Virtual Assistant Tips

How to Use Skype Safely For Your Business

April 6, 2010 By becki Leave a Comment

If you’re unfamiliar with Skype, it’s a way to make phone calls to anyone around the world from the convenience from your computer. It’s easy to use and extremely affordable, in fact in many cases it’s free to make a phone call. And for business owners, it can offer the convenience they’re looking for.

Skype offers you the ability to:

* Receive calls from anyone on any type of phone
* Call anyone from your computer whether they’re on their computer, a landline, or a mobile phone.
* Video and conference calling – all you need is a web camera

However, because Skype requires an install and transferring files during calls, it can seem like a security threat to your business. Fortunately, Skype has taken that into consideration and has taken steps to protect your computer systems.

Here’s How To Use Skype Safely For Your Business.

As a business owner you have access to the Business Control Center. This center gives you the ability to manage Skype accounts, for example you can create accounts for each of your employees or contractors and add credits to their account from the Control Center.

Additionally, within the Business Control Center you have added protection features to protect you and your business from, spam, spyware and adware. This security center comes with:

Antivirus compatibility – each of your inbound and outbound Skype file transfers are scanned by the major antivirus products.

Secure firewalls – most often you don’t need to make any changes to your firewalls to run Skype on your business computer.

However you don’t have to use the Business Control Center to use Skype as a business owner. You can get started with it and still protect your privacy. Here’s how:

You’ve downloaded and installed Skype, set up your account profile and privacy settings. You can choose who you allow calls and chats from and whether or not you want your status to be shown on the web. Your profile is public and can be viewed by other Skype Users so take care to only put things in your profile that you’re comfortable with other people seeing.

How to Get Started Using Skype

#1 Visit Skype and create an account.

#2 You’ll download and install the software. Note nothing is installed without your consent so read each step carefully as you’re installing the software to make sure you’re not accepting anything you don’t want to.

#3 Set up your Account and privacy control settings or set up your Business Control Panel. The Skype for Windows – Business version download includes a Windows Installer Package, which makes it really easy to configure for your system needs.

Skype is a simply and cost effective solution for the business owner, whether you have a bevy of employees or are a single work from home entrepreneur. Take a look at the benefits of using Skype today and rest assured, security measures are in place to protect your business computer from spam, spyware and adware.

About the Author
Becki Noles, Visionary of Virtual Accuracy Companies has been at the forefront of stream-lining coaching and entrepreneurial businesses since 1998. Utilizing her background in marketing, publicity, corporate training, advertising and media, Becki custom tailors and implements individualized action plans for taking coaching businesses to the next level. As a Virtual Assistant her business partners with top business and executive coaches in the United States, Canada, Switzerland and the world over.

Tasks That Can be Easily Outsourced to a Virtual Assistant

March 25, 2010 By becki Leave a Comment

Sometimes your workload as a virtual assistant can get quite heavy. One of the best ways to handle it is to outsource some of your work to other virtual assistants. But, where do you start with that? Let’s dig a bit deeper to get your mind wheels spinning. If we can get you out from under some of that heavy load of working all the time, life will be a whole lot sweeter, right?

What Tasks to Outsource

When you work with clients, there is a measure of confidentiality going on. Companies trust you with their databases, email correspondence, meeting schedules and legal documents. These can’t fall into the wrong hands. So, as the person who won the client and is responsible for keeping their information safe, you have a decision to make about what you will allow others to do for you.

The first important decision that you made was to work with someone someone else who can provide the same service that you have for your clients (more about that in a moment). Congratulations on letting go of the reins just a little bit. Now, what will you give them to do?

The jobs that you will probably be looking to outsource at first are those that don’t involve a lot of contact with confidential information. And, the jobs will be small at first so that you can get an idea of your new helper’s work style and ethic. Here’s a short list of tasks to help get the juices flowing:

• Article submissions
• Article writing
• Creating reports and presentations
• Creating newsletters
• Internet research

Article writing can be used for website content or article submissions. Clients with websites like to keep it up-to-date with fresh, pertinent information and if you find someone who can help you whip out that content in a timely and top-quality manner, you’re in business.

Companies use reports to send to their clients and also for internal use. Creating reports involves knowledge of tools such as spreadsheets and databases as well as how to pull information together for presentations using PowerPoint. Depending on the information contained in the reports, this may be the perfect job to let go of and pass on to someone else.

Internet research is used for many things: writing manuscripts, articles, preparing reports and more. It is a unique skill to be able to entice search engines to give up their treasures. If you have someone helping you who doesn’t mind digging into research and possesses the skills to find what you need quickly, you’re on the right track.

