Wishing you all the Joy and Peace of Christmas.

Very often I receive telephone enquiries from customers saying ‘I have around 20 handwritten pages that I would like typed into a Word document, do you do that sort of thing?’.  I reply ‘yes I do provide that service and would you like to provide some additional information, so that I can provide the correct service you require’.  People are surprised at the numerous ways a Virtual Assistant can help them solve their every day Admin tasks.  I would have assumed that the customer would know from the title of my business what I do, i.e. Xpress Online Secretarial Services.  E.g. Typing, Data Entry, Transcriptions, Book-keeping, Mail, Telephone, Admin, etc. 

Outsourcing specific projects to a professional and highly skilled Virtual Assistant is economical and beneficial to any company. The project could involve a PowerPoint Presentation for a meeting, Formatting a Business Plan, Invoicing, Data entry in Excel, etc. 

I am curious to know what people think a Secretary’s role is and what a Virtual Assistant’s role is.  Email me on jordonml@bigpond.net.au and I look forward to your reply.

Are you looking for a secure and quick method of uploading your Digital Audio Recordings, PowerPoint files, Manuals, Database, etc?  We deal with large file uploads and downloads on a daily basis, so finding an easy and efficient system that works is important for us.  You can find such a system at the following website - http://www.SendThisFile.com.  If you need to start uploading your files to us, please email me at manager@xpress-secretary.com and I will email you instructions.

Its part of every day life.  For people on a budget, its all of the above.  These choices face you daily.  Its getting more and more difficult to get good quality goods/service at a cheaper price.  One needs to do research or rely on recommendations of colleagues, friends and family.  If you’re looking for value for service, you have to be prepared to pay for it.  From my personal experience, when looking to invest money in purchasing something of lasting value or hiring a tradesperson - what do I look for?  I look for well known brands, licences, authenticity, quality, experience, and I also look for good customer service.  I tend to go back to the same place, where the shop owner and staff are polite and respectful, their products prove good value and I feel that my visit is worth the time and money I have spent there.  Its a two way street - they respect me and I trust them.

Frequently when customers enquire about pricing for various services, they are shopping on a tight budget.  But are they really looking for professional and high quality service or simply to get a tedious task completed asap.   Anyone can type these days, but they do read what they type and understand what its all about?  Have they got an excellent command of the english language, grammar, spelling, legal terminology, medical terminology, scientific knowledge, geographical knowledge, business terminology, etc?  Have they had a good education, qualifications and work experience background? 

If you’re looking to hire a business partner to assist you run your business, a Virtual Assistant will prove a valuable asset to your business.  Virtual Assistants have built their business from a solid work ethic, education, computer skills, customer service skills and office management skills.  We are available online to handle any type of office assistance you require. 

Experience the confidence of relinquishing all your routine office admin tasks to a capable Virtual Assistant, leaving you free to focus on building your business.  We offer a professional and convenient service at an affordable price.

Contact me at manager@xpress-secretary.com

Working with a Virtual Assistant.

A client asked me today ’so how does this system work?’.  I explained to him how he could save extra hours in a day (and $) just by organising a List of To Do Tasks for a Virtual Assistant.  Admin tasks have to be done daily or regularly, or else it will pile up and add to unnecessary stress.  Imagine if you had an extra couple of hours free today.  What would you do with those extra couple of hours?  Perhaps you could start building your customer base, networking, planning, creating new ideas to expand your business, talking to your customers, instead of slogging over typing, making phone calls, filing, etc. 

The VA system works exactly as if you had your PA in your office.  Its imperative for any business executive to have a daily routine to meet with his/her PA first thing in the morning for a couple of hours, go through the Mail, jot down Action required for each paper, whether it is to reply to a letter, forward it to another person, file it away, or WPB.  Instructions are given for other tasks to be done that day, whether to arrange a staff meeting, venue, catering, visual aids, organise travel arrangements, dictate letters, send out Notices or Agendas, etc.  This procedure is done daily in any office.  The executive and PA work together to ensure that systems and procedures are upto date and the office is running smoothly. 

This procedure works the same way with a Virtual Assistant.  Make a List of  tasks for your VA to work on for the rest of the day.  Book in a time slot e.g. 1/2 - 1 hour with your VA and discuss tasks for the day, either by phone or email.  This will leave you free to focus on other matters of running your office. 

The VA then sets aside sufficient time e.g. 1-2 hours to start working on your tasks straight away, for e.g. making phone calls, organising meetings, typing, post letters, arrange couriers, reply to correspondance, etc.  The VA can book in a time slot for each day to work on your tasks and you get billed only for that time for e.g. 1 hour or 2 hours. 

Billing is simple, as the VA issues an invoice weekly/monthly on the total time spent.  For e.g. if its 1 hour a day x 20 days @ $xx per hour = $xxxx.  There are no other costs involved, apart from probably postage, paper and printing, phone call charges.

The VA today is an experienced and professional secretary, online 7 days and able to  handle most secretarial tasks within 24 hours.

Email me on manager@xpress-secretary.com.

Wishing readers all the best for a Happy New Year 2008!  I hope it brings you success and a realisation of all your goals.  I would like to share with you the following poem which is truly beautiful!

I am the new year. I am an unspoiled page in your book of time.

I am your next chance at the art of living.

I am your opportunity to practice what you have learned
about life during the last twelve months.

All that you sought and didn’t find is hidden in me,
waiting for you to search it out with more determination.

All the good that you tried for and didn’t achieve is mine
to grant when you have fewer conflicting desires.

All that you dreamed but didn’t dare to do,
all that you hoped but did not will,
all the faith that you claimed but did not have -
these slumber lightly, waiting to be awakened by
the touch of a strong purpose.

I am your opportunity to renew your allegiance
to Him who said, “Behold, I make all things new.”

I am the new year.

~ Author Unknown ~

Multi-tasking is part of a Secretary’s life. Its a skill you learn early in your career starting off as a Secretary.  What does it involve?  Typing a letter, answering the telephone, attending to a customer at the front desk, scheduling appointments, filing, ordering stationery supplies,  organizing meeting venues & catering, setting up audio visual equipment, ensure office equipment is maintained regularly, editing & co-ordinating monthly reports, statistical data, banking, training and induction of new staff, and working for a group of people with different requirements. 

Therefore, a Virtual Assistant who has already had several years of Secretarial experience in the business world is fully equipped to cope with serving many clients at the same time.  The VA copes confidently juggling different job requests that may come in during the day. 

Some typical scenarios:

1. While typing on a report required by ABC Company, she receives an urgent phone call from another client Mr Brown “Can you quickly convert a Word document I’m emailing you now to a PDF file?”.  “Yes that can be arranged in a few minutes.”  Within 15 minutes the Word is scanned to PDF and emailed to a very relieved Mr Brown.
2. She continues typing.  Checking emails … she finds an email request enquiring about transcribing some recordings.  Quickly she responds with a standard reply.  The job is approved and emailed digital recordings arrive by email which are required in a couple of weeks. 
3. Next job on the list - Mail merge from an Excel database of 200+  to a standard letter.  Letters and labels printed.
4. Phone call from another client “Can you help me with Powerpoint Presentations for a meeting first thing tomorrow morning?”.  “Yes how many slides are there and what time do you need it by?”.  VA quickly estimates that the job can be done later that evening and emailed to client.

Each customer is given individual and prompt attention.  Full details of the task is discussed to get an estimate of timelines and costs.  Most jobs are completed within the required timelines. 

To find out more contact me at info@xpress-secretary.com Website http://www.xpress-secretary.com