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Virtual Insider August 15, 2005 Issue 11 by JERPAT
Patty Benton,
Editor © 2005 JERPAT All statements made in this newsletter are not legal advisement or endorsement of a product. All information provided in this newsletter is strictly opinions and suggestions of the Virtual Insider writers. JERPAT Virtual Assistants and the writers for Virtual Insider cannot be held liable.
Missed one of our past issue? Click here
to view our archive. Product Review by Patty ~ "Step by Step Guide To Marketing Your Website-How to Make Your Online Business a Success This Year." By Rebecca White Writer’s News ~ Find out what is happening with VI’s Featured Writers! Featured Newsletters ~ The Virtual Summit Newsletter Business/Product Highlights ~ The Vas System, Discovery Toys, and JVA Invoicing System Feature Articles: Virtual Business ~ “Traveling with Your Business” Answers from Vivi ~”The Art of Delegating” Letters from Legaltypist ~”Digital Transcription” Reader’s Corner ~ Hear from fellow readers and let others hear your thoughts and opinions!
by Patty Benton jerpatvas@comcast.net
Dear Readers,
Welcome back to all our loyal subscribers and to the new subscribers. I thank everyone for their prayers and support during my maternity absence. For those who might not have heard the news, we had a girl named Kamyra on January 20, 2005. She has been such a blessed addition to our family. When she was first born she struggled with Acid Reflux (heartburn) and had a hard time eating. The doctors finally got the meds right, and she is now doing beautifully. Thanks for all who prayed for her to feel better. She is now a 5 month old chunker J She is so happy and peaceful now. Big brothers and sister are happy with our new addition.
Business has been going great. We are continually growing. We have made a few changes. My partner decided to spend more time with her family and resigned as partner. My husband, Jerome, and I have now changed our businesses from partnering to one business, JERPAT. Though we still keep the separate identities of JERPAT Web Designs and JERPAT Virtual Assistants, we now run them as one business.
Additionally, I have added a coaching program to my business for new and “old” virtual assistants. I have created an affordable coaching/mentoring program so that virtually anyone can afford it. You can find out more about it in the company news.
I’m excited to be back to the Virtual Insider. It seems that so much is happening, and all of it is wonderful. We have made a few changes to the layout to make it more beneficial to you. We have decided to go away from the theme newsletter (at least for awhile) and allow our writers to write about anything they feel is beneficial to you. We have added pre-approved advertisements for products that we think you can benefit from professionally and personally. I have also added a product review column, featuring products that I am using or have used for my business. This newsletter was established to help you grow your business and we are continually looking for ways to do this. Since this is the first newsletter since our formatting changes, I would love feedback on what you like and don’t like. Remember that we publish this newsletter for YOU and want it to help you in your business. Please feel free to ask questions and throw out topics you would like discussed. Send an email to jerpatvas@comcast.net. We want this newsletter to be a benefit and informative to you!
God bless, Patty P.S. Please send newsletter questions, comments and ideas to jerpatvas@comcast.net.
These products are recommended by Patty Benton, editor, coach and owner of JERPAT Virtual Assistants and Web Designs. Products reviewed in this section have been personally tried and tested by Patty. Please send any questions or comments about the product reviewed to jerpatvas@comcast.net and we will include them in future issues. To view more products recommended by Patty visit http://www.jerpat.org/products.htm.
Best marketing resource out there at an unbelievably incredible price!
"Step by Step
Guide To Marketing Your Website-How to
I have been
running my Virtual Assistance business since October, 2003
JERPAT Owned and Operated by Patty and Jerome Benton www.moretime4u.org (Virtual Assistance and Web Design Services) www.jerpat.org/CHome.html (Virtual Assistance Coaching) JERPAT is proud to announce its coaching program, JERPAT VA Coaching. This program was established in the summer of 2004, and has been recently revamped. We are offering an affordable alternative to coaching trying to ensure that all virtual assistants, old and new, can afford a coach. We are currently seeking 2 more students for our trial group coaching program. Stop by and check out our program at www.jerpat.org/CHome.html.
Additionally, we have started a recommended products page. We will continually update these with products we think are valuable to our newsletter subscribers, clients, and visitors. You can visit this page at http://www.jerpat.org/products.htm. Check back often as we will continually be updating the products.
