Barbara Speer, Virtual Assistant

Security Issue-Facebook "Timeline" Looms: What you need to know.

2012-01-30T13:22:00.000-08:00

Facebook plans another change. FB will soon be putting in a new sharing feature to all accounts. However, the information it wants to make public may be far more than you wish to share. PC World advises you to prepare for "Timeline."

Are you saving every record/document since Noah? -- Don't

2011-12-12T13:39:00.000-08:00

Are you saving every document, e-mail, correspondence, and receipt accumulated since you started business, or feel guilty because you don't? Well, stop. Should you face legal issues for you or your client, that carefully saved napkin from 1989 could trigger lots of irrelevant questions.

Don't cry "but, but I might really need that." Yes, there are records you should keep, must keep, keep briefly, or don't keep. Your solution to having what you really need and getting rid of what could be a problem lies in creating a records retention plan. Do contact your financial planner, accountant, and/or business attorney for guidance. Find samples of plans on the internet. Then put together a plan for your business to save time, space, and headaches.

Here is my plan as a sample of a records retention plan for solopreneurs.
Happy planning.

Type of Record	Retention Period
Accident reports and claims (settled cases)	7 yrs
Accounts payable ledgers and schedules	7 yrs
Accounts receivable ledgers and schedules Inventories of products, materials & supplies	7 yrs
Audit reports of accountants Invoices to customers	Permanently
Bank reconciliation	1 yr
Capital stock and bond records; ledgers, transfer registers, stubs showing issues, record of interest coupons, options, etc.	Permanently
Cash Books	Permanently
Charts of accounts	Permanently
Checks (canceled, but see exception below)	7 yrs
Checks (canceled for important payments, i.e. taxes, purchases of property, special contracts, etc. - checks should be filed	Permanently
Contracts (expired)	7 yrs
Contracts still in effect	Permanently
Correspondence (general)	3 yrs
Correspondence (legal & important matters)	Permanently
Correspondence (routine) with customers or vendors	1 yr
Deeds, mortgages, and bills of sale	Permanently
Depreciation schedules	Permanently
Duplicate deposit slips	1 yr
Electronic Messages (email)	30 days
Expense analyses and expense distribution schedules	7 yrs
Financial statements (end of year, other months optional)	Permanently
General & private ledgers (and end of year trial balances)	Permanently
Insurance policies (expired)	7 yrs
Insurance records, current accident reports, claims, policies, etc.	Permanently
Internal audit reports (in some situations longer retention periods may be desirable)	3 yrs
Invoices from vendors	7 yrs
Journals	Permanently
Notes receivable ledgers & schedules	7 yrs
Property records, including costs, depreciation reserves, end of year trial balances, depreciation schedules, blueprints & plans	Permanently
Sales records	7 yrs
Scrap and salvage records (inventories, sales, etc.)	7 yrs
Tax returns & worksheets, revenue agents' reports, and other documents relating to determination of income tax liability	Permanently

Use the holidays to LOWER stress.

2011-11-22T10:46:00.001-08:00

The holiday season is frantic and bustling for retailers and businesses providing holiday-related services. However, for those businesses not very involved with the holidays, activity is often slow. So I try to use those non-producing hours to get my tax records up to date, clean out files both paper and electronic, service my computers, and plan business and marketing for next year. It sure makes the new year, especially tax season, much more relaxed.

Are you leaving the key under the doormat?

2011-10-24T11:21:00.000-07:00

As we can have trouble remembering all our passwords and usernames, we often write and hide them - but are they really hidden. Alan Henry gives some vital information on protecting these.http://lifehacker.com/5852667/the-most-common-hiding-places-for-workplace-passwords

I Get It Done, But I Don't Do It All

2011-10-18T09:14:00.000-07:00

Working as an Administrative Specialist, aka Virtual Assistant, I support my clients completely. Does that mean I am an expert at everything? No, but what I am an expert at is getting the task/function accomplished either using my own expert skills or finding the best resource to do the task at hand.

The Oct 18 post in Anastacia Brice's Virtual Moxie explains the concept very nicely. If you are wondering how Virtual Assistance works, read this article. You will be glad you did.

