person or over the Internet, is excellent for opening up your circle of acquaintances. These are the people with whom you will want to be networking! Since they have joined the same community that you have, they most likely have a vested interest in the glue that holds you together. If you find a community that is based on your industry or a complementary industry to yours, get the word out about what it is that you do! You can meet many potential clients this way, or your fellow members may refer you to their friends.

• Web-based communities help you to build relationships. Remember that one of the core commonfig beliefs is that we can accomplish more with others than we can alone. One of the best way to team up with others is to forge good business relationships that go beyond simple acquaintanceship. You can get to know someone on a surface level through these communities, but can take it to another level through the chat and private message features available on the hosting social media site. Be sure to use all of the features that go along with your membership; take advantage of the technology available in order to maximize your relationship-building potential!

• Web-based communities will help you grow your business. As you interact with others in your community, you will be exchanging information that will not only help you, but will also assist others in the group to help their businesses grow. As an entrepreneur, you should always be on the lookout for people and situations that will help you expand. From finding a mentor (or a mentee) to sharing hints on providing excellent customer service, these groups are an invaluable tool in your business-growing arsenal.

Browse through the available web-based communities on your social media sites to see whether there is one that fits your niche. If there isn’t one, you might consider starting your own. We will talk more about this possibility next week.

In the  meantime, have you joined any web-based communities pertaining to your business or to entrepreneurship in general? How have you found them to be helpful?

• Did you look at customer complaints (and compliments!) to find out what you could do differently this year? If you did, and made a list of different strategies to try, how are they working? Remember that while you should give your new ideas a fair shake, you should also tweak them if it’s become apparent that they’re not working. If, after two months of trying a new system, you see no improvement at all, then it’s time to start thinking about trying something else. On the other hand, if you’re seeing some positive changes, then you  just might be on the right track, so keep plugging along.
• How’s your  marketing plan working out? Marketing is one of those things that you have to keep putting effort into, even if you’re currently quite busy. Are you seeing positive results? If not, figure out where you can make changes; you’ll be thankful that you put in the effort now, should your schedule become less busy later.
• How is your budgeting going? Are you sticking to the plan? While expenditures may not be constant from  month to month, take a look at whether you’re about where you need to be, looking at the big picture of the entire year. It’s always better to tweak every month or two than it is to panic in October because you’ve overspent in one area or another!
• Did you make a list of goals for 2013? It’s best to make some business goals and some personal goals. By now, you may have realized that some of your goals just aren’t going to happen, and that’s okay! As long as you’re making progress on some of your goals then you can consider yourself a step ahead of where you were this time last year.
• Have you found an accountability partner? Everyone is flagging this time of year when it comes to upholding their New Year’s resolutions, so if you haven’t found someone to help you stay accountable, now’s the time. You won’t only be helping yourself stick to the plan, but you’ll be encouraging someone else, too.

• Workshops and conventions keep you up to par when it comes to new developments in your industry. No matter how much we might like time to stand still for a short while, it keeps on marching forward, and with it come new developments. If you aren’t keeping up-to-date on all that’s happening in your field, then you’re soon going to find that you’re losing business to others in your area who have made continuing education a priority. Aim to attend workshops whenever it’s feasible, and a convention at least every year or two in order to stay on top of recent happenings in your line of work.
• Networking happens naturally at these events. Think about it: The convention or workshop will be chock-full of people just like you. Meeting professionals from outside of your local area opens up a world of possibility when it comes to finding a mentor or referring people to trusted industry leaders when they relocate to a new area. It also means that you might gain some referrals when clients of your new contacts move into your area. Make the most of this opportunity!
• You will be able to bounce ideas off of those with varying levels of expertise. Whether you are new to your field or have been in it for three decades, you have something to teach and something to learn. Meeting others in different places along their entrepreneurial journeys can be refreshing as well as inspiring; the enthusiasm of the newer professionals will balance with the wisdom of those who have gone before.
• A convention is a time of respite from your day-to-day duties. An eight-hour workshop might not provide much time for reflection and relaxation, but conventions often have time to reflect built in. If you are traveling and staying overnight, this ensures some quiet time for you to think about what you have learned, what your next steps should be and which changes you’d like to make when it comes to your business.

