Effortless Collaboration with Shared Folders
Managing a project that requires a lot of back and forth of files is a harrowing experience. Email works for the first round or maybe two, but after that, it quickly gets out of control. You’re working on version “c” while your client is already on version “e” and soon important revisions and notes are lost.
A better way to work from a single document is to simply add files to a shared folder. This way, as you or your client make changes, they’ll appear in real-time, leaving no doubt about which version anyone has, or what changes were made when.
There are several players in the folder sharing market, making it easy to find one that will work not only for you but for your clients as well.
A favorite in the shared folder race is Dropbox. The simple setup and generous amount of free storage space (2GB) make this a top choice for many people even if sharing files isn’t on their minds. If you work from multiple computers, need access to files on your mobile phone or iPad, or just want the extra security of knowing your important documents are backed up in “the cloud” then Dropbox is a good option.
The free version includes 2GB of storage space, which is plenty to get you started, but you can earn more space by Tweeting about Dropbox, referring friends, and connecting other applications. You can also upgrade to 100GB for around $10 per month.
Not surprisingly, Google has its own document sharing system. Formerly Google Docs, Drive now operates similar to Dropbox in that you can view your files in a folder on your computer. However, opening a file requires a web browser and the use of Google Apps. If you want to edit a spreadsheet in Excel, you’ll have to download it first.
Google Drive offers more free space than Dropbox does, starting out with 5GB. Upgrades are less expensive as well, with 100GB available for just $5 per month, compared to Dropbox’s $10 fee.
One noteworthy difference between Dropbox and Google Drive is how files are stored. With Dropbox, files exist both on your computer and in the cloud, meaning you can work on them without an internet connection. As soon as Dropbox detects a change to a document, it syncs the new version with that on the Dropbox server. If you and your client are both working on a file at the same time, this can result in a “conflicted copy” showing up in your Dropbox.
Google Drive is different in that only one copy of each file exists. When you’re working on a file, you’re actually editing that file on Google’s server. You can see this in action if you have a file open that your client is working on – you’ll be able to watch as she makes changes.
There are a variety of other file sharing services available as well, and chances are your clients will have their own preferences, so you’ll likely use several in your business. But to start out, Dropbox and Google Drive offer a simple solution for collaborating with others, or just sharing files between computers.
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.
Virtual Asistants vs virtual assistants
If you’re an entrepreneur, chances are you’ve heard of virtual assistants. If you’re into technology with the latest and greatest phones and tablets, chances are, you’ve heard of a virtual assistant. Are they the same thing? Not n a million years.
A Virtual Assistant is a human being. A virtual assistant is a bot – a thing created using tons of coding. Virtual Assistants are entrepreneurs working with clients. While virtual assistants are basically speech recognition apps that can recognize some basic commands. I mean seriously, you will NOT be able to ask a virtual assistant to log on to your computer and try to show your client how to do whatever it is they are trying to do. I know this because I asked Cortana and Siri and they couldn’t.
The term virtual assistant being used for a bot causes confusion with our potential clients. We, Virtual Assistants, have been around for a long time – well before the term virtual assistants began being applied to bots.
For those who aren’t sure, list below are examples of how Virtual Assistants can assist clients:
Entrepreneur10 Qualities You Need to Keep Your Virtual Assistant Clients Happy Entrepreneur Holding on to the clients of your virtual assistant business requires loyalty, and that means you’ll need to demonstrate other skills besides expertise and knowledge. It’s time to review the traits outside your specific marketable skills that will …
WealthManagement.comHow to Make the Most of a Virtual AssistantWealthManagement.com Higgins is one of a growing number of advisors using virtual assistants for administrative work ranging from sending birthday cards to filling out client paperwork. They’re doing so partly thanks to cloud-based systems and other technology that make …Virtual Assistant – Why do you need one for your business?The IndependentWhy Virtual Assistants Are CoolTheSequitur.comall 3 news articles »
And if you’re in ay doubt as to what a virtual assistant – bot – is you can read te below for more information including future projections of these apps:
The Australian Financial ReviewWhy a virtual assistant needs a back storyThe Australian Financial ReviewUntil recently, Robyn Ewing was a writer in Hollywood, developing TV scripts and pitching pilots to film studios. Now, she is applying her creative talents toward building the personality of a different type of character – a virtual assistant, animated …and more »
And finally, remember, virtual assistants will NEVER replace Virtual Assistants.
Kathy McCabe, MVA
Master Virtual Assistant, VA Certified
Ethics Checked VA
Hilltop Secretarial Service
Part of The Hilltop Group, LLC
877-897-1859 Office 888-364-8949 fax
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Assistance – we’re what you need!
Thomas Leonard International Virtual Assistant of Distinction Award 2013