Even if you don’t outsource any job that involves confidential material, it is wise to get any subcontracting virtual assistant to sign a confidentiality agreement. This way, as you get more confident and need more in-depth help, you don’t have to worry about anyone selling trade secrets. On that same note, you may want to consider having all your assistants sign and Non-Disclosure Agreement (NDA) depending on the nature of your work. While we won’t go into detail about NDAs, this can help protect you should you and your assistant part ways.

Choosing the Right Person

Who you work with all depends on your personality and their level of proficiency with the task. First of all, no two people will do the same job exactly alike. Let’s get rid of that preconceived notion right now. If not, you will drive yourself crazy and nitpick over everything they do. What you are looking for is someone who knows what they are doing and can demonstrate the skills needed to get the job done correctly and on time.

Outsourcing is the perfect way to get the help you need from other competent virtual assisting professionals. Start with small jobs and progress to more delicate assignments as you see fit.

Filed Under: Virtual Assistant Tips Tagged With: virtual assistance, virtual assistant

The Three Most Important Words in the English Language Part 2

March 24, 2010 By becki Leave a Comment

The first was “you”, you”, “you” and no longer “me, me, me” or “I, I, I”

We also discussed how frequently using “you” in your blog posts creates a cyber environment that puts the needs and wants of your readers first as you provide them with helpful information.

Because

Remember when you were little and asked your mother “why” (such and such), she replied “because”, and you said “because why” or “why because” and she still said “because”…

Well, there’s a “because” here, too, and it’s the second most important word for your blogging.

In order to write compelling, persuasive content, you must be specific. And the more specific you can be, the more believable and convincing will be your argument, your opinions or your pitch for what you are selling.

There are a number of ways you can fine-tune your writing so that you can present an exact viewpoint. One of the best is to merely state a reason why. And the most effectual bridge or connecting word to use when thinking of a “reason why” is because.

Robert Cialdini from the Blog Triggers series at Copyblogger states that “the effect of using because has in fact been documented by social psychologist, Ellen Langer. Langer performed an experiment where she asked to cut in line to use a copy machine.

She tested three different ways of asking, and then recorded the results:

• Excuse me, I have five pages. May I use the Xerox machine? 60% said OK.

• Excuse me, I have five pages. May I use the Xerox machine because I’m in a rush? 94% said OK.

It appears that giving the “reason why” of because I’m in a rush boosted the effectiveness of the request immensely.
But here’s the kicker:

• Excuse me, I have five pages. May I use the Xerox machine because I have to make some copies? 93% said OK.”

The trigger word “because” is so powerful that it didn’t really seem to matter that the “reason why” provided was something you might expect to hear from a four year old child.”

So when you’re making a declaration, be specific by explaining why, particularly when you want your reader to act upon what you’re saying.

And you don’t have to repeat what your mother used to say, “because I said so”, but instead you could include (under your breath at least) “because it does really work”.

About the Author
Get a complimentary copy of “Tips and Tricks to Grammar and Proofreading” and a subscription to “On the Bright Side,” our weekly ezIne, when you click to http://www.Konceptuality.com. At Konceptuality, we specialize in proofreading, editing, and ebook production support services, as well as general administrative support to Coaches, Speakers and Consultants. Email Karen McGreevey, Virtual Assistant and Expert Author, at kmcgreevey (@) konceptuality.com, for details.

Filed Under: Virtual Assistant Tips Tagged With: grammar, writing

The Three Most Important Words in the English Language Pt. 1

March 23, 2010 By becki Leave a Comment

Okay, here’s the deal!

If you are a small business owner/entrepreneur, the usual reason you start a blog and continue with it is to “market your business” or to otherwise carry out some sort of “public relations” acknowledgment or activities.

So, just like you plan the copy for your Web site, your blog posts ought to also be carefully thought-out and designed specifically with your readers’ needs and wants in mind.

For it’s when you create a cyber environment with posts full of formation and put your readers first that the trickle-down effect will also help you.

The key to writing appealing, reader first, blog content, of course, is how you choose your words. Just like assuring you have SEO friendly words, it’s important to be certain your blog caters to the needs of your readers.

Think boy friend-girl friend; or first date or two.

For instance, when you first start dating your thoughts and actions are usually most commonly directed toward pleasing the person who’s caught your eye. You do every thing you can to provide him or her with charming conversation, and you try to be aesthetically appealing in numerous ways.