Networking ponderings

2011-10-13T12:15:00.000-07:00

These past few months I have been trying new networking opportunities. Following is a quote by June E. Gabler that describes true networking for each person:

Until recently, the "old girls" did not know how the "old boys" network operated. Women didn't know they needed to have a network to capture a top-level position in an institution or organization. They thought that all it took was hard work; eventually the organization would recognize worth and promote able people. Women now know that, besides hard work and lots of skill, the move to the top requires a supportive network.

BTW, I'm really liking Successful Thinkers, a new kid on the block but seems to have the right mix of ingredients for great business relationships.

Make New Friends but Keep the Old

2011-09-21T16:30:00.000-07:00

A girl scout song I learned eons ago had the lines "Make new friends but keep the old, one is silver and the other gold." It's a truism that stands throughout life.

About 20 years ago I joined Professional Secretaries International, now known as International Association of Administrative Professionals. It's a strong organization that educates its members and publicizes our profession to the world. For various business and personal reasons I had not attended a chapter meeting for over a year. Last week, however, I attended the Fresno, CA chapter's monthly meeting. How refreshing to edify one another in our professional network. My peers and I have traveled many of the same roads in our careers.

Other networking groups such as Successful Thinkers, BNI, and Chambers of Commerce are invaluable to your business; but keeping close with your professional peers is a treasure not equaled by any other experience. Remember - make new friends but keep the old.

The Power of Silence

2011-08-28T17:28:00.000-07:00

One can often "say" more by saying less. I found this article today recommended by IAAP's OfficePro. I've found this is often a good strategy in meetings or networking gatherings.

I don't know it all -- But I can find the answer and/or solution

2011-08-12T10:04:00.000-07:00

Working alongside clients to handle their administrative needs -- the roles, tasks, and functions that keep a business rolling along -- I often must find hi-tech products or services to fulfill a need. Often the solution is found in contacting experts I personally know and trust.

I admit to being extremely proficient in most administrative skills, however, there are instances when it is more efficient skillwise and economically to call on experts from my network. Sure I could learn "everything" but that would not be the best use of my time. I'm in business to get things done in the best way for the client not to prove I'm a master of all.

For instance, I can set up and maintain extremely good databases in Filemaker or Access. However, I have a client who had a need for very specialized reports generated from a very detailed and ever-changing Filemaker database. While I could have come up with the "macro" eventually, we hired a Filemaker expert, Gordon Johnson, who provided it in about one-half hour. His hours are more expensive than mine, but his 1/2 hour against my 6 or more hours of learning time -- well do the math.

Aloha!

2011-07-25T10:37:00.000-07:00

One of the perks of working is getting away. My getaway this year was for almost three weeks with family who just happen to live in Honolulu. The weather was perfect every day. The flowering trees were beautiful, and the variety of colorful birds unending.

Pictures: (1) Approaching the Arizona monument, (2) Damage from Japanese bombing of barracks still visible. Repainting is allowed but repairing holes is not, (3) At the Dole Pineapple plantation, (4) Rainbows every day in Oahu and you can see both ends!

Keep ahead of the internet gremlins

2011-06-07T05:59:00.000-07:00

Updates to protecting yourself online.

Veteran internet users are savvy about not opening unknown attachments. However, those that create and traffic in phishing, viruses, and malware keep evolving their craft. This article gives updated direction on keeping yourself safe. 4 Security Tips Spurred by Recent Phishing.

"Back Office" revealed

2011-05-16T13:02:00.000-07:00

After seeing or hearing a definition for "administrative" or "back office" tasks, people often ask for more details. So glad to oblige - following is an incomplete list of what a VA would likely do for a client:

Handle email or US mail, handling most and forwarding to you just those which need your attention
Make appointments, keep a schedule
Personal/business paperwork
Make/receive phone calls/inquiries
Send/receive faxes
Research of all sorts
Plan meetings and events
Plan parties (business and personal), weddings, reunions
Make travel arrangements - business and personal Renewing passports Dining reservations (local and while traveling) Golf tee time reservations Theme park tickets Site seeing tours Worldwide weather information Turn-by-turn driving directions
Handle reservations for seminars given by clients
Coordination of web design/hosting
Mailings
Writing
Proof reading
Copy editing
Canceling, creating, renewing subscriptions
Desktop publishing, Newsletter publishing (print and internet)
Coordination of web design/hosting
Mailings
Buy/send gifts/cards for customers of clients
Addressing holiday cards
Reminder service
Transcription and Dictation
Advocate for billing disputes
Complaint handling
Create/maintain databases
Relocation services help and research

Of course everyone has a unique business and may need only a few of these tasks done, or there may be details to handle that others may never encounter. In any case, when you work in partnership with the Virtual Assistant who understands your business goals and approach to them, you have someone who works professionally and creatively to help you business succeed.

