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Virtual Insider September 15, 2004 Issue 9 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. Virtual Basics Letters from Legaltypist Advertisement Contest
"Letter from the Editor" *********************************************** Dear Readers:
It’s such a pleasure to be your temporary editor for Patty. I am delighted to be able to have this opportunity. As you know, we got off to a rather rocky start when a couple of Hurricanes decided to target Florida, and Vivi and I both live in these targeted area. But we both are up and running again and hope that it will be smooth sailing from here on out.
I just wanted to assure you that I hope to bring you the same quality newsletter that Patty was always able to bring with lots of tips and suggestions for keeping your business thriving. I also welcome your comments and suggestions. We hope to grow in subscriptions and strength as Patty continues to care for her delightful 2 year old and new little one on the way.
God bless, Diana
Please send newsletter questions, comments, and ideas to "Questions, Comments, and Ideas" at newsletter@jerpat.org.
"Company News " ******************* JERPAT Virtual Assistants Owned and Operated by Patty Benton www.moretime4u.org and www.virtualvacoach.com We have opened a new branch helping people in the Denver metro area recover their judgments awarded by the courts. Visit our new site at www.mhjudgmentrecovery.com. Also, visit our new url for JERPAT Virtual Assistants at www.moretime4u.org. We are in the stages of designing our coaching program, and will be bringing more information when that becomes available.
Ennen's Computer Services Owned and Operated by Diana Ennen
Exciting things are happening at Virtual Word Publishing this month. First, we now offer the Home Office Recovery Plan -- http://www.HomeOfficeRecoveryPlan.com. Pally Gale and I wrote this in an effort to help all home-based businesses prepare for natural disasters/thefts/computer crashes, etc., by completing this very important Guide. It details all your insurance, inventory, clients, company’s structure, disaster plans, and provides specific disaster recovery guides as well. And, soon our VA: The Series: Become a Highly Successful, Sought After VA, will be released--www.Va-theseries.com. Isn’t it great to be a VA?
Legaltypist Owned and Operated by Andrea Cannavina
LegalTypist has formed a strategic partnership with a company which provides a turn key solution for virtual assistants to offer digital dictation to their clients -- dial in, direct file upload, tracking of work and billing - at both the dictator and transcriptionist level for those VAs who subcontract. Please feel free to contact me directly if you would like more information. www.legaltypist.com www.legaltypist.com
ePro Virtual Services, Inc. Owned and Operated by Vivi Gonzalez No news this month.
Spotlight Feature" By Kelly Poelker, MVA, Co-Author, Virtual Assistant The Series, Become a Highly Successful, Sought After VA
Here’s her article featured on her site that has greatly helped in getting clients!
Wake Up and Partner With a VA Is your to-do list keeping you up at night? Are you counting tasks rather than sheep to fall asleep?
1. Wade through emails… 2. Finalize the presentation for tomorrow’s meeting… 3. Get handouts ready for Wednesday’s meeting… 4. Make follow up calls…zzz 5. Schedule sales meeting…zzzzzz …. 6. Buy anniversary gift…. 7. Call my kids….zzzzzzzz
If it’s been a long time since you laid your head down on the pillow at night without a care in the world, I assure you – there is hope! You can have sanity and sleep, too.
Perhaps you’re one of the reported 70% of sales managers overburdened with paperwork. Maybe, you’re an independent sales professional without corporate backing. Whatever the case, if you’re spending more of your time on administrative tasks and less time in front of your clients it’s time to make a change. It’s time to partner with a VA.
No, I don’t mean the Veteran’s Administration. And, I’m not talking about the state of Virginia. I’m talking about a virtual assistant, also known as a VA.
So what exactly is a VA and what can one do for you?
A virtual assistant, or VA, is an independent business professional who can help busy sales and marketing professionals handle administrative tasks so they can focus on growing their business. Utilizing the latest technology your VA can: manage your email, manage your calendar, tweak or create a presentation, make travel arrangements, be your own personal concierge, write letters, follow up on trade show leads, handle literature fulfillment, and even prepare your expense and call reports. The possibilities are endless once you start to see how many tasks you really can delegate.
"I don't know what I'd do without my VA. As a sales professional who works out of my home and travels extensively I don't have an on-site staff to keep things moving. I can rely on her to prepare marketing materials, organize my contacts, send out letters, and keep me on track with special projects. Delegating routine tasks and special projects to my VA allows me to spend more time growing the business," says Mark Loudenslager, VP of Sales, Cathay Pigments USA.
