The All-In-One Communication Tool Every VA Needs
The phone rings and you dash to grab it before your toddler – newly able to answer with a barely understandable “Hewo?” – can get to it. After all, it might be a client, or worse, a potential client.
Such is the peril of publishing your phone number on your website. Yet many virtual assistants find that offering a phone number increases the inquiries, and consequently, new clients, they receive. Having a separate office line would be a good solution to the toddler-as-receptionist problem, were it not for the cost.
The solution? Skype.
You’re likely used to using Skype day in and day out to chat with friends, IM with colleagues, and perhaps talk to online clients as well. But did you know you can use Skype as a phone replacement?
Skype offers two types of services: Incoming and outgoing phone calls, and you can purchase them together or separately, for maximum flexibility.
Make Phone Calls
If what you really need to do is call out to clients or others, and don’t want to eat up your cell minutes or reveal that number to the public, then Skype credit is just the answer. Purchase a monthly or annual subscription or a pay-as-you-go plan, depending on your needs.
With Skype credit you’ll have the ability to place a call to either cell phones or landlines right from your Skype app. And if you need to call internationally, options are available for a variety of countries starting as low as one cent per minute.
Accept Incoming Calls
Want to publish your number on your website and answer it at your desk? The answer is to get a Skype number. For as little as $30 per year, you get your own phone number that rings right to your Skype desktop or mobile app. You don’t have to reveal your home or cell number, and you don’t have to worry about anyone else answering your calls, taking messages, or tying up the line.
When you sign up, you’ll have your choice of available numbers, so you can choose one that’s easy to remember and that shares your area code.
Combine with Google Voice for ultimate flexibility.
Having an office number is nice, but what if you’re not in the office? A Google Voice number (available only in the United States) will allow you to control your incoming calls. You can forward your calls to your Skype number when you’re at your desk, or to your cell phone when you’re out of town. A Google Voice number also gives you the ability to block certain numbers, send others right to voice mail, or forward some to your home phone and everything else to your Skype number. You can even set a call schedule, so you only receive incoming calls during business hours.
Google Voice is free, and like Skype, you can choose your own number from the available pool. You can also use Google Voice as a stand-alone solution, and make outgoing calls right from your Gmail account.
Having a phone number on your website helps visitors feel more secure, but publishing your home phone isn’t always a good solution. With Skype and Google Voice, though, you can have the convenience of an office phone without the high costs.
Plan Your Time More Effectively With Shared Calendars
We’ve all been there—stretched too thin, with more work than we have time, and suddenly an important deadline is missed. And if you’re a busy VA with lots of clients, that might happen more than you like, unless you have a trusted system for tracking due dates.
Google has the answer for you: Shared calendars.
All Your Important Appointments in One Place
Few things are a bigger time-suck than having to check and reconcile multiple calendars and apps just to see what’s on task for the day. When clients use different project management systems to record their deadlines, it can be challenging to remember to log in and check on your due dates.
But Google calendars synchs with any app that creates an iCal feed, so you can easily “subscribe” to your task lists and have them appear all in one place.
Not only that, but by sharing a calendar with clients, you can see what projects and appointments they have in the works as well, so you can plan accordingly. If your client is presenting at a telesummit, for example, you’ll know ahead of time and can keep that in mind when scheduling her social media or creating blog posts.
Time Blocking Ensures Critical Work is Completed On Time
Aside from knowing what’s on everyone’s schedule for the coming days and weeks, a calendar is a fantastic tool to help ensure all your important work is done. By setting aside time in your day to actually complete projects using a system known as time blocking, you’ll know exactly when you can get to that next project. No more guesswork or late nights trying to catch up when you overbook yourself.
Time blocking works by actually setting appointments with yourself. If you have a project to complete, and you know it will take you two hours to do, you make an appointment. The key though, is that these appointments are sacred. You cannot use time blocking as a suggestion, you have to treat it as an unbreakable appointment, otherwise it becomes just background noise that you’ll ignore.
Set your “appointments” with a reminder (either a pop-up or an email) and you will never have to ask yourself “What’s next?” You will always know, and you’ll find that you’re much more productive and efficient, too.
Access Anywhere for On-the-Go Productivity
Not in your office? No problem. Google calendars are available at any time from any of your devices, so you’ll always know what’s happening. Unlike printed planners, you won’t have to remember to take it with you, you can’t lose it, and you can check appointments and tasks not only for yourself but your clients as well, no matter where you are.
A calendar is a basic tool that every productive virtual assistant should master. Sharing calendars with your clients will make your job easier (and make you a superstar in their eyes), but you have to make use of it. Getting in the habit of using a calendar can be a challenge. If you’re not accustomed to it, then make it a point to check your calendar first thing in the morning and last thing at night. Set reminders for yourself if necessary, until it becomes a habit. You’ll soon find that you truly cannot live (or work) without your calendar.
I am very proud to be featured as a guest blogger at Mind over Meniere’s (mindovermenieres.com) as a virtual assistant working with chronic illnesses. Read below for more:
Recently, I was lucky enough to connect with an amazing woman named Kathy McCabe.
Kathy is an internationally recognized virtual assistant who also happens to suffer from Meniere’s disease, as well as several other chronic illnesses. Her story is remarkable. In the face of tremendous adversity, she has found success as a virtual assistant and has been able to continue to work and provide for her family.
I invited Kathy to share her story with you all today, and to explain a little bit more about what a virtual assistant is, and how you can become one, too.
I’m Kathy and I have Meniere’s Disease.
Actually, I have bi-lateral Meniere’s disease, Migraine with Aura and chronic pain. But up until almost 3 years ago, I was normal. (Or at least I tried to be normal). Then, one day, out of nowhere, I had vertigo for the first time as I was walking across the room.
My Tinnitus, which I’ve had in both ears for many years (and has also caused hearing loss), now roars during attacks, which can happen at any time, with little or no warning.
I went to my walk-in clinic and they sent me to the hospital where doctors weren’t sure what was wrong or if I was having a stroke, so they admitted me for observation. I left thirty hours later still dizzy and on my way to a neurologist.
He was the first doctor to mention Meniere’s disease to me, although he said he was sure I didn’t have it since both my ears were affected, but he was at least open to the possibility. He sent me to other doctors for more tests and opinions. It took nearly a year and a long line of doctors before I finally got a diagnosis from Dr. John Carey at the John Hopkins University Hospital in Baltimore, MD. He is an amazing doctor, and really listened!