The Idea is My Ideal Clients

2011-04-18T08:59:00.000-07:00

We all want that Ideal client, but do I know who that is? Recently while preparing to go to a networking function where I'd likely meet people who are looking for a Virtual Assistant, I asked myself that question. Looking in my oft-neglected business plan, I found this section on my ideal client. It really reflects those clients who have been the best. I'll share it to give you some ideas in case you're trying to define what is important to you.

My ideal clients

My ideal clients will be entrepreneurs and small business owners. Here are many of the characteristics I will look for in my Ideal Client:

· He/She loves what he does

· He is good at what he does

· He is not looking for a mom with admin skills

· He conveys his support needs and guidelines then lets me do it in the ways I do best

· He does not micromanage

· He gives realistic lead times and deadlines

· He is available/reachable if I have questions or concerns

· He shares some of his personal life and is interested in some I may share

· However, he does not inundate me with all his personal life, nor does he grill me on mine

· He listens and considers suggestions I may have to enhance his business

· He thanks me for what I do

· He uses me as a sounding board

· He can afford my rates

· He pays on time

· He is ethical

· He is a person of integrity

· He is flexible and adaptive

· He views me as his business assistant, not an employee

That cloud is not a pirate ship!

2011-03-23T16:06:00.000-07:00

When I was a little girl, we spent many summer days laying back on the lawn and watching clouds float over. We'd yell out "That's a pirate ship," "That's a dog,"or "That's a turtle."

Today, I hear almost daily "To the cloud!" However, we are no longer imagining ships and animals. The "cloud" today refers to working with and storing information from a computer or communication device to offsite locations.

Until I did some research, I was very intimidated by the very term cloud. I found that I am already using the cloud daily with my Yahoo-driven e-mail, my banking institutions, my Dropbox, and many other sites/tools.

I invite you to read Wikipedia's explanation to better understand the cloud concept and find its potential advantages and disadvantages.I believe the technology will be around for quite awhile, so educating ourselves about it can only be an advantage for our businesses.

Pointing to the Best Solutions

2011-02-08T11:38:00.000-08:00

While I handle my clients' administrative challenges most effectively, the point is to provide the best administrative services at the best value. Some tasks are better handled by professionals specialized in their particular fields. Fortunately, I have a wide variety of skills available in my business network from which to draw. Let me share an example.

One of my clients who lives about 90 miles away is currently in the process of looking for a property to own from which to run her business. She asked me to inquire about and research properties in her locality and set up appointments for her to view some of them. While research and communication are a couple of my top skills, I am not educated in the buying and selling of commercial real estate. After I recommended that she needed her own real estate agent who knows the particulars of her local market and is skilled in research and negotiation, she agreed and directed me to find her such an agent.

So, I contacted a real estate professional in my locality who is very familiar with real estate organizations and agents in Northern California. He has trusted associates in her area and quickly located and contacted an experienced and well-reputed agent to work with my client. After connecting the two, he made a followup call to my client to ascertain whether she was confident in the agent he had connected her to.

Through my network contacts, I provided my client with a professional who is working with her in obtaining her goal of owning business property. Could I have earned lots of billable hours pursuing this task on my own? Yes, but it would not have been the most efficient and best value for the client. The business gain for me is that I have, as promised, handled this task by providing her the most appropriate service available.

Firefighter - A Bit of VA Whimsy

2011-01-03T12:56:00.000-08:00

Firefighter (FF) or Virtual Assistant (VA) Over the years of my administrative career, I often described my position as a firefighter (I was always putting out brush fires.) So I researched to see if that may be a legitimate parallel.