Amidst the Internet craze, millions of email exchanges, and web and teleconferencing many sales people have literally ‘lost sight’ of their clients. In a day and age where we thrive on customer relationship management, personal sales calls have taken a back seat to technology. Further, today’s economy has forced more layoffs and corporate downsizing which has impacted the availability of internal support systems and other such resources. The lack of internal resources has forced companies to rely on already overburdened staff to pick up the slack. Staff such as sales people who are now spending more time doing administrative tasks than they are generating sales. Where does the madness end?
Partnering with a virtual assistant affords you the luxury of spending more time in front of your clients and less time behind your desk. Because VAs are independent professionals they come equipped with their own office, their own equipment, the latest software programs, and the know how of running a successful business. They don't, however, come equipped with added expenses like payroll taxes, expensive benefit packages, paid vacations, holiday pay, or "free time" (that you pay for) for talking to co-workers. They're only there when you need them. Sometimes they're even there when you don't think you need them!
"Since I work with clients who are trying to improve both their sales numbers and get some of their life back, a Virtual Assistant is a crucial element in any future plan. My suggestion is to try using a VA for just one month and you'll be hooked for life! It's an amazing thing for someone in sales to actually have the time to visit clients and build relationships as opposed to being buried in paperwork everyday." says Scott Stratten, President of Un-Marketing.com.
It’s time to wake up and get back in the field! Get ahead of the competition and you won’t find yourself saying “Oops, I could have had a VA!”
© 2003 Kelly Poelker - Kelly Poelker is a certified Master Virtual Assistant, President of Another 8 Hours, Inc. and Co-Author of Virtual Assistant: the Series: Become a Highly Successful, Sought After VA: (www.VA-theseries.com) To learn more about how to utilize a virtual assistant visit her website at http://www.Another8Hours.com.
"Virtual Insider" by Patty Benton jerpatvas@comcast.net ************************************************ Dear Readers,
As you can tell our newsletter is going through some temporary changes. Due to the fact that the baby is growing, and I am getting more and more awkward, I have asked Diana Ennen to take over as editor until after the baby has come, and I am on my feet again. Diana will be working hard to publish a newsletter that continues to help your business grow and push you to accomplish things you would never have thought of. Next month will be my regular feature article, as I will continue to write as long as I am able.
This pregnancy has been a joy and rough at the same time; being pregnant and having a little one running around at the same time. My daughter will turn 2 next Saturday, but she thinks she is 3. On Sept. 27, I will have my 5-month ultra sound. We are hoping they will do it in 3D so that we can really see the baby. No matter what they do, it will be a joy.
You have all been a blessing and I thank you so much for your prayers and support. Please continue to send in your thoughts and ideas, as we will continue to ensure this newsletter is written for you!
God bless,
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 entrepreneurs interested in venturing into the virtual assistance industry. She has developed a program that is affordable for all. Visit her coaching site at www.virtualvacoach.com 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.
"Answers from Vivi" by Vivi Gonzalez vivi@eproservices.com *********************************************** For “More questions from Vivi” you may go to http://www.eproservices.com/articles.htm.
“Utilizing Testimonials”
Everyone has seen them, they’ve been used everywhere, for every type of product and service imaginable. It is also probably the one single element that has the potential to really capture your audience’s attention.
Prospective clients want to hear from other parties of what their experiences have been with you, your products or services. Testimonials are crucial because it is someone other than you which is telling them, the prospects, just how much they benefited from you or your product/services. The prospective client expects you to go on and on about how wonderful your product is or how great your services can be. However, when you have someone that has experienced this first hand, their testimonial is so much more convincing and accepted!
If this is not part of your web marketing plan, it is certainly something you should implement immediately.
Obtaining testimonials isn’t as difficult as it may seem, even if you are new to marketing on the internet. Also, just like everything in life, how you go about getting them is quite easy... You ask for them!
There are numerous methods, which will entice your current clients to offer testimonials. Depending on the nature of your business, read through them and use the avenue that suits your business and style the best. Of course, you can always offer a mixture or use all of them at different times. If one method doesn’t stimulate a client to give you their testimonial, perhaps another method will.
* Everyone enjoys receiving something that’s free. Review your client list and offer some of your top clients or customers a free offer in exchange for their testimonials. Perhaps you can include a reduced rate or special sale price when they submit their testimonials.
* You should automate a system where you request feedback from your customer or clients with every invoice. Perhaps it can be an attachment or part of an auto-responder system. You should be creative with this.
* You can offer articles about your new promotion to receive testimonials to different ezines, newsletters or even websites that are always looking for new articles.
There are a few tips to keep in mind when putting your testimonials together for your website:
* Whenever you receive good feedback, remember to ask if you can use it for your testimonial page on your website. Usually, you’ll be surprised in the client adding even more positive comments that you can use for your testimonial.
