Top Notch Admin

My 5 Favorite ‘Work From Anywhere’ Places

noreply@blogger.com (Anonymous) — Wed, 20 Aug 2014 20:15:00 +0000

The main reason I started my virtual assistant business (Top Notch Admin) was because I wanted to be able to work from anywhere. I’ve always enjoyed traveling and with today’s technology, I can generate an income and be productive while enjoying a change of scenery and spending time with family and friends. Here are my top five favorite places to plug-in and get the job done!!

***

My home office – I loved creating my home office!! It may not be ‘traditional’ but it’s ME and it’s relaxing and comfy.

The back porch – This is where I like to work from if I want to be surrounded by nature, but still be comfortable and feel at home (i.e. sweats and no make-up!). Listening to birds chirp and feeling a breeze while working is bringing the best of both worlds together.

Library – I love, love, love books and the smell of a library!! I probably visit a library a couple of times a week. It doesn’t matter what town or city I’m in, I know where the closest library is and their hours of operation. And although technology is important to working virtually and I keep up with all the latest, I still enjoy holding and reading a good book.

Beach front café – Location, location, location. There is nothing more relaxing to me than seeing and hearing the waves hit the shore. I seem to be more focused and therefore more productive when the waves are my ‘white noise.’

Best friend’s kitchen – The ambience, the company, the smells….what more is there to say? As long as you can keep interruptions to a minimum this is a great place to work. I seem to stay focused and on-task working here because I know there is going to be a great reward after a good day’s work – quality time with someone who means the world to me!

***

Having the ability to ‘work from anywhere’ has made me a happier person and therefore more productive. I know each day I’m going to enjoy my work environment and that makes me more enthusiastic! Don’t you want to partner with a happy and enthusiastic VA?

Let’s talk, formulate a plan and start building a long-term working relationship that is prosperous and gratifying for both of us ~~ Susan

How Dropbox Can Help You Take Your Law Practice Virtual

noreply@blogger.com (Anonymous) — Fri, 15 Aug 2014 16:16:00 +0000

File sharing is a necessity for your law practice if you have a virtual office or are partnered with a legal virtual assistant. Dropbox is easy to use and is available for Windows, Mac and Linux and has applications available for iPhone, iPad, Android and Blackberry. Because Dropbox syncs your files on any device you use, you can literally access and edit your files from anywhere you have internet access. Dropbox offers both personal and business use plans starting at $9.99 per month.

Of course, because of the sensitivity and confidentiality of client flies here is an article by Legal Productivity on how to secure your Dropbox account.

http://www.legalproductivity.com/technology/secure-your-dropbox-account

I’ve been using Dropbox for two years and have had no problems at all with file sharing or security issues. The days of emailing files to your secretary or legal assistant are over!!

Let’s talk, formulate a plan and start building a long-term working relationship that is prosperous and gratifying for both of us ~~ Susan

4 Benefits of Using a Specialized Virtual Assistant Rather Than a Virtual Receptionist to Answer Your Phone

noreply@blogger.com (Anonymous) — Tue, 12 Aug 2014 16:13:00 +0000

As a solo practice lawyer in the process of building your practice, having your telephone answered appropriately should be one of your top priorities. After all, this is most people’s first impression of you and your business. There are a lot of options out there for virtual receptionist services but before you make a decision consider the options of using an experienced virtual assistant.

Cost Effectiveness – When paying for a virtual receptionist most services charge either a flat fee or a per call fee. When using an experienced virtual assistant you can pay a monthly retainer for bundled services and have more tasks completed than just your phone answered. You may end up paying more, but you will benefit by having more time to focus on your cases and billable hours.

Personal Touch and Call Filtering – Having your phone answered by a real live person provides a personal touch that leaving a voice mail can’t do. It also saves you the time later of having to return calls that could possibly be a waste of your time like wrong numbers, sales calls or recorded messages.

Experience and Knowledge – When choosing a legal virtual assistant you are getting an expert in the area of law firm administration and therefore your callers will feel they have a knowledgeable person taking their call. Someone with legal experience will be able to ask the right questions so you spend less time on the phone asking your callers basic questions and more time getting the useful information you need for the case.

