SVA Forum

[1503angela]

Hello, onto week 4 of my postings already, the last few weeks have just flown past!

One of the aspects of starting a VA business I have struggled with from the start, and I am still struggling with to an extend, is understanding the mechanics of how it works.

I am currently working as a PA and I look after my boss’s diary and travel arrangements, arrange his meetings and events etc- all the things a VA would do. However, as we use the same system to access his diary etc this is very easy to do, even if I am working from home which I do sometimes. It took me a while to find out about the systems VAs use such as google calendar, send this file etc. It was actually through posting and asking for help in SVA that Sally from Stonetext directed me to some of the great information and advice on this issue in past postings. So I found out most of my information from SVA. However, there are so many different tools to choose from and I have been back and forth trying to decide what is best for me. I found that there are lots of really good tools that will help with calendar sharing, file sharing etc to support a client virtually but that lots of them have, admittedly relatively small, monthly charges. If I have subscribed to all the tools I have looked into I would be in the red very quickly! I decided that it is good to do research, listen to the opinions of others and take time making a decision but ultimately to settle on what makes the most sense for me and fits within my budget.

During the time I have been doing my business research I have found that this applies to all aspects of starting a new business. There are software packages for book-keeping, for auto replies on emails, and much much more. I think it is quite easy to convince yourself you need everything that is on offer when your starting your own business. It’s all new and it’s reassuring to give yourself as much support and help as possible. I would say that I did manage to do that without spending too much on systems and tools by doings lots of research myself, by going to every training workshop offered, and of course by reading the posts on SVA!

Could you all please tell me what is your single most essential piece of software or tool that you couldn’t run your business without?

Thanks, Angela

[Sally@Stonetext]

Probably Microsoft Office. The suite of software is the core of what the majority of clients will be using. You can get very similar free versions but I'm not sure if they will be completely compatible with MO.

I also love my Devolo plugs which allow me to use the internet via standard electrical plugs - no cables trailing around all over the place.

Wireless keyboard & mouse - I love the ability to be able to clear my desk to do my bookkeeping.

Memory sticks - how fantastic are they!! In comparison with floppys they are light years ahead. I remember installing MO used to take forever.
_________________
Sally
Stonetext Online Admin Services www.stonetext.co.uk
Spida Web & Graphic Design www.spidawebdesign.co.uk

Please help to support SVA by donating to: http://tinyurl.com/37urec

[OfficeStuff]

Microsoft Office, definitely. I have just upgraded from 2003 to 2007, rather reluctantly because I belong to the "if it ain't broke don't fix it brigade", but now wish I'd done it sooner as I love 2007!

Wireless keyboard and mouse because I can clear the desk to do other things.

My Belkin UPS (uninterruptable power supply) which gives me 5 minutes in which to shut down the computer properly when we have a power cut. Which happens fairly regularly in this part of Wales.

My external hard drive which acts as my archives and back-up. Belt and braces as I use Carbonite to back up the main computer.

Luxuries I wouldn't be without now are my Neovo glass 17" computer screen, and my Dell 1320c colour laser printer.
_________________
Carole Meyrick
Office Stuff
Perfectly Practical Office Support

[caroline]

Oh never heard of Devolo plugs Sally - that's now on my gadget list!!!

I'd mirror Microsoft Office accolades and also Smartsheet which I use all the time and is flexible enough to cover lots of the niggly little "Oh it'd be nice if...." type jobs. It's got calendar, file sharing, shared workspaces, checklists, back ups etc all built in.

I also have several cheapy headsets as I tend to kill them fairly regularly. Staples £10 ones are fine.

You can spend A LOT of time looking into these types of products and all too often it's not obvious until you start using them where the downfalls are. As a minimum I always check security and also whether or not the info I input into the system is able to be downloaded either into CSV or other useable format. Most of them are built around a pay-per-user model which is a bit rubbish for VAs and means you can't share the info with your clients.

Much as I love gadgets, I try not to buy them for the sake of buying them... (And this was just a small blip in the system - it's for work!!). You need to think about what you really need for your clients.

In terms of stuff which makes my life easier but which I could do without:
Send This File
GoToMyPC
idrive - although I'd replace this with Microsoft's free backup onto a separate server from my website if I had to get rid of it
The several versions of Microsoft on various different computers - I have 3 which is a bit excessive but avoids system failures and being able to do stuff properly when an update doesn't have a previous feature.
Phone system - I could probably get rid of this, but it does make working from different locations a lot easier
_________________
To support SVA please donate to: http://tinyurl.com/37urec

[Jill@JMVA]

Hi Angela,

Without sounding repetitive, for me, it would have to be Microsoft Office, I am fortunate that all my clients are set up on Exchange so I can manage all their diaries and emails via Outlook.