So, failing to get that your readers come first will likely cost you their opportunity to discover the value you can offer them.
Much of today’s literature centered around marketing states that it takes anywhere from 4-7 or so “touches” before you wind up on, or stick to, people’s radar; before they notice you and begin to care about you or what you have to offer.

Initially, and especially since they don’t know you, any interaction is all about them. Thus, make sure your message is significant and has a value they can’t refuse.

One way to do this is to get your blog content to cause more of a stir. Simply, ask yourself, “How many times have I used ‘I’ and ‘Me’?” Have you used “You” in any of its forms anywhere in your blog message?

If your final blog effort is all about the “I and the me” and no “you” after “see?” (when you do your count, the numbers will say so) better make changes so that all, or at least most, of those I’s are yous.

Try it. You’ll be amazed at the reaction you’ll get.

Filed Under: Virtual Assistant Tips Tagged With: english language, writing

Impossible is Just a Word

March 17, 2010 By becki Leave a Comment

When most of us are little, we have an imagination that just won’t quit

A long time ago, not withstanding any of today’s stereotypes or political correctness, the boys would play “cowboys and Indians” or “cops and robbers”; the girls might play “dress-up” or “movie star”, or take on the guise of “Florence Nightingale” their favorite nurse; or fantasy characters, “Snow White”, or “Wonder Woman”!

Later, those dreams and fantasies morphed into a reality that didn’t materialize quite “like the books” or how our imagination expected. Alas, we discovered we had to change our thinking or real life would just get in the way.

In more recent years, the fantasy in some ways has taken on a dream we all dream at some point in our lives, that of being somebody special, somebody big. Who hasn’t fantasized about being the one who hits the game-winning homer? Who hasn’t dreamed of being the homecoming queen? And how many times have we dreamed of being rich, or successful, or happy with our relationships?

Often, though we dream big dreams and have great aspirations, our dreams, unfortunately, remain just that – dreams. And our hopes easily get pushed by the wayside or collect dust in our attic.

Such a sad turn of life’s events

Instead of experiencing exciting adventures in self actualization, we become caught up in the humdrum of living from day-to-day, perhaps that of just barely existing.

But you know, life could be so much better, if we just learned to aim higher.

The most common problem to setting goals is the word “impossible”. Most people get hung up with a self-fulfilling prophesy; a thinking that I can’t do this. It’s too hard. It’s too impossible. No one can do this.

It then becomes their reality!

However, if everyone thought like that, where would we be? It’s almost like we become George Bailey in “It’s A Wonderful Life” looking at his life; for us/the world there would be no inventions, no innovations, and no breakthroughs in human accomplishment.

On the other hand, some people suffer from dreaming totally outrageous dreams and not acting on them. The result? Broken dreams, and tattered aspirations!

It’s a sad, sad situation

If you limit yourself with self-doubt, and self-limiting assumptions, you will never be able to break past what you deem impossible. If you reach too far into the sky without working towards your goal, you will find yourself clinging to something that can never happen.

Here’s an exercise to try

Take a piece of paper and write down some goals in your life. Under one header, list things ‘you know you can do’. Under another header, write the things ‘you might be able to do.’ And under one more, list the things that are ‘impossible for you to do.’

Now look at all the headers and figure out how to accomplish the goals every day that are under things ‘you know you can do’. When you accomplish them, check them off. After you’ve gone down the list and addressed each goal under that heading, move to tackling the goals under the next header–the one ‘you might be able to do’.

As the items you have written under “things I could do” are completed, move the goals that are under things that are ‘impossible for you to do’ to the list of things ‘you might be able to do.’

You’ll soon realize, as you work through this process, that the goals you first thought were impossible become easier to accomplish.

And the impossible begins to seem possible after all

You see, the technique here is to not limit your imagination. It is to aim high, and start working towards that goal little by little. However, it also is unwise to set goals that truly are not realistic.

Although, if you had told someone a hundred years ago there would eventually be a man on the moon, or if you had said you would one day send mail from here to the other side of the world in a few seconds, in all probability, you would have quickly found yourself carted away to the nearest mental facility.

As you know, though, with sheer desire and perseverance, these impossible dreams are now realities. And much like much like attaining dreams in athletics, there can be no forward motion unless you take yourself out of your comfort zone.

So, whether you are a “cops and robbers” kind of guy, a “Nancy Drew” kind of gal, or an “impossible dreamer” with aspirations to dust yourself off and dream a reality that includes medals, and riches and world recognition

How will your dreams chart look now?