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Virtual Working in theVirtual Working in the
2121stst
Century –Century –
for PAs and VAs alikefor PAs and VAs alike
Caroli...
A little bit about me...A little bit about me...
• Background in music and advertising – worked for Sony
Music and AMV:BBD...
About you...About you...
Corporate PAsCorporate PAs
• Big business 250+ employees
• No influence over external departments...
The aim of the game...The aim of the game...
Time is moneyTime is money
Yours
Your employers
Your clients
How do you spend your time?How do you spend your time?
Email
Chasing Accounts
WWILFing
Meetings
Being interrupted (phone/p...
HOW DO VAS DO IT?HOW DO VAS DO IT?
Stay focused, make their time pay and juggle clients...
Remote WorkingRemote Working
☺ Have an office you can close the door
on
☺ Learn how to motivate yourself
☺ Childcare is no...
ObjectionsObjections
Your house could burn down
They don’t know who else is in your
house/office/workspace
Confidential da...
Remote WorkingRemote Working
• One system only which is securely
backed up and which everyone has
access to... Working rem...
WITH FUNDAMENTALS INWITH FUNDAMENTALS IN
PLACE...PLACE...
What happens day to day?
Zero Inbox StrategyZero Inbox Strategy
Email ManagementEmail Management
In response to our heavy workload and an ongoing commitment
to quality, e-mails are check...
Email ManagementEmail Management
Delay delivery Calendar/task list
Mail merge Synch with
SmartPhone
Meeting CrackerMeeting Cracker
Schedule a phone call first
Discuss what the meeting will involve and what you need to put ...
Phone NinjaPhone Ninja
Divert to answerphone
Use VOIP to
reroute calls
Ringtones forspecial people
Ask people to
send an e...
TIME TRACKING CRM/ MARKETING/ PROJECT MANAGEMENT/ CALENDARS CONFERENCING
Hour Guard SmartStamp online postage Go To Meetin...
Great book...Great book...
• “Escape manual” for employees
• Excellent time management
GET THE SLIDESGET THE SLIDES
www.societyofvirtualassistants.co.uk
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Pa&va tools