FF: Protection of life and property

VA: Assisting clients in keeping their business alive and growing

FF: Emergency care for sick and injured

More calls for medical emergencies than any other

VA: Resolving operations issues

Like I did for a client who set up a professional organization meeting for a Thursday. Late Wednesday afternoon, the company where he had reserved a special type of microphone (e.g., not many vendors carry them) called to say that one of theirs had been damaged and none was available. I researched and found one in the same city and arranged for my client to pick it up at 3 pm on the next afternoon, Thursday.

FF: Fire prevention activities

Inspections
Educating school children
Presentations & educating community organizations

VA: Special incident activities

Product and Service research for clients
Purchasing
Interfacing with professional organizations and government entities on behalf of my clients

FF: Maintenance of fire apparatus

Cleaning, repairing, replacing

VA: Day-to-day office activities

Correspondence, - authoring, preparing, & transmitting both hard copy and electronic
Database creation, maintenance & updating Invoicing and expense report preparation
Proposal & Contract preparation

FF: Drilling (practice) in new techniques & practices

VA: Constantly be aware of and ready to use and teach new

Office techniques
Software
Hardware

Additional Firefighter Qualities
Good student
Continuing education
Team work/players
PR/public contact skills

Additional Virtual Assistant qualities
Good student
Continuing education
Team work/players
PR/public contact skills

So while Virtual Assistants are not universally recognized heroes like firefighters, we are heroes to our clients. Our professional goal is their business’s growth and success.

Wishing you a prosperous New Year 2011

2010-12-29T12:23:00.000-08:00

As I reflect on the year 2010, I am grateful for the many blessings in my business and in my life.

May 2011 be a prosperous and happy year for all -- clients, peers, friends, family, and those I've yet to encounter.

Call-Em-All.com

2010-12-22T16:03:00.000-08:00

I've recently found and used a great user-friendly, inexpensive web based tool. It is "Call-em-all.com." What happened the last time you had to quickly contact 50 people with an important message and e-mail was not practical? Your first reaction may be "I've never had to do that."

How about these situations:

It's 7:30 am Saturday morning and a water main has just broken, flooded the soccer field and it is up to you to notify players and parents that the game has been cancelled.
You are an apartment complex manager and need to notify renters that electric power will be out tomorrow morning - and half of your tenants do not have Internet access.
Your kids' elementary school has to notify parents of a campus emergency.
Your tax preparation business needs to notify clients that now is the time to make appointments.
Your support group meets twice a month and has much better attendance when members are notified the evening before the next get-together.

Call-em-all's service provides both audio and text phone messages. The user inputs names and numbers one time into their own database on the site, then chooses the names and/or groups to be called. The stored numbers can be accessed as long as you have the service.

Last spring I was tasked with calling members for our support group. Working in my own business I did not have the two hours usually required to make these calls. At about $0.09 per call minute per person, I was able to "call" the whole list in about ten minutes. If a live person does not answer, the system is programmed to leave messages on voice mail.

So, I'd suggest you keep this option in mind for communications challenges.

Endings and Beginnings

2010-11-30T11:48:00.000-08:00

Concurrent with the holiday season, December is a time of endings and beginnings for a small business owner. As the holiday activities consume the time of clients, thus decreasing the hours of VA services requested, more time is available to devote to my own business.

On frigid December days, I sip hot tea or chocolate while weeding out hard documents and electronic ones that are at or past keeping as determined by my records retention policies. When I initially began my VA practice I set up a schedule for document retention. This has enabled me to keep file cabinet space and hard drive space freer for what I need now and in the future. It also keeps me out of trouble with the taxing authorities that might want to look further into history than legally necessary.

With fewer interruptions, December is an ideal time to prepare end-of-the-year reports for clients as well as catching up my own bookkeeping in preparation for the appointment with my tax guy in late January. I've also found December to be a good month to review and revise marketing materials such as my blog, brochures, business cards, and stationery. Now, I even have time to strategize on the direction I will take my business next year.

So many thanks for December and the seasonal business slowdown.

On The Road - a Truly Virtual Trip

2010-11-09T10:43:00.000-08:00

Working virtually continues to receive lots of press. As a virtual assistant working from home, I enjoy the benefits of choosing my place and schedule. Until this past month, however, I hadn't yet worked any further away that the local coffee shop that is only ten minutes from home.

