weekly articles

short informational articles

Finding a Solo virtual assistant

January 4, 2019

When уоu hаvе a ѕmаll buѕinеѕѕ, еvеrу penny counts, ѕо it might bе hard to juѕtifу thе expense оf hiring a раrt-timе or full-timе еmрlоуее juѕt to field рhоnе calls, mаkе appointments or tуре uр dосumеntѕ. Nonetheless, these tasks аrе nоt оnlу timе-соnѕuming, but vitаl to thе ѕmооth ореrаtiоn оf any business. Thе riѕе оf thе intеrnеt makes it easier than еvеr tо hire virtualаl аѕѕiѕtаntѕ fоr оnе-timе tаѕkѕ оr mоrе regular wоrk, even full-timе assistance. Although virtual assistants аrе rеmоtе, it’s juѕt аѕ imроrtаnt tо build a trusting relationship juѕt as уоu would with a реrmаnеnt еmрlоуее. Check out CACooper Services, LLC for your office needs.

Going Paperless (part 1)

January 7, 2019

Going paperless. Sound a little scary? Nah, not really. At least it doesn't have to be. As few as 10 years ago, we kept box upon box of archived paper files. At one point, we had at least 100 of those boxes stuffed to capacity with trees. Unfortunately, it was a necessity. Back then, though, the technology (at least affordable technology) to go paperless wasn't there. It would have cost thousands of dollars in labor and services to retroactively make all those paper files into electronic files. Fast forward to today and going paperless is quite simple and inexpensive. 

But why go paperless?

1. Less physical storage space necessary - save on file cabinets, paper, and folders

2. Locating files becomes more efficient - it's as easy as "edit" "find".

3. Paperless, or electronic storage, is more cost-effective than printing everything and storing it on paper copy - electronic storage space is cheap!

4. The "ink" on an electronic copy of that important whatever won't eventually fade like a paper copy will.

5. Files are more easily transferred from your archives to an associate who may need to see it.

6. You don't need to pay an assistant to constantly do your filing for you. With electronic storage, it's a snap to quickly "save as" into the appropriate folder on your hard drive.

Stay tuned for next week for part 2 of Going Paperless. I will discuss some disadvantages to going paperless.  

Going Paperless (part 2)

January 14, 2019

Going paperless Pt 2. So, last week I talked about why you should go paperless. This week, I promise to tell you some disadvantages to going paperless.

1. Because electronic media is susceptible to power surges, scratches, and the like, there is a risk of losing that data.

2. You MUST remember to back up your disc drives and keep a copy of that data in a safe place - off premises preferably.

3. You'll likely have to do your own filing unless you want your assistant to access your computer.

Even if you've been a long-time packrat of paper files, there's no reason you can't start going paperless now. Start by making a conscious decision NOT to continue printing and filing everything that comes across your desk. Just as you would keep your paper files organized by setting up folders for various topics, do the same for your electronic files by creating folders on your desktop.

Depending on your filing system, set up folders for things such as "Clients", "Prospects", "Form Files", "General Information", etc. Within those folders are more folders. For example, your "Clients" folder should contain a folder for each client. Your "Prospects" folder should contain a folder for each prospective client and so on. Then, when that prospect becomes a client, you can simply drag his or her folder over to your "Clients" folder.

REMEMBER, SAVE ALL FILES THAT SEEM IMPORTANT!

Stay tuned next week for Pt 3.