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Pa&va tools

  1. 1. Virtual Working in theVirtual Working in the 2121stst Century –Century – for PAs and VAs alikefor PAs and VAs alike Caroline Wylie,Caroline Wylie, Founder of Society Of Virtual AssistantsFounder of Society Of Virtual Assistants
  2. 2. A little bit about me...A little bit about me... • Background in music and advertising – worked for Sony Music and AMV:BBDO in London and Euro RSCG Riley in Glasgow. • Lives in Glasgow with husband Craig, our toddler son Cassius, and my beautiful Burmese cat, Princess Lottie. • Started my own VA business in 2004. • Founded societyofvirtualassistants.co.uk in 2005. • SVA is the largest UK organisation of virtual assistants.
  3. 3. About you...About you... Corporate PAsCorporate PAs • Big business 250+ employees • No influence over external departments – finance / IT / marketing • Looking to use tools to save time SME PASME PA • Small business • Used to juggling many different roles • Looking to make savings for the company VA or Aspiring VAVA or Aspiring VA • Escaping the rat race • Setting up own business • Looking for tools needed to run a VA business
  4. 4. The aim of the game...The aim of the game... Time is moneyTime is money Yours Your employers Your clients
  5. 5. How do you spend your time?How do you spend your time? Email Chasing Accounts WWILFing Meetings Being interrupted (phone/people) Doing stuff you hate Commuting Average employee checks their email 36 times an hour!!! Average commute is 41 mins (London = 71 mins) Average number of meetings/month – 62. 31 hours spent in unproductive meetings/month Each phone call takes 15 mins to regain the level of concentration you had before the interruption – 45 mins for a personal visit. Internet browsing costs businesses £130 million a day in lost productivity SMEs spend half a day each week chasing late payments 20% of people are procrastinators – we spend longer putting off the task than actually doing it!
  6. 6. HOW DO VAS DO IT?HOW DO VAS DO IT? Stay focused, make their time pay and juggle clients...
  7. 7. Remote WorkingRemote Working ☺ Have an office you can close the door on ☺ Learn how to motivate yourself ☺ Childcare is not optional! ☺ Do get dressed every morning ☺ Leave the house occasionally
  8. 8. ObjectionsObjections Your house could burn down They don’t know who else is in your house/office/workspace Confidential data might be stored on your computer and not disposed of properly Your motherboard could melt A river could flood your house You could get burgled You might send a confidential file to another client by accident They might be punished for your security lapse – e.g. Spam attack, virus, hacking They might need a file in the middle of the night/when you are on holiday/when you are off sick Who is running your cloud system? Do they comply with UK law? ☺I have off site automated back up ☺I know what responsibilities I have under UK Data Protection Act and have systems in place I need someone to make my coffee!!!
  9. 9. Remote WorkingRemote Working • One system only which is securely backed up and which everyone has access to... Working remotely should be as easy as wondering past your desk in the office for a file! • Get into the habit of checking in beginning and end of the day to do a handover. • Delight your clients – pop in to say hello, post them sweeties, make sure you ask about their dog...
  10. 10. WITH FUNDAMENTALS INWITH FUNDAMENTALS IN PLACE...PLACE... What happens day to day?
  11. 11. Zero Inbox StrategyZero Inbox Strategy
  12. 12. Email ManagementEmail Management In response to our heavy workload and an ongoing commitment to quality, e-mails are checked daily at 10am and 4pm GMT. This enables us to work efficiently for all our clients. When a client purchases an hour’s worth of services, they get each and every one of the 3,600 seconds of it. If your message requires urgent action, forward it to our urgent mailbox XXXX where it will be dealt with in a timely manner. Autoresponders
  13. 13. Email ManagementEmail Management Delay delivery Calendar/task list Mail merge Synch with SmartPhone
  14. 14. Meeting CrackerMeeting Cracker Schedule a phone call first Discuss what the meeting will involve and what you need to put on the agenda Offer to send information or resources via email/courier Decide if the meeting is still necessary... Have the meeting at your premises – saves on travel time Send agenda through in good time Day before: check they are still coming Set up a digital recorder at the meeting – have everyone introduce themselves Keep track of time allocated to each topic Use Skype, GoToMeeting or other webinar/online workspace to have the meeting instead. Post meeting, send meeting recording out to be typed onto your minutes template. Put actions into a calendar and activate email reminders.
  15. 15. Phone NinjaPhone Ninja Divert to answerphone Use VOIP to reroute calls Ringtones forspecial people Ask people to send an email Autoresponder routing
  16. 16. TIME TRACKING CRM/ MARKETING/ PROJECT MANAGEMENT/ CALENDARS CONFERENCING Hour Guard SmartStamp online postage Go To Meeting Myhours Team Viewer shared workspace Hightail My Roster Plaxo – address book Webex – share desktop/PC screen at meetings Paymo.Biz Capsule 14 Dayz SmartSheet – Project management SURVEYS HoursTracker Zotero – research saving WooFoo Minutedock Constant Contact Survey Monkey Getharvest.com SugarSync Jotform Toggl Trello Freshdesk support desk email software COMMUNICATIONS ACCOUNTS TeamworkPM project management Skype Xero Google Calendar to sync with client diaries Rebtel – Cheap calls to overseas Quickbooks Asana – Teamwork without email Yahoo messenger Quickfiles Hootsuite Voipfone ExpressInvoice MailChimp IP phone forwarded to mobile Creation of own client worksheets Evernote and Evernote Premium Callagenix Kashflow OneNote Outlook Sage Pay Basecamp Worldpay Qinec Touch – Practice management software AUDIO TYPING Gocardless – Direct Debit provider Highrise Start Stop transcription software CleanersMate – Carpet and Upholstery Industry Olympus BACKUP TriggerApp WAVpedal Norton Zone Eline – online booking system for Property Management Turbo dictate to convert DS2 files for Express Scribe Skydrive Insightly – PM linked to Gmail NCH Doxillion Document Converter Carbonite Boomerang – scheduling emails Express Scribe Livedrive Gantter NCH Switch Sound File Converter Cubby Hollycroft – form filling, job management, office letters Dropbox Eventbrite GRAPHICS/FILESHARE/CONFERENCING iDrive – for PC/Mac online back up Pdfjoin.com Private Virtual Network SOCIAL MEDIA Wetransfer.com Spideroak Twitonomy Sharefile LogMeIn – remote access desktop Hootlet Picmonkey GoogleDrive Bufferapp.com Animoto Raven Tools EchoSign GADGETS FanPage Karma Adobe Professional Scanner MailChimp Ipiccy Flex design tablet Woobox and Shortstack for Facebook tabs Presentamedia CamScanner Hootsuite and Hootsuite Pro PDF Creator iPhone scanning app Facebook Pocket – save for later App Creation of own templates for each client Feedly – organisation of news feeds and delivery to one place Magnetic postcards – more effective than small business cards Scoop.it – discover and share content LeechBlock/minutesplease.com/Productivity Owl for Chrome: Blocks or restricts access to time wasting sites. Treadmill Desk Tools to help...Tools to help... From UK VA survey
  17. 17. Great book...Great book... • “Escape manual” for employees • Excellent time management
  18. 18. GET THE SLIDESGET THE SLIDES www.societyofvirtualassistants.co.uk

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