Legaltypist Owned and Operated by Andrea Cannavina No additional company news this month.
ePro Virtual Services, Inc. Owned and Operated by Vivi Gonzalez While ePro Virtual Services maintains its steady client base, it's division dedicated to assisting Real Estate professionals, Your-REVA, is really growing! Offering services such as listing management, transaction coordination and lead management, among many others, real estate agents are finding the support they need.
All newsletters featured here have been reviewed and approved as beneficial to subscribers by the editor. If you would like to swap Newsletter Ads please send a request to jerpatvas@comcast.net including a link to your most current issue.
The Virtual Summit Newsletter is produced by The Virtual Business Group to help support, motivate, and inspire your virtual work environment. Each free monthly issue provides a wealth of information from guest articles, promotional ideas, tiptop tips and resources to help you grow and manage your business. Subscription is open to any owner, manager or employee of a Virtual Business. Check us out at http://www.virtualbizgroup.com/ Group_Information/virtualsummit.html.
If you are interested in placing and advertisement in the Virtual Insider, please contact us at jerpatvas@comcast.net for details on our affordable advertisement opportunities. Please support the growth of our newsletter by visiting our advertisers! Thank you! ~Virtual Insider
The VAs
System-I
have heard fantastic things about this program. Though I have not
used it myself, I do know Tawnya, and she is a fantastic resource
herself so I have no qualms about promoting this product. ~Patty
Benton The Template CD-ROM with over 130 business and website templates alone will SAVE you time and provide you the professional image you need to succeed in your own business. Veteran VAs and those just starting out will benefit from this system. Get your kit today! http://www.vanetworking.com/virtual-assistant-business
Discovery Toys-As many of us our parents, I wanted to lighten the “business mood” by sharing this advertisement. Also, those of you who know me, know that I was previously and educator, and I think these products are fantastic for children! ~Patty Benton Help make a difference in a child's life. Discovery Toys, Inc. provides educational products for children of all ages! Make learning fun! Playing with your children is the best investment a parent can make. Please visit me, Michelle Jasper, Educational Consultant at http://www.discoverytoyslink.com/
JVA Invoicing System-I have been using this product since it was originally created in 2003. This is the first time it has been on the market. This is an amazing database custom built for small business owners. ~Patty Benton Make your invoicing easier and more efficient. Send questions to jva@jerpat.org. The JVA Invoicing System will allow you to create invoices easily with automatic invoice numbers, email quotes, invoices, and receipts. It allows you to easily search for invoices to edit or print, your logos can be incorporated, automatically add due dates on invoices, enter dates with a built-in calendar, and move old invoices to archive for future reference, among many other features. http://www.jerpat.org/jva.htm.
by Patty Benton jerpatvas@comcast.net
If you have business traveling tips you would like to share please send them to jerpatvas@comcast.net and we will publish them in next month’s Reader’s Corner.
Traveling with Your Business
Recently, we took a two week trip to visit family in Georgia and Iowa. We spent a total of 6 days in the car driving. Now first of all, any small business owner knows you can’t leave your business for 2 weeks and expect to find it running at full capacity, or sometimes even running at all. Second of all, small business owners know you cannot sit in a car for 6 days and not work. What a waste of precious time! Here are a few tips I picked up along the way that will help make your trip go smoother:
1. Call ahead and check for internet capabilities. When making your reservations, find a hotel that has high speed internet access. Most hotels are now carrying these capabilities. If you have a laptop, make sure your room will have the capability of supporting your computer. This is important, as I went to a hotel in Nashville, TN and was told they did not have internet in every room, but they would keep a business room for me. When arriving there, they told me they did not have any of those rooms available. I had to go down to the lobby late at night to check my email, and of course I couldn’t do my work because I needed to be able to download files to my computer. Ensure that they will GUARANTEE your room will have internet access. Call and find out if you will need any special hardware to assist you in using their internet. If you don’t have a laptop, don’t worry. Most of the hotels have a business center in which they provide internet access and a computer. Find out what they have for your use and make sure it will be sufficient.
2. Make a list. Decide what it is you will want to work on. Make a “To Do” list. Then, going off of your “To Do” list, be sure to pack everything you will need to take to complete your list. If necessary, make a “To Pack” list to ensure that you take everything you need. There is nothing worse than getting 200 miles from home, and realize you left an essential client folder at home, and now can’t complete your work.
