NZ Outsourced Issue 2

Virtual @ssistant

Issue 2 October 2013

Christchurch Ltd

NEW ZEALAND

OUTSOURCED work the smarter way

In this issue: Utilise the cloud Cloud storage Client information Client focus - Socially Speaking

www.virtual-assistant.co.nz

Welcome to our ‘mini’ magazine New

Zealand Outsourced

Setting up your systems

Spending a bit of time on good systems will save you heaps in the long run. A well organised office = less stress for you, a smoother process for clients and, ultimately, capacity to grow.

It doesn’t matter if you have one client or 200 there are a wide range of systems that can help you work smarter, not harder.

Paper be gone!

Many of us still like to work with paper but it has never been easier to bypass the print button and work online. When I first came to New Zealand some 10 years ago, I worked in an office full of paper; they even had a room full of sliding door files (the fancy name for it eludes me now). It would take an age to find client files – and all the while the client was stuck on hold or at the end of a silent phone.

So I undertook the task of making the office paperless. We received quotes of $20,000+ to become paperless. I was confident I could find a more cost effective approach and within four months we were using PaperPort via our server. The result: no more paper! This was before scanners were widely available.

Luckily, things have progressed and now it’s ridiculously easy to convert paper information to cloud storage formats. In this issue I’ll explore some of the time-saving cloud software solutions which are easy to install and, best of all, cost you nothing apart from a bit of set up time.

Kiely Buttell

Produced by: Kiely Buttell Virtual Assistant Christchurch Ltd 0800 122 889 kiely@virtual-assistant.co.nz

utilise the cloud

Working in the cloud is the one of the most time saving and cost effective ways of running your office, once it is set up and working.

There are a huge number of cloud software programs on offer, almost too many to choose from. With an understanding of what the smaller business requires, I can help owners find the solution that best fits their needs (and budget!).

Communication Chances are you will have a desktop computer, laptop, smartphone and possibly a tablet. Are you making the most of being connected – or are you becoming increasingly disconnected?

With a little time and knowledge, it’s a fairly painless process to make sure your emails are syncing between all of your devices.

If you send an email from your office, you should be able to see it (should you wish to) on your phone, tablet or laptop.

As an advocate of outsourcing I would suggest that if your emails are not syncing and you would like them to, speak to your IT professional (if you need a recommendation let me know) – they will have you up and running in a jiffy.

Microsoft offers a nifty cloud system called Office 365. It’s not free but it does allow for easy syncing between hardware, and it also has a great calendar system to keep you in the loop. Plus, the web interface is similar to other Office offerings, so if you’re a Microsoft convert already it won’t take a big learning curve to get used to the new system.

Google Apps offer a good cloud based email solution – many say it’s better than Microsoft. Their email platform Gmail (and the hugely popular Google Calendars) are a good option for those not wanting to spend a lot on their email system. Again, I recommend investing in a good IT professional to set things up correctly as it does take time to do it yourself.

cloud storage

Dropbox Becoming paperless is easy with cloud storage. Basically you are storing and backing up your files on the web, enabling access from any computer. The only downside is that in order to sync you need an internet connection.

I’ve tried Google Drive and SkyDrive from Microsoft but I keep coming back to Dropbox. If you don’t have oodles of files to store (less than 2GB – which is a lot of storage) it costs you nothing to use Dropbox.

The beauty of Dropbox is you can access your files no matter where you are and on multiple devices, plus you have an automatic backup system. Living in shaky New Zealand we need good back-up systems!

You can upload files to Dropbox via your desktop, tablet, smartphone or laptop either via the Dropbox app or directly online. Once it’s uploaded you are able to see the files across all of your platforms.

Dropbox is especially handy for large files, as you can either share the Dropbox folder or simply share a link directly to the file.

You may have a team of staff who need access to files. Dropbox enables them to edit and save files, and you will see their changes almost simultaneously.

And what about the photos you collect on your smartphone?

Dropbox can store those too – the app will automatically find your pictures and videos, then upload them for you!

Worried about safety? Dropbox has a dedicated security team that use the best tools to ensure mulitple levels of security are available to protect and back up files. There is also a two-step login authentication that can be enabled to add another layer of securtiy.

client information

Zoho Database Keeping track of your clients’ contact details, birthdays, likes and dislikes isn’t just for the smooth sales operators out there – as a business owner it pays dividends to know your clients as individuals.

Unless you have a super-charged memory, it is hard to keep all that information in your head. Investing time setting up a Customer Relationship Management system (more commonly known as CRM) is worth doing. The good news is you don’t need to spend a penny!

If you only have a handful of clients, a simple spreadsheet can do the trick. It is easy to set up and, as long as you are diligent at keeping records, it’s easy to maintain.

Zoho is my CRM of choice due to the fact that for many businesses the free version is plenty. Even if you are after a few more bells and whistles, the paid versions won’t get your bank manager nervous either, starting at just $12 US per month for the standard plan.

Font

Here’s a challenge: how many business cards do you have floating around your office, or in your bag or wallet? How many of those potential contacts – that you have obviously met and engaged with – will you contact again? Chances are if you just have their card ‘hanging around’, follow-ups will be few.

What about your clients? Do you have their details stored ad hoc – maybe an email address on your mail software, a phone number on your phone, an address on your accounting system?

Having this information stored in one place makes it easier for you to keep in touch with your clients and helps you identify which leads could mean more business.

Zoho has a clean easy-to-use interface to store all of the details you need. It can group contacts into accounts (great if you deal with more than one person in a business). It also has a separate database that allows you to store all of your leads, ready to be converted into clients!

client focus

Socially Speaking Socially Speaking provides a range of speech, language and occupational therapy assessments for children with social, sensory and communication challenges.

The owner of Socially Speaking is Alison Schroeder, a New Zealand registered Speech & Language Therapist and a Primary School Teacher.

She has written a number of social skills and language resources (including The Friendship Formula, Socially Speaking and Time to Talk books and games) which are published in the United Kingdom and used throughout the world.

She has over 23 years’ experience of working with children (in New Zealand, England, and Hong Kong) who have language and communication difficulties, and has specialised in the area of social communication.

As well as providing assessments and therapy for children needing their services, Socially Speaking also runs a number of fun and rewarding social clubs and workshops to help children and teenagers learn how to communicate more effectively.

Alison and her growing team are utilising a number of cloud based systems, to communicate within the team, keep track of their schedules, and share files - using a mix of Office 365 and Dropbox.

For more information visit:

www.sociallyspeaking.co.nz (03) 359 2969 alison@sociallyspeaking.co.nz