Also, my Broadband "dongle" - it allows me to be anywhere and still be able to connect to the internet. Great for when you need to be somewhere else apart from your home office but don't wish your clients to know.

Finally, as sad as it sounds my Blackberry! It allows me the flexibility to be able to answer my calls outside of the office as well as be able to read not only my emails but also my client's emails.

Hope this helps

Best wishes

Jill
_________________
Jill @ JMVA

[rachel5]

Caroline, can I just ask you about gotomypc....

Does your own computer have to be on for this to work? It doesn't seem to say either way on their FAQ page.

Thanks!

[caroline]

Hi Rachel

Yes - unfortunately so. We have one running permanently in the office anyway as a second back up so it's not tedious for us, but I'd imagine it's a bit of a pain for lots of other people.
_________________
To support SVA please donate to: http://tinyurl.com/37urec

[dawnjlane]

Along with the other replies it would be:

Office 2007
broadband dongle and external hard drive (both allow me to work on client accounts away from home)
IDrive back up (all client info on external hard drive and that backed up to IDrive)
Smartphone (currently a Samsung which has Windows mobile - Blackberry doesn't)
Callagenix to take client calls on my landline
2 x computer monitors - one for working on the other for internet/email.
Laptop - allows me to work away from home
Spare PC - was old one and now networked so I can use if main PC crashes
Express Scribe for transcription.
_________________
Dawn Lane VAcertified MAMS MInstAM
Your Office Online - www.your-office-online.co.uk
Virtual Business in a Box Ltd - www.virtualbusinessinabox.co.uk
dawn@your-office-online.co.uk
dawn@virtualbusinessinabox.co.uk

[Sally@Stonetext]

Dawn, can you explain more about Callagenix and how it works.
_________________
Sally
Stonetext Online Admin Services www.stonetext.co.uk
Spida Web & Graphic Design www.spidawebdesign.co.uk

Please help to support SVA by donating to: http://tinyurl.com/37urec

[dawnjlane]

Hi Sally

Its quite simple really. Using Callagenix you can select a number for yourself/clients which can then be diverted to any phone you want. Mine generally sits on my office land line but can be set up to go to my mobile when I'm out and about.

You can access your account online and set the numbers up to announce who the call is for when you pick up the phone - you then select whether you want to take the call or not. If you take the call, you are able to answer in the name of the company; if you reject the call it goes to voicemail and you can set the system so that you get an email with a .wav file attached or a text message. You can also get to the voicemail via the website or by ringing a number and accessing your account over the phone.

My own business number is a Callagenix number and I look after three other clients whose calls come through to my land line. I also sometime take calls for another VA's client using this system - she sets the phone divert number to mine when she's out and I can divert it back to her at the end of the day. she also looks after one of my clients when I'm not able to.

Telephone numbers can be local numbers, 0800, 0845, 0870 number etc and most are free but you pay about £0.40 per day for the line rental. You can also set the numbers up to act as incoming fax machines - emails sent in the same way as the voice message ones but with a .tif attachment with the fax. I cover the cost of the line rental by charging £1.00 per call received. Any work as a result of the phone call is charged at my normal hourly rate (£1.00 per call based on 3 min call = £20 per hour my normal rate).

Find them at www.callagenix.com - they are UK based. If you want any further info, give me a ring and I'm happy to discuss.
_________________
Dawn Lane VAcertified MAMS MInstAM
Your Office Online - www.your-office-online.co.uk
Virtual Business in a Box Ltd - www.virtualbusinessinabox.co.uk
dawn@your-office-online.co.uk
dawn@virtualbusinessinabox.co.uk

[coxvos]

When I was a VA I depended on a few applications:

MS Office (prefer 2007 but have to use 2003 in my job), including Publisher
Express Scribe
Skype
Trillian (all in one program for MSN, Yahoo, AOL and ICQ messengers). Hadn't put it back on the computer after a rebuild and it's really evolved since I originally used it. In actual fact I'm downloading it again as I type!

One I wish I had discovered back then but only came across a couple of weeks ago is Cross Loop, which enables you to access another PC. I've only tried the free version when my sister needed a bit of tech support but was impressed.
_________________
Regards

Lynn