3. Make sure you have all the necessary hardware. Here are a few things to think about taking: a. Laptop b. All accessories for the laptop, including your carry along bag. (If you don’t have a laptop bag, I got a nice, cheap, black leather one at Sam’s Club.) c. A power adaptor. Unless your laptop has long lasting battery, you are going to need an adaptor. I got a 300 watt power inverter at Radio Shack. It handles my laptop beautifully. If you are not sure what you will need, go in and ask the guys at your computer shop or call the maker of your computer and ask what the requirements are. d. Something to set your workstation on. I got a cheap $10 lap TV tray at Wal-Mart that works beautifully. It holds my laptop, keyboard, and mouse and is comparable to having a small desktop. It folds up when I am not using it so that it doesn’t take up too much room. (This one is for those of you driving.) e. Wireless PC card-if you have one. Some hotels will allow you to hook up wirelessly at their hotels.
4. Make everything accessible. When you pack your car, make sure everything you need will be in reach. Be sure you don’t pack any necessary files in the trunk, if in doubt, keep them out! If you are flying, don’t check your work bag.
5. Use the time to catch up on “menial” work. Sometimes I find I am so busy with my clients, I don’t have time to do my work. It just piles up. I spent several hours of my trip doing menial things like organizing my Outlook, my computer files, sorting through old files, etc. Use this time in the car or on the plane to your benefit!
6. Enjoy yourself! Remember this is a vacation. Don’t spend the whole time working! Work while you are in the traveling mode, but when you reach your destination, enjoy your time. If you are driving, make sure to watch the scenery around you as you work, so that you can enjoy yourself. Be sure you enjoy your family and friends as you travel!
Have wonderful and safe travels!
Patty Benton is the owner of JERPAT Virtual Assistants and JERPAT Web Design, www.moretime4u.org, which provides affordable administrative and web design support to coaches, small businesses, religious organizations, and realtors. Additionally, Patty is a coach for new entreprenauers interested in venturing into the virtual assistance industry. She has developed a program that is affordable for all. Visit her coaching site at www.jerpat.org/CHome.html for program details and great business resources. © 2005 JERPAT Virtual Assistants You have permission to reprint this article electronically or in print, as long as the text and byline remain unedited. A courtesy copy of your publication would be appreciated.
by Vivi Gonzalez vivi@eproservices.com Please send questions to Vivi by sending an email to newsletter@jerpat.org.
The Art of Delegating
There are few things that can sap profitability and efficiency from any office more than having the wrong people doing the wrong tasks. There is a fine art of learning how to cascade the work down to the least expensive, competent level in order to increase productivity and profitability. It also makes life so much easier. The intangible effects of poor delegation can and does also directly impact the bottom line.
Learning to delegate is skill which is critically important in order to develop and maintain efficiently run offices and companies. Very similar to many other organizing skills, delegating is a process that involves setting goals, careful planning, and follow-up. In order to delegate well, we need to change the way we think and go about when asking other people to participate in the tasks at hand. Delegating means sharing the work load, but it can also mean sharing the satisfaction that comes from accomplishing something.
There can be, of course, obstacles outside of your control that may preclude all efforts to delegate: Staff and Management deficiencies, the “I can do it better and faster” attitude, and adversity to risk. One must re-evaluate, when faced with one of these situations, the personal bias involved and overcome it for their own good.
In order to delegate effectively, one must be certain of the following: the person you are delegating to know and understands what you want and expect, they have the authority to achieve the task, and they have the knowledge and experience for the task. It is crucial that you do communicate clearly the nature of the task, the extent of their discretion and the sources available for relevant information and knowledge.
Once you have overcome your obstacles, found the right person for the job… then what? You will need to monitor the tasks that you have delegated to ensure that they are being completed correctly and timely. You must know when to back away from competent people and when to intervene if things start to go wrong or take too long.
Help yourself by taking time now and learn how to more effectively delegate. This will make your life and the lives of the people around you easier.
Vivi Gonzalez is the owner of eProServices – Virtual Business Center….. offering the best in Virtual Assistance for all business types and sizes. www.eproservices.com mailto:mail@eproservices.com
by Andrea Cannavina Andrea@Legaltypist.com
Dear Readers,
I remember when I first started playing around with the digital dictation transcription process and how confused I was over the whole thing. Perhaps it was all those years stuck to my foot pedal and headphones that kept me stuck to a certain way of thinking or perhaps my intelligence shows itself in other forms -- all I know is it was difficult for me to wrap my brain around what I now know is a very simple process.