* Use your customer’s own words for the testimonial. Not only do you not want to upset your customer by adding or changing their comments, but you want for it to sound natural. You also never know when a potential client might check out your testimonials just as they would double check your references.
* Offer assistance to your customers in putting together your testimonial without putting words in their mouths. Offer examples of what they can include stating clear examples of why they benefited from your product or services. The more exact the example is, the more beneficial it will be to you.
* Try to pursue testimonials from people that are similar to your target audience; people or companies that they will identify with.
* Asking for a photo to accompany their testimonial is also a great way for potential clients to see that the testimonial came from a real person, instilling more credibility. It also helps them identify with someone that is happy with your products or services.
* Don’t forget to include as much information to add credibility to the testimonial: name, company name, and clickable URL link, if possible.
These testimonials can also come in handy in a variety of other marketing venues. They can be used in your monthly newsletter, on your brochures or letterhead, or even on the back of your business cards. It will help reassure the potential client that other’s love your products or services and therefore almost ensuring that they will love it too.
Start your testimonial collection campaign today. Remember to ask for them, offer something in return and use them often and wisely! You will be amazed at how your sales will substantially increase!
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 For “More questions from Vivi” you may go to http://www.eproservices.com/articles.htm. Please send questions to Vivi by clicking here or send an email to newsletter@jerpat.org. **Disclaimer – This column is for the sole purpose of basic business advice and it is not meant to be taken as or replace legal advice.
"Virtual Basics" by Diana Ennen DeeEnnen@aol.com ******************************************** Welcome to the Virtual Basics.
It’s September -- Not to early to start thinking about your holiday promotions. Now is the time to start planning and actually developing your entire holiday marketing strategy. What are you going to do this holiday season to gain more clients, impress those you have, and show others how a VA can really do the holidays up RIGHT!!
It’s a perfect opportunity to be creative and show your clients and potential clients your creative flair. Anyone can send out a holiday card. What you want to show others is, “What can a highly successful Virtual Assistant send out.” Image -- That’s what the virtual industry has going for us. Clients are amazed by what we can do. Now is the time to go that step further. Show them something they haven’t seen before. Show them the power of a VA.
So where do you start?
First -- Your website. You need to spend the time and resources to dress it up for the holidays. Just think how great it is when you first walk in a mall and see the first holiday lights. Your clients will be impressed when they click to your site and see a new image then what they normally see. Think how impressed they will be when they see a holiday theme and an inviting and festive welcome to the season. Plus, if you offer any sort of web designing, it adds that much more to your potential. I plan on decorating my site for the holidays.
Second -- Free Gifts: It doesn’t cost much to think of something that you can give to your clients and potential clients for name recognition. Personalized book marks. Those can work very well. Personalized magnets with your name and website. For local clients, candy wrappers with their business name and logo and a big THANKS or “We Appreciate You.” Also, Pens, Pencils, Christmas Ornaments, anything like this will work. Something you can send before the holiday rush even to show your appreciation. My experience working in a law firm showed me that after December 1st most offices were totally overwhelmed with gifts and goodies from clients. However, the gifts we received early on in the season were the ones we remembered the most.
Third -- E Cards/E-mails -- You can start your e-card campaign now. Do some pre holiday promotions. Here are some suggestions --- “Ready for the holidays? Let us help!! Then the appropriate graphic. “Avoid holiday stress -- from online shopping to handling of your entire office we allow you the time to enjoy the holidays.” Send a targeted campaign. Every few weeks and then an extra on Thanksgiving. For your regular clients, you can also send them one or two e-cards showing your appreciation. Also, include coupons worth a discount on your services. Make it a nice creative coupon! I have a perfect one to share if you’d like to e-mail me.
Fourth -- CDR business cards -- These are the size of a credit card, measuring 3 3/16” x 2 3/8” and hold up to 6 minutes of audio or 50+ Megabytes of Data. You can use them for presentations, proposals, mini commercials, or information on your company. And why not use them for a holiday greeting for your clients. Your client would get a CD of you and your business, placing it on their computer, which then shows a presentation and all the highlights of what you can offer them, bulleted services, and a Holiday Greeting!!! Who else is sending one of these! Not many I bet! Be creative and make it festive. Fifth -- Finishing up - You still want to conclude with a nice holiday package for your clients. The cost will depend on your relationship. However, I have found that it does pay if you can afford it to spend a few extra dollars and show them your appreciation. LOOK FOR ALL SALES!! You can save a great deal of money by doing this. Start early in the season so you’ll find some good deals. Office Depot and Office Max often have clearance items that make perfect gifts for clients. Shop online too for great savings.