Flexibility – If you partner with a virtual assistant you will have an on-going relationship and daily or weekly dialogue (depending on your needs) and therefore will be able have flexibility in regards to who to take messages from and when and who you speak with directly. You can also have your virtual assistant return phone calls for you freeing up even more time for you to spend on billable hours.

Let’s talk, formulate a plan and start building a long-term working relationship that is prosperous and gratifying for both of us ~~ Susan

Virtual Assistant vs Employee – Part 4 – A Niche for Everyone

noreply@blogger.com (Anonymous) — Tue, 22 Jul 2014 20:43:00 +0000

Most Virtual Assistants (VA) work within a niche market chosen because of a passion they have. As everyone knows, you learn everything you can about your passion and become an expert at it! I chose my niche market of solo practice lawyers and small law firms because of my love of the law and the legal system and because most lawyers are no-nonsense, straight shooting people who appreciate the same in someone they work with.

Here are a few of the different types of VAs:

General VAs – Email and contact management, general correspondence, transcription, data entry and travel arrangements (just to name a few of the tasks they do)
Legal VAs –knowledge of law firm administration, legal procedures and legal terminology
Medical VAs – knowledge of medical office administration and medical terminology
Real Estate VAs – listing coordination, manages transactions, marketing assistance
Technical VAs – creates and manages websites, blogs, newsletters, social media, etc.

When choosing a VA you want to research the different types and find one that is an expert in the area you need assistance in. Before retaining a VA ask questions, get all of the facts and make sure you have a contract outlining the services to be provided. You won’t be disappointed!!

Virtual Assistant vs Employee – Part 3 – Knowledge and Skills

noreply@blogger.com (Anonymous) — Wed, 09 Jul 2014 18:43:00 +0000

When you contract with a Virtual Assistant (VA) you are pairing yourself and business with another business owner, so you are gaining the knowledge of a professional who has business management experience. Before you begin working with a VA set forth in a contract the description of services to be provided so your virtual assistant will be productive from the minute they begin working for you.

You will find that VAs have a wider skill set than traditional employees and you won’t need to spend days training them as you would an employee. When you are hiring an employee, you usually don’t hire the same person to take care of your correspondence and contact management as you do to build or update your business website. Because Virtual Assistants rely on technology to run their businesses they are up to date on the latest, which means your VA may be able to provide both types of services.

The knowledge and skills that a Virtual Assistant brings to your business is invaluable!

Photo by: Custom Courses | DLC Worldwide

Virtual Assistant vs Employee - Part 2 - DEDICATION!!

noreply@blogger.com (Anonymous) — Mon, 07 Jul 2014 17:04:00 +0000

Most virtual assistants are business owners and therefore are more dedicated to delivering a better work product, whereas most employees get paid regardless of their effort and work product. If a VA doesn't deliver they don't get paid and/or lose a client! And because VAs are business owners they understand the importance of time management and productivity so they will look for tasks to do for you so you can focus on business development.

Your benefit to hiring a VA? More DEDICATION to getting the job done well and less micro-managing of office employees!

VA vs Employee-Part 1-Saving $60,000 a Year!

noreply@blogger.com (Anonymous) — Tue, 01 Jul 2014 20:30:00 +0000

In the two years that I've been in business as a virtual assistant (VA) I've spent a lot of time explaining what a virtual assistant is - what they do and don't do and the benefits of using a virtual assistant as opposed to an employee. I decided to devote the month of July to getting into the habit of blogging regularly so I'm going to do a series on VA vs Employee. Since money is the bottom line for most people, Part 1 is about the cost effectiveness of using a VA.

Most people who are considering a VA may look at their hourly rate or monthly retainer fee and think the cost is too high, but actually you're saving over $60,000 a year by using a VA. Check this out before you dismiss the idea!!