Let me back up a bit in time. About four months ago, my husband shared that he would like to travel more while we are both still in relatively good health and strength. As I love the work I do and plan on continuing for several years, I pointed out that I still have a business to work in. Dennis asked could I do it really virtually if I had a good laptop computer. Well, yes I could do that.

So, great organizer that I am I began to research laptops, their capabilities, brands, and costs. Fortunately, a fellow BNI'er who is an IT consultant had begun promoting a new product/service. His company, Advanced Health Technologies (AHT), will provide quality computers to a company including 24/7 technical support - hardware, software, and network - for a very reasonable monthly fee on a 3-year contract. This was just what I needed.

I now have a quality 17-inch Lenovo Think Pad, but if it ever becomes a lemon, AHT will replace it at no additional charge. As for the 24/7 support, I have called the technicians twice and had my problem solved almost immediately - once I just needed to hard reboot the computer and once the technician went into my computer via LogMeIn.

Early this past October 18 we set out on an auto trip to Wichita KS, Neodesha KS, San Angelo TX, and Tucson AZ, being gone a total of about 17 days. We checked only into hotels/motels that offered free in-room WiFi internet connections. As the routine worked out, we would start out at about 7 am and travel six to eight hours, check into our hotel about 3:30 pm, and I would immediately connect to the internet. A couple of hours later, I'd have finished most of the work I needed to do for clients, then we would go for a light supper. When necessary, I'd handle something upon our return.

Two days, I made phone calls before breakfast our time to handle an items that needed in-person contact. Not having a printer with me, I was blessed that Staples stores could print files from my computer, and fax and copy items easily and at very reasonable prices. I did purchase a 2-GB flash drive to expedite future processes.

My clients barely realized that I wasn't in my usual "office." Their needs were handled just as efficiently and quickly as usual while we got to enjoy our vacation tremendously.

Now, I'm pondering "where to next?"

Success at the Village

2010-10-04T15:33:00.000-07:00

Covenant Village of Turlock that is - venue for the 5th annual West Side Women in Action's annual Networking Conference and Vendor showcase. This is to followup on my posting of August 18.

This year we were able to award 5 scholarships and had the pleasure of all recipients being able to attend the conference with us. Not only did each woman receive her scholarship, the scholarship package includes free books and admission for the Alliance Small Business Development Center NxLeveL business training program. This is a 12-week program that provides a practical, hands-on approach to developing a business action plan designed to lead to business success. to the Go to the website http://wwww.wswia.org for a full wrap up of the convention and bios of the winners.

The event was also a networking success as we renewed friendships with other business women from previous years and initiated relationships with others we had not previously met. There I've found several resources for information and services that I have readily available for my VA business. The growing social network venues, e.g., FaceBook, LinkedIn, Twitter, etc. are increasingly playing significant roles in business networking; however, may we never lose the appreciation for in-person networking. As the classic Girl Scout song goes, "Make new friends {social networking}* but keep the old {in-person networking}. One is silver and the other gold."

*my clarifications

This helps my business?

2010-08-26T15:14:00.000-07:00

Often people ask me, "what kind of things do you do for your clients?" I'm inclined to rattle off the software that I'm proficient at, the number of years I've been a VA, and various professional achievements. In my practice, it happens to be that much of what I handle are tasks that they don't teach in business school or college. Much of what I do is handle "personal" business that keeps my clients from being able to devote their undistracted attention to the business.

Here's a brief list of "personal" tasks that I've taken off my clients' shoulders just this month:

Interpreting a second grader's reading levels from three data bases
Putting holds on library books appropriate to the second grader's level
Enrolling my client in continuing education courses
Ordering prescriptions from the client's pharmacy
E-mailing the client's doctor
Updating medical records for the client's children
Rescheduling client appointment with her financial advisor
Inserting children's school year events into the client's calendar
Enrolling client's children in swim and gymnastics classes
Canceling client's eFax account
Finding refrigerator parts for client
Check business voice mail
Confirming trip itineraries
Updating pet information with the client's vet
Finding a reliable photo-to-digital service

No, these are not usually listed with business support. However, by taking these from my client's plate, you must agree I've enable lots of time to be devoted to the business and after hours to the family. And I love being able to assist in these ways.