You’ll now ready to go into the season! See you next month!!
Diana Ennen
Diana Ennen is the co-author of Virtual Assistant: the Series: Become a, Highly Successful, Sought After VA, & Words From Home: How To Start and Operate a Home-Based Word Processing Business and The Home Office Recovery Kit. She also operates the Virtual Word Publishing website (www.virtualwordpublishing.com), which is geared toward helping others start their own VA business by providing the necessary tips, articles, links, a directory, etc. She is the president of Ennen's Computer Services and can be reached at Diana@virtualwordpublishing.com In order to use this article in other publications you MUST include this text box.
“Letters from Legaltypist” by Andrea Cannavina Andrea@Legaltypist.com ********************************************************
I am consistently surprised by the number of virtual assistants who offer tape transcription but who do not accept digital dictation files. Digital dictation provides an inexpensive, straightforward and secure method for clients to provide their work to a virtual assistant.
Digital dictation files are created using: – telephone or dial in dictation – users call in their dictation using a toll free number and a standard telephone. Dictation functions are controlled by the telephone buttons. – digital dictation software – an application is installed which effectively turns the computer and microphone/speakers into a dictation device. Controls are on screen and can be performed through use of mouse or hot key combinations. – portable dictation recorder – this is the digital equivalent to Dictaphone®, but rather than needing to hand off a tape, a user must upload a file to their computer for transmission as an e-mail attachment.
If you would like to accept digital dictation files for transcription, you will need to have software available to hear and control the audio files you receive from your clients. These audio files are generally received as an attachment to an e-mail and will need to be downloaded to your computer and loaded into the transcription software for playback.
One popular transcription program is NCH’s Express Scribe (can be downloaded from my site - http://www.legaltypist.com/NCHdownloadExpressScribe.htm). This nifty little program is free to use and allows you to hear, control and transcribe files created using NCH’s Express Dictate, as well as audio files created using most Olympus and Panasonic portable recorders. Once a file is loaded, the software can be controlled either through a foot pedal attached to your computer by a USB or serial port or with a combination of hot keys, such as Ctrl+P for Play. NCH has default hot key settings which can be modified to suit your particular preferences.
Please keep in mind that each product creates its own type of audio file, some of which create very large (i.e., .wav files), so you will need to be able to accept large e-mail attachments through your hosting company and ISP or run the risk of having your client’s e-mail bounce. Also, you should become familiar with the dictation software/equipment used by your clients, so you can assist them with the set up and thereby automate much of the transfer process, along with incorporate some form of encryption from within the dictation software or your client’s e-mail application.
Once you have the file loaded and playing, it will run “behind” the word processing software you are typing into.
By the way, you can generally transfer material recorded on a tape (any size) into digital format through the use of an inexpensive cord available from any Radio Shack. This cord connects the tape’s player to the sound card on your computer. Therefore, clients who wish to continue to use their current dictation equipment have the ability to convert their work to digital for transmission to you through the internet, or you have the ability to convert the tapes received from your clients into digital format for efficient outsourcing to sub-contractors.
The benefits of going digital are so extensive and far outweigh the time involved to set up yourself and your client(s). I highly recommend every virtual assistant learn how to use some form of digital dictation software to add this basic, time saving application to their service offerings.
Until next time.......
Virtually yours,
Andrea
Andrea Cannavina is the President of Legaltypist, Inc., www.legaltypist.com, a company, which provides secretarial outsourcing and off site transcription to sole practitioners and small-mid sized law firms located throughout North America. Andrea is the Coordinator of the AskAPro section of the Virtual Business Group (www.virtualbizgroup.com), and serves 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, or visit her website at www.legaltypist.com. In order to use this article in other publications you MUST include this text box.
“Advertisements” ********************
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JERPAT Web Designs has been in existence since 1998. We are a leading edge business building and creating quality computer solutions in Web Designing, Microsoft Access Development, and Computer Consulting. We will beat any business in affordable prices and quality work. Our company is founded on a biblical foundation that has sustained our existence through the years. Give us a try and see what we can do for you!!! www.jerpat.org
Contact us at jerpatvas@comcast.net for affordable advertisement information.
“What’s Coming Next Month” ********************************** In the next issue of Virtual Insider (October 15, 2004) we will be addressing the all important issue of business continuity. We’ll discuss ways to keep your business operating successfully. Please be sure to send your questions and ideas on this topic to newsletter@jerpat.org.
Additional Newsletter Information If you would like to subscribe to our newsletter, please visit us at www.moretime4u.org/home.html.
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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