A cost comparison for a full-time employee versus a Virtual Assistant

COST COMPARISON	Full-time Employee	Virtual Assistant
Hourly Rate of Pay	$20.00	$35.00
Fringe Benefits @ 35% (Health/Dental/Life Insurance, Retirement Plans)	7.00	None
Overhead Rate @ 50% (Office Space, Equipment & Office Supply expense, UI Insurance, Worker’s Compensation, Overtime Pay, Administration Costs)	$10.00	None
Total Effective Rate of Pay	$37.00	$35.00
**Hours Per Year	2,080 hrs.	480 hrs.
TOTAL Annual Labour Cost	$76,960.00	$16,800.00

Difference = $60,160.00 per year

*Souce: Virtual Assistant Networking Association

Five Reasons For New Lawyers to Hire a Virtual Assistant

noreply@blogger.com (Anonymous) — Sat, 20 Oct 2012 04:48:00 +0000

You've passed the bar, you know what area of law you want to focus on, you may even have clients lined up - you're ready to practice law! But what about all of those administrative tasks that a new practice requires? They're time consuming and your time is valuable. Virtual Assistants are cost effective. VA's are not full-time employees so you only pay for the time that you use, you don't pay for any benefits and there is no overhead as they have their own office and equipment. Partner with a good virtual assistant and get your practice off to a great start!!

Here are five reasons you need to hire a virtual assistant (VA):

Office Set-Up and Organization: Let your VA place an order for all of your office supplies and necessary equipment and have them delivered. Don't let the 'virtual' in VA mislead you! Your VA can spend a few hours setting up and organizing your office.
Computer Software: Have your VA research the software needed specifically for practicing law, calendaring, email management, time tracking and bookkeeping/accounting. After you decide which programs you want, let your VA handle the job of getting everything ready for you to use and providing any training you may need.
Creation of Forms: You can't practice law without forms and templates. Your VA can create the necessary forms you need in the appropriate format.
Vendor/Supplier Accounts: Have your VA set-up accounts for services you'll need - copying, delivery and court filings, notary, tech support, phone services, etc.
Marketing: Every new business needs a marketing plan. Let your virtual assistant handle the details of making sure your marketing strategy is carried out.

Check out my blog for ways your Virtual Assistant can help you with the day-to-day tasks of your law practice once the foundation is laid.

For more information : http://www.topnotchadmin.com

My iPhone Apps

noreply@blogger.com (Anonymous) — Wed, 17 Oct 2012 20:54:00 +0000

I finally relented a year ago and traded in my faithful and very adequate (I thought then!) cell phone for a 'smart' phone. This was scary for me! I'm not someone who you would consider tech savvy. I'm not the person my friends and family call asking for advice on what to buy or how to use it once they do buy it. But my daughters convinced me it was time to get 'smart.' My daughter showed me the basics of using my phone - or so I thought!! First problem - how do I make a phone call??? I could get to my contact list, but where is that little green telephone looking button you have to push to initiate a call??? I finally had to send my daughter an email on the computer to find out how I could make a call. Ugh! My phone was smarter than me. Not good!! Needless to say, I mastered making and receiving phone calls and moved right along to texting. Which was much easier for me to learn. A year later, I can honestly say, I don't know what I did before I had my smart phone. I can leave the house and my laptop behind knowing that I am not going to miss anything!! I've downloaded (and sometimes immediately removed) countless apps to my phone. Here's a list of my current apps - categorized:

Preloaded (and not sure if they are even considered 'apps') but useful:

Mail - Love this! I can access all of my mailboxes from here. Receive, delete, respond...
Calendar - I use the notifications/alarms for this to remind me of upcoming events
Notes - Very, very useful. I use this mostly for when people tell me about good books they've read or movies they've watched they think I might enjoy!
Safari - I think this is my phone's web browser. I go to this app and then use google search
Weather - Not used much in sunny Phoenix, AZ, but it's nice to use when I'm traveling so I can see what the weather is like where I'm going
Maps - Couldn't live without it!!
Camera - Used almost daily!

Preloaded (not sure if they are even considered 'apps') and not sure why they are there:

iTunes - I think I know what this is for, however, I've never used it
Stocks - No clue and probably will never have a clue
Passbook - Seems complicated
Reminders - Isn't this what the calendar is for??
Newstand - I can't imagine reading a book or magazine on the iPhone screen!!
Videos - Can go away and I'd never miss it

Necessary for productivity:

RingCentral - The fax ma'am...just the fax
Credit Union - I can take pics of checks for deposit and never have to go to the bank!!!
Facebook - It's for networking!!
Twitter - Also for networking!

Strictly for Entertainment Purposes:

Pandora - Music, music and more music
Shazam - Never have to wonder who is singing again, because this will tell me!
Scrabble - Hey, it's a brain game!
Words With Friends - Another brain game...
Foursquare - Helps my stalkers out tremendously...I check in at places for them
Video Poker - Helps pass the time when waiting in line.
I'd Cap That - My newest download and so entertaining...ads funny and amusing captions to your pics (sometimes the captions are x-rated though - use with caution around kids)
Instagram - A pic sharing app - I seldom use it and I'm not sure why I keep it
Voxer - Ugh!! My daughter uses this. It's like a walkie-talkie. Not sure of the purpose.

I know there are tons of other apps out there that would be helpful to me, so if you've got suggestions on must-have apps for iPhone, I would love to know what they are!!

National Bosses Day: I've Had The Best and The Worst

noreply@blogger.com (Anonymous) — Tue, 16 Oct 2012 19:48:00 +0000

To compare bosses, this blog post will be both a rave and a rant!! Luckily for me, I've had more good bosses than bad. Unfortunately, my most recent boss was by far my worst...

When it comes to being an employee I'm going to toot my own horn and say that I've always exceeded at my jobs. I've always received excellent performance reviews, raises for a job well done and regular promotions. I give my jobs 100% and have always been praised by my bosses, and for the most part, always felt appreciated. I've worked for some very prominent attorneys in Phoenix involving high-profile cases and have always performed in a proficient, organized, thorough, professional and ethical manner (and always with a sense of humor!!), even though my jobs were demanding and a lot of times very stressful. I've never been made to feel stupid or inadequate, until recently...

According to a popular website the following are attributes for a good boss:

Fair
Honest
Understanding
Approachable
A good communicator

Thinking about my past bosses and this list of attributes, I realize that the 'best' of my bosses have had ALL of these attributes. That's amazing considering the case loads and responsibilities they've all had. I've always been treated like an 'equal' or 'partner' or a 'team member.' (Someone asked one of my bosses one time if I worked 'for' him and he said 'no, she works with me.') When it comes to the bosses, I've been blessed. Until recently...

About 9 years ago, I left the legal field to pursue a career in behavioral health and direct care. I feel very passionate about caring for people and being an advocate for people with disabilities. (Trust me - it wasn't for the money!!) This evolved into also caring for seniors. Ten months ago I went to work for a home health care agency as a CNA/Caregiver. Within a week I received a call from the owner of the company asking me if I would consider working as the Client Coordinator in the office. I took her up on it, as this seemed to be a perfect fit for me!! I would spend part of the time in the field doing Quality and Assurance visits, part of the time in the office handling issues and problem solving with clients and caregivers, training new caregivers, doing orientation for new employees when needed and being the assistant to the CEO (the owner). I was excited and enthusiastic and couldn't wait to start!!

It took me approximately two weeks to realize that although I LOVED what I did, I LOATHED who I did it for. Was this woman for real?? How could someone in the business of caring for people be so UNCARING? She doesn't possess one of the attributes of a good boss!! Nothing I did was ever enough or done the way she would do it (and her way is always right, even though I had to remind her a few times that what she was doing was unethical or unlawful). My clothes, hair and fingernail polish were critiqued on a regular basis and suggestions were made on alternatives. I was prompted on how to speak and told what was appropriate and not appropriate to say to clients even though clients, caregivers and case managers would praise me, my personality and the thoroughness and effectiveness of the job I was doing. It was a no-win situation for me (and anyone else that works for her).

I try to see the positive in people and find at least one good thing in everyone and focus on that. I tried this with her and couldn't find any positives to focus on. Needless to say, I no longer work for her. Now that I've had a couple of weeks to think back on some of the things I've witnessed her saying or doing, I can only feel sorry for her. I think she's so unhappy and dissatisfied with herself and her life that she has to try and make everyone around her miserable also.

So...to my past bosses...

THUMBS UP TO: WK, JM, DP, VL, DC, JB and BG,

A HUGE THUMBS DOWN TO: PK

Part 4 of 4: How a Virtual Assistant Can Benefit You With Your Law Practice

noreply@blogger.com (Anonymous) — Wed, 10 Oct 2012 17:39:00 +0000

Are you a solo practice attorney or small law firm with limited staff?
Are you finding yourself overwhelmed with routine administrative tasks?
Do you need more time to spend on billable hours?

If you answered 'yes' to any of these questions, I have the solution!! Hire a virtual assistant who specializes in legal office management. Over the next four days I will tell you how you can unload yourself of the burdens of your administrative tasks and free up your time to focus on your current clients, add more billable hours to your week and pursue new clients.

Part 4 of 4:

10) Copying Service – When you need case files copied, let your VA arrange for them to be picked up and delivered.
11) Bar Dues and CLE Requirements – Let your VA keep track of and make sure you are up to date on fees and requirements for the bar.
12) Internet Research – If you need to know more about a topic, need information on specific services or want to take a trip and need travel planning, let your VA do the research for you.

Part 3 of 4: How a Virtual Assistant Can Benefit You With Your Law Practice

noreply@blogger.com (Anonymous) — Wed, 10 Oct 2012 02:18:00 +0000

Are you a solo practice attorney or small law firm with limited staff?
Are you finding yourself overwhelmed with routine administrative tasks?
Do you need more time to spend on billable hours?

7) File Organization – Your VA can maintain your client files by preparing new files and coming to your office occasionally to organize and file those loose papers.

2 8) Billing – Let your VA assist you with preparing and sending out your client bills.

3 9) Supplies – E-mail or fax a list of office supplies needed and your VA can make sure they get ordered and delivered to you.

Part 2 of 4: How a Virtual Assistant Can Benefit You With Your Law Practice

noreply@blogger.com (Anonymous) — Mon, 08 Oct 2012 16:42:00 +0000

Are you a solo practice attorney or small law firm with limited staff?
Are you finding yourself overwhelmed with routine administrative tasks?
Do you need more time to spend on billable hours?

4) General Correspondence – Fax, e-mail or transcribe the information to your VA and let them prepare your correspondence for you and make sure it gets to the other party.

5) Transcription - Dictate letters and memos for your VA to transcribe and prepare for mailing. Your VA can also transcribe client and witness interviews.

6) Legal Documents – A VA can draft and finalize motions, pleadings, summons, complaints and subpoenas. After finalization, they can arrange for filing with the necessary court and service to opposing counsel.

Make sure you read Part 1 of 4 for more ways a VA can assist you!!

Part 1 of 4: How a Virtual Assistant Can Benefit You With Your Law Practice:

noreply@blogger.com (Anonymous) — Sun, 07 Oct 2012 01:50:00 +0000

Are you a solo practice attorney or small law firm with limited staff?
Are you finding yourself overwhelmed with routine administrative tasks?
Do you need more time to spend on billable hours?

How a Virtual Assistant Can Benefit Your Law Practice:

1) Calendar Management – Let your VA make your appointments, schedule your interviews and keep track of your court calendar. Your calendar can be accessed remotely so your VA can ensure you don’t miss any important dates.

2) Telephone Calls – Your VA can make initial phone calls and return phone calls for you, freeing up your valuable time to work on cases.

3) E-Mail Management – Your VA retrieves your e-mail, responds to routine requests and alerts you of items that need to be handled by you personally.

I'm Doing Something Nice Today

noreply@blogger.com (Anonymous) — Fri, 05 Oct 2012 19:39:00 +0000

As any of my friends, relatives and some casual acquaintances will tell you, I can be very sarcastic. I'm actually quite fluent in it. It comes naturally to me, meaning that it just happens. I don't consciously think of sarcastic things to say. I just open my mouth and sarcasm spews forth. I've been complimented and envied on my sarcastic abilities. However, I also know that it can be hurtful. I have to make an effort NOT to be sarcastic sometimes. As I've matured, I've learned to 'read' people and put them into categories. Those who will appreciate sarcasm and maybe even 'spar' with me, or those who might get their feelings hurt.

Looking at the 'Holiday Insights' website and perusing the month of October, I saw that it is National Sarcastic Awareness Month. Hooray!! We have a month!!! (We also have an organization that I've seriously considered joining.) Here are some of my favorite sarcastic quotes:

My opinions may have changed, but not the fact that I'm right ~Unknown~
I have had a perfectly wonderful evening, but this wasn't it. ~Groucho Marx~
Some cause happiness wherever they go; others whenever they go. ~Oscar Wilde~
I wish we were better strangers. ~Unknown~

Even though I'm a sarcastic person, I know I'm not a mean person. But just in case - today being 'Do Something Nice Day' - the 'something nice' I'm going to do is not be sarcastic.

"I'm not so good with the advice... Can I interest you in a sarcastic comment?" ~Chandler Bing~

Fall - A Time For New Beginnings

noreply@blogger.com (Anonymous) — Fri, 05 Oct 2012 01:28:00 +0000

I think most people think of spring as a time for new beginnings, but for some reason, the fall is historically when I make my new beginnings. The fall has been when I've made major life changes. In the past I've moved residences, switched jobs and changed careers in the fall months. My latest 'new beginning' is my transition from being an employee to being a small business owner.

There is something about the fall that inspires me. The air gets crisper, the leaves turn and fall from the trees and everyone starts preparing for the holidays. I love the smells in the air in the fall - leaves, aromas from the kitchen and best of all fireplaces. Fall is the beginning of the school year and football season.

Fall usually means a trip for me. I live in the desert of Phoenix, so we don't have a 'fall.' (It was 100 degrees here today!! Yuck.) I have to travel outside of Phoenix to enjoy fall. My trips can be anything from a long weekend trip to northern Arizona or a month long trip to Ohio or Missouri to visit with family. Which brings me back to the inspiration for my new business venture...virtual assisting and having the option to work from various locations.

Humor in the Workplace is Important

noreply@blogger.com (Anonymous) — Tue, 02 Oct 2012 23:41:00 +0000

I'm in the process of building my website for my new biz venture (www.topnotchadmin.com) and one of the things I'm adding are testimonials and recommendations from people I've worked for. Earlier, as I was reviewing the letters and trying to decide what to use, I noticed that in all but one of them my sense of humor was mentioned. I'm told fairly often that I am 'witty' or 'funny' and have great 'comebacks' and 'one-liners' but I never realized that my sense of humor would be something an employer or co-worker would mention in a recommendation!! Is a sense of humor something that can be added to a resume?? I've never seen it listed as a job requirement, but I'm sure in a lot of instances it helps. Majority of my work experience has been as a litigation secretary and assistant, which is a demanding and stressful job. I can't imagine not having a sense of humor and not finding something to laugh at each day (inlcuding myself!!). So, I'm very proud of the fact that along with being described as professional, knowledgeable, organized, self-motivated and reliable I'm also humorous!! Live...Love...and most importantly LAUGH :-p

It's Day One

noreply@blogger.com (Anonymous) — Tue, 02 Oct 2012 00:54:00 +0000

Not only is this day 1 of the Ultimate Blog Challenge (my first blog challenge), for me it's also day 1 of being a business owner instead of an 'employee.' Exciting?? Definitely!! Scary?? You bet!!

I decided about 11 months ago that I would love the option of working from different locations instead of being obligated to showing up in an office Monday through Friday, working the 8am to 5pm schedule, all for the benefit of someone else. I have aging parents, grown children and grandchildren that are literally spread out across the country and I want to have extended visits with them. (Hmmm...I wonder if I'm welcome for extended periods of time!!) I started researching my options, assessing my skills and really thinking about what I'm good at and enjoy doing. My research led me into the world of virtual assisting. It seems like the perfect solution for me! So, I've spent months laying the foundation, finding my niche market (solo attorneys) and preparing for this new adventure.

Last Thursday was my last day as an employee. I am now officially a business owner. Last night I made my to do list for today and went to bed early because I've read that you need to keep a schedule when working from home. I was going to start my day off with a nice brisk walk to replace the grueling morning commute I'm used to making and then dig in and get some things marked off of my to do list. So, what do I do on my very first day of being a biz owner?? I took a day trip up to Jerome (Arizona) and spent the day enjoying the cooler weather, the shops, a great pizza and glass of wine.....

Jumping in with both feet!! Eeeek

noreply@blogger.com (Anonymous) — Mon, 01 Oct 2012 02:53:00 +0000

I've been wanting to start blogging because I think it would be fun. (I always have a lot to say!) I've been needing to start blogging for my biz "Top Notch Admin" so I was super excited to see a post about the Ultimate Blog Challenge. http://ultimateblogchallenge.com/ So, starting tomorrow, October 1st, I will be participating in the blog challenge and getting my feet wet. As of right now, just a few hours from October 1st and the beginning of the Challenge, I have no clue what I'm going to blog about!! But am I scared? Heck no. I have all the faith in the world that each day I will be inspired by something and be able to blog my butt off!! LOL. Stay tuned.....