WSWIA

2010-08-18T10:32:00.000-07:00

West Side Women in Action

Have you wondered "what can I do to make a difference" in something I really care about? I've had a desire for many years to do things that are beneficial particularly for women. Being in business, it's an added enticement to find something for business women that can use my skills.

Last August I attended a mixer put on by a local group called West Side Women in Action. It involved networking and relaxing hanging out with other business women. I found the women there to be very comfortable, interesting individuals. That was so enjoyable I attended their Annual Conference in October - great speaker, fun and informative breakout sessions - ones that you can really use - also delicious breakfast and lunch.

What is West Side Women in Action? Their mission statement sums it up: West Side Women in Action is a nonprofit organization that aims to inspire, promote and educate local professional women in business, and any woman who wants to develop a business or career. The goal is to help local women of all ages develop business and leadership skills and expand networking opportunities. This is accomplished through: 1) The annual Conference and Vendor Showcase, 2) Scholarships, and 3) Networking mixers.

This is a project I can support and provide administrative help to. When the organization announced that they needed people willing to help put the next year's events together, I decided this was a band wagon I could get on. I am now their secretary.

Our annual conference will be October 1. Check out the web site for details about a great event in which to invest your time and money: www.wswia.org.

Professional Virtual Assistant - and Proud of It!

2010-07-30T09:31:00.000-07:00

Have you notices the two AssistU Icons to the right just under my picture?

The second, pumpkin-colored one invites you to check out my Virtual Assistant credentials. (Try it, just click on the icon to go to AssistU to verify that I am an AssistU Virtual Assistant.) In 2003, I graduated from Assist University's (AssistU) Virtual Training Program. When I decided to take my administrative talents to a new level and open my own virtual assistance practice, I investigated how to make the transition happen. I knew how to be an administrative assistant, but I had never had my own business, nor worked virtually.

The best solution I found was through AssistU. They require that a student have a minimum of five years' verifiable administrative support experience. In addition, they require three written references from people who can attest that you have the skills and they are professionally cognizant of them. After those verifications are received, the potential student has a telephone interview with one of their staffing people. Once accepted (they accept only about 25% of the applicants), the student participates in a small class - usually 4 - 10 people - for 16 intensive weeks of study. That study involves a 2-hour teleconference once a week and "field" projects that usually involved me in 2 hours a day of research and preparation. The course covered business set-up, legalities, finances, internet skills, client relation skills, a business plan, marketing, and much more. For me the most valuable learning was the marketing. We admin types know how to support others but "blowing our own horn" is not in our DNA. We have to learn and develop it. Having passed a grueling 2-day final exam, I was ecstatic. I was with pride in accomplishment and confident in my abilities to be a Virtual Assistant

The icon directly below my picture is especially dear to me. During the AssistU training, each student is paired up with a buddy - an experienced VA - who is a cheerleader/confidant/friend to ease the rigors of the training period. When I was a student, my buddy Sharon Broughton, really boosted my confidence that I could succeed in the course and in my own business. So over the years I have volunteered to be a buddy to several students. Each year AssistU presents Community Recognition Awards to VA’s who have been nominated then voted on by their peers for exemplary service to the AssistU Community. This year one of my buddies nominated me for the “buddy” award. I probably won’t get the CRA, but I am overjoyed that my buddy appreciates me.

In the Good Ol' Summertime

2010-07-20T10:45:00.000-07:00

Can it be true that today is July 20 already? Summer is such a mixture of productivity and slothfulness.

On the one hand, the triple digit temps of California's central valley lull me into just laying around and conserving my energy. At the other extreme, I'm energized. Rising while it is still dark, I am out in the yard, planting, weeding, and trimming at first light before the heat strikes.

My business gets the same attention. At times, I do a few tasks then knock off early. Other times, I am working on big projects and learning new skills such as Shopping Cart and e-Mail campaigns. Also, I have acquired a lap top computer and I am transitioning tasks and files so that we can travel more -- and I can really work "virtually."

I have come to the conclusion that I like summer a lot both in my personal and in my business lives.