Digital transcription and analog transcription differ really in only one significant way – the tape. With a tape there must be some form of physical transfer from the dictator to you – placing on your chair; in house courier; overnight courier/mail; drop box; etc. Of course, a tape can also be heated/twisted/wrapped or, better still, erased or dictated over, so really is not the most efficient method to capture dictation.
Digital dictation removes the tape and instead places the dictation within an audio file – or an electronic version of a tape. This electronic file can be manipulated much the same way as any other “computer” file – attach it to an email, send it over a network, upload it to a site, store it safely indefinitely.
OK, so you receive an audio file from a client via email – now what?
That’s where transcription software comes into the process. Instead of having a separate machine to place the tape in, the sound file gets “loaded” from your computer’s hard drive into specialized software installed on your computer. The transcription software is controlled by a USB or serial foot pedal or, in many instances, hot key combinations. You can use your computer’s speakers or headphones to listen, whichever you prefer. The transcription software “plays” in the background underneath or behind your actual word processing software while you type.
There are several different transcription software applications available but you need to be careful as some company’s audio files are proprietary and will only play using their version of transcription software. If you encounter this issue, ask your client for the transcription software disk which is generally bundled with the dictation device/software.
One transcription application which I highly recommend is Express Scribe by NCH Swiftsound. This transcription software will play most types of files, works with or without a foot pedal (which generally range in price around $100), has an easy to understand user interface and for the time being remains free of charge. You can download Express Scribe at: http://www.nch.com.au/scribe/index.html. (If you download based on this article, please let NCH know that LegalTypist sent ya!)
So, although it took me some time to understand this process, as you can see, it is really quite easy. If you are like me and still confused, I suggest you download the free software and give it a try – sometimes just doing is the best way to learn!
Keep an eye out for next month’s article: Digital Dictation – how to get your clients up and running in no time.
Virtually yours, LegalTypist, MVA
Andrea Cannavina is the CEO of Legaltypist, Inc., www.legaltypist.com, a secretarial outsourcing and off site transcription service for sole practitioners and small-mid sized law firms located throughout North America. Andrea holds both a Master Virtual Assistant certification, as well as the IVAA’s EthicsChecked designation. Andrea is the Co-Chair of the 2005 IVAA Summit Committee, has been the Coordinator of the AskAPro section of the Virtual Business Group (www.virtualbizgroup.com) and has also served on the By Laws Committee of the International Virtual Assistants Association (www.ivaa.org). To contact Andrea directly, please e-mail her at Andrea@Legaltypist.com, call toll free: 866-848-2195 x101 or visit her website at www.legaltypist.com.
If you have a question, comment, or suggestion you would like to see in the reader’s corner, please submit an email to newsletter@jerpat.org. We will post as many as we can, but do not guarantee every email will be posted. We reserve the right to edit or only post part of an email. When sending an email, you are granting us the right to post your first and last name along with your business name (if you would like this information excluded, please note that in your email). Thank you!
Additional Newsletter Information If you would like to subscribe to our newsletter, please visit us at www.moretime4u.org.
All statements made in this newsletter are not legal advisement or endorsement of a product. All information provided in this newsletter is strictly opinions and suggestions of the Virtual Insider writers. JERPAT Virtual Assistants and the writers for Virtual Insider cannot be held liable.
JERPAT Virtual Assistants always welcomes article suggestions from our readers, although we cannot promise to print everything submitted. Because of our publishing schedule, we are not able to announce time-sensitive events; however, if there is an upcoming conference or newsworthy event please be sure to submit it, and we will do our best to validate and publish the event WHEN POSSIBLE. While we often mention commercial products, publications, and web sites, JERPAT Virtual Assistants and affiliates does not accept or reprint unsolicited advertising copy. Send your article suggestions to the editor at jerpatvas@comcast.net.
Contact: Patty Benton 303.766.3051 9 am-5 pm MST Monday-Friday
© 2005 JERPAT No part of this newsletter may be reproduced unless specified in the authors byline. Please respect all guidelines provided by our writers. If there are no guidelines provided for a section of this newsletter you would like to reproduce, please send print request to jerpatvas@comcast.net.
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