• Invoicing and bill paying. Once you get busy in your small business, regular bookkeeping can take hours. From sending weekly or monthly invoices, to paying bills, to separating out delinquent accounts for collections, this is a hassle that many entrepreneurs would love to delegate to someone else. Your virtual assistant is the perfect person for the job; let her handle billing and bill paying, so you can focus on other tasks that you enjoy more.
• Taxes. If you find a virtual assistant who is well-versed in general accounting, you can ask him to handle your taxes for you. While he won’t take the place of an experienced tax professional, he can gather documents, print reports, file scanned receipts, comb through statements and handle other paperwork related to tax time.
• Industry research. Do you need to know how the industry leaders in your local area do their marketing? Maybe you are developing a new system or product and need some help researching the options. Let your VA handle it.
• General administrative duties. There’s very little that can’t be handled via the Internet. Have your assistant schedule and confirm your appointments, file computer documents in the appropriate folders, screen your emails, and proofread documents before you send them.
• Personal errands. If you need to focus on your work, your personal errands like gift-buying, grocery shopping and trip-planning may fall by the wayside. Your VA can place an order with a grocery-delivery service, can order flowers for your mother for Mother’s Day, and can book your plane tickets and rental car for your next trip for business or pleasure.

• A blog allows you to have an ongoing conversation with your readers. The “sales” part of your site provides valuable information, but it’s not anything that is going to draw your readers back again and again. Your business blog, however, is your chance to talk about what’s on your mind. You can be as conversational as you like, as long as you keep basic professionalism at the forefront. Putting up relevant, well-written content once or twice per week, will keep your readers coming back regularly. Over time, these readers may become paying customers when they need your service or product.
• A blog allows you to become an authority on your topic of expertise. The more you write about your industry or line of work, the more you’ll realize just how much you know. The real payoff comes when your readers begin leaving comments that ask you questions about your area of knowledge. As you answer questions in new blog posts, you establish yourself as someone in-the-know. You may gain quite a following just be sharing information that you understand well!
• Your blog allows your readers to get to know you better. One of the basic beliefs at commonfig is that it’s important to pursue quality business relationships. It’s difficult to have a relationship with someone who you know only on a surface level. As your readers get comfortable with you and your writing style, they’ll be learning more about you as a person, not only as a business-owner. You can sometimes share anecdotes, share good news about your family and make your blog personal as well as professional.

• People are more likely to try what you’re selling if they aren’t paying as much for it. Think about it: Are you likely to try a new brand of toothpaste just because it’s sitting on the shelf at the grocery store? Or will you stick to the brand you know and like? What if you had a dollar-off coupon? That might make you more inclined to give the new product a try. Marketers know that most of the battle is getting their product into your grocery carriage; if you like it, then you’ll buy more even without the coupon. The same can be said of your product or service: Once you can get potential clients or customers to try it, there’s a good chance that they’ll like it and will come back for more (at full asking price).
• People often can’t resist a freebie. You want to be sure you’re getting a good deal, right? And even if you aren’t sure that you even need a product, getting it for free seems like a great deal. What do you have to lose? Giving away samples of your product or throwing in something extra if you provide a service makes people happy and more willing to give you a shot.
• Promotions and sales make great advertisement. Potential consumers talk, and they’ll spread the word if you’re doing something special. Whether it’s an open house with free refreshments, buy-one-get-one free sales on the first of every month or coupons for half-price service for new customers, people can’t wait to talk about the great way they were able to save money.

• Social Media Integration: Instead of bouncing from social media site to social media site (and we all know how this allows us to become sidetracked and distracted!), use the social media integration tool to update all of your social media sites with just a few clicks. You can also see what those whom you follow have posted on their own Facebook and Twitter feeds, right from your own profile. This is available to our basic account holders.
• SMS Service: Instead of sending texts out individually or in batches of ten or twenty, as allowed by your cellphone service, basic account holders can send them out in batches of 2,000, and with no carrier charges! This alone can save you quite a bit of time and energy that would be better put to use doing something else.
• Email Campaign Service: The same basic principle applies here: Instead of designing emails with images and sending them through your email provider, you can send attractive newsletters or emails through the commonfig system to up to 1,000 contacts at once. Again, anyone with a basic commonfig account can use this feature.
• Scheduling: Available to premium members, our scheduling service can take over the task of keeping your schedule book updated. Simply enter the appointments that you have already set, enter your start and end times, and your clients with basic commonfig accounts can make appointments with you even while you are not at your computer or phone! It’s like having an assistant who is available 24 hours per day.