Getting Personalized

2010-06-28T14:50:00.000-07:00

I've had some really pretty graphics for my stationery, web site, business cards, brochures, etc. However, nothing really has seemed personal. Until now, that is. This weekend I came up with a unique "Speer" icon and I think a unique way to emphasize correctly spelling "Speer." Tell me what you think.

Old Dogs Love New Tricks

2010-06-01T12:12:00.000-07:00

Having adjusted quite well to a half-time practice, I was unprepared for the possibility of learning a really new skill, e.g., 1ShoppingCart. Recently, I was contacted by a fellow businesswoman who would like to work with me as her VA. She is currently using 1ShoppingCart for her on-line sales and autoresponders - those regular messages that say "Thank you for purchasing my book," or "visit my webpage to sign up for my newsletter" and the like.

This potential client gave me the option to download her client list and use whatever software I thought best. However, after determining her e-marketing needs and discussing them with other VA's I came to the conclusion that 1ShoppingCart is the most efficient vehicle for marketing her business.

For the past two weeks I have been immersed in tutorials to learn the 1ShoppingCart system. Yes, it is intense, but I am finding that I love being back in the learning process. Now I’m ready to assist a new client with her 1ShoppingCart marketing as well as future clients who use this marketing system.

For now, it’s back to the studies.

Gotta’ Have It

2010-05-13T11:07:00.000-07:00

Must Have Software for the Home Office

Name two pressing questions that small-business owners need to answer.
• How do I keep track of billable time spent for clients?
• How do I send critical 1M or larger files that my Internet Service Provider (ISP) can’t/won’t handle?

I’ve solved these needs with two downloadable software programs, Officetime and SendThisFile. Both are moderately priced:

Officetime costing $47 – a one-time fee
SendThisFile – a free version with advertisements or an upgraded no-advertisement version sending up to 5 files at a time costing me $4.95 per month.

I’ve used Officetime for 7 years and value it highly. It is a very intuitive time tracking software. It tracks time by project and category with notes available for each session. It can also track expenses. At the end of my billing period, I can with a few key strokes generate invoices. Additionally, Officetime easily generates reports that I can use or can send to clients who need to track expenses for their clients. Also, Officetime has both PC and Mac versions, a very unique feature for time-tracking software. You can find this software at http://www.officetime.net.

How often have you tried to e-mail an important file only to have your ISP refuse it or your e-mail program freeze? SendThisFile solves this problem. In three easy steps I can send my files to any e-mail address (the recipient actually gets an e-mail notification and a link to the website to download the file).

1. Enter the recipient’s address.
2. Select the file from your computer.
3. Click the Send-This-File button.

I started with the free version that sent any size file very efficiently. Sending lots of files regularly, I upgraded to the starter plan that allows me to send up to 5 files at a time (which sped up the process, nearly cutting the time in half). The only drawback to the starter plan (also true of the free plan) is that it only allows me 1 recipient per send. The only drawback to the starter plan (also true of the free plan) is that it only allows me 1 recipient per send. The enterprise plan allows one to send to multiple recipients at a time but costs $69.95 per month – right now my business is too small for that and I seldom have the need to send to more than one recipient at a time. You can find this software at http://www.sendthisfile.com.

So if you need solutions to the opening questions, I’d highly recommend both OfficeTime and SendThisFile.

Does "Free" Software Mean Winning the Software Lottery

2010-05-06T13:11:00.000-07:00

So you’ve just won the lottery. You could easily spend it all on software to improve your business operations and accuracy by purchasing a shopping cart full of wonderful software. New applications are put on the market every day. On the other hand, you could download a myriad of “free” software and spend the lottery money on yourself. OR – you can take an intelligent approach to upgrading your computer’s ability to improve your operations.

As we all know, Microsoft, Adobe, Sun, and many others have experienced experts developing excellent software to enable our computers to do wonderful things for us. We also know that the price tags on these can be really daunting for the entrepreneur/small business owner. As for “free” software, we’ve all learned there are questions too. Namely:

1. Is it really free? Will charges incur after one week or one month?
• Downloading software can be a very efficient way to acquire software.
• Really free software will not incur a fee. Be sure you know before downloading.
• Free downloads with a one-week, 14-day, or 30-day trial can be a great way to find out if a product really works for you.

