January 2004

Tech Tools and Tips

Kathie M. Thomas

by Kathie M. Thomas

Working as a VA means becoming familiar with tools, the technology at hand, and anything else you need—which can be a mean feat when you consider how quickly things change and become outdated. But if we want to keep up with our clients—or ahead of them—it is important to keep up with what is happening with respect to computers, software, phone systems, PDAs, faxes, printers and so on. Developing a system for being organized will help you determine what you need to successfully carry out your role efficiently.

When I first started my business almost ten years ago, I used ‘To Do Lists’ printed on paper, or ‘To Do’ notepads, to keep track of the