2. Can free software really do the job? Is it so elementary that it is frustrating?
• Some downloads are great (See Item 4, bullets 2 & 3)
• Many free downloads are so elementary that they impede your efficiency. Before acquiring free software, ask yourself if your existing software programs might already perform the functions you need with just a little bit of training. Like, who can possibly know all of Excel’s functions unless you’re a certified expert?

3. Will it integrate with other software I use?
Also, if you can use existing programs such as the MS, Corel, or Adobe suites, they readily interact with one another.

4. Why is it free?
• To gain access to your computer, e.g., hackers. So know your source, ask folks, and read before, downloading.
• To get you to use their products, such as Avery’s Wizard which efficiently enables one to use its forms and labels.
• To introduce you to their products or on-line services. Limited free versions, such as Adobe Reader, makes one aware of the full .pdf applications that can improve your business communications.

In my next posting, I’ll list a couple of free applications that I find very valuable to my operations.

“Dummies” – It’s the Smart Thing to Do

2010-04-26T13:13:00.001-07:00

IT departments are great, but if you need help now, or you are a solopreneur*, there are other readily available options. One of my favorite options is the Dummies series.

If I had a quarter for every person who has ever laughed at my collection of for Dummies reference books for computers and software programs, I’d be able to treat myself to a Starbuck’s Carmel Macchiato every workday of the year. On the other hand, if I had $5 for every scoffer who has sought out my help on how to do a program task, I could buy a Starbuck’s franchise.

Since 1990, the for Dummies series has been coming to our rescue. Like many of you, I have had numerous hands-on classes instructing me on powerful, even user-friendly, software programs that have saved me lots of time and made me very efficient in carrying out tasks on my computers. The vast power and capabilities of the software programs today dictate, for me, a reference tool that I can hold in my hands. Although the instructors and the class manuals are usually very good, there is so much that the programs can do that I could spend all of working hours taking classes and never get any tasks accomplished. Multiply the number of programs I use – conservatively, let’s say six – times that proposition, and the concept is staggering. So I find that I need books available whenever I sit at my computer.

The contrarians will protest that every program has a “help” menu available, but I doubt that I am the only user who can seldom find the answers I need. And if I do find them, I have to print them because I get frustrated switching continually from the help screen to the program screen and back.

Why do I choose for Dummies books? Dummies are written for the everyday software program users, not for the programmers or software engineers. They are written in common English terms (Spanish versions are also available). They are true reference books. They are not to be read from cover to cover.

Rather, each book has a table of contents are in clear outline format and a comprehensive index that, within a couple of tries, directs me to the solution or information I need today. The explanations and directions are in step-by-step format. In the overwhelming number of times I’ve resorted to Dummies help, the solutions have been easy and correct. Being a kinetic and visual learner, I appreciate the detailed and accurate screen shots and graphics. The icons – tips, remember, technical stuff, and warning – from book to book. I navigate through the material quickly and don’t have to relearn the navigation with each volume. Another of my favorite features is the wide margin of every page where, at my kinetic best, I can add notes and graphics of my own. Additionally, Dummies are reasonably priced technical reference books.

Before you get the idea that IDG Books has me on its payroll, I’ll also recommend the At-A-Glance series that does an especially good job with Microsoft applications. The volumes have most of the same positive features as the Dummies series. AAS’s are glossier and more formal in appearance, but equally high caliber in their ability to inform and empower the average user whose computer is “merely” a fabulous tool to get the job done.

In summary, be aware that there is good, user-friendly, affordable, readily available to us when we need assistance using computer software. Be proud – and smart – to be a Dummy.

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*solopreneur -A solopreneur is an entrepreneur who is their "own boss" - no other employees but you in your small business.

Opportunity to Share

2010-04-20T13:13:00.000-07:00

I've been thinking "how can I relate to business associates, e.g., get to know them and they me, and even me me?" So today I'm creating this blog to:

Find out more about you
Offer my bits of knowledge on how to make this business owner thing easier
(I should have been a teacher as I love people discovering how to do new things)
Defining where I'm going in business now
(I'm loving it, so what's ahead)

If you have a question on how to make a task more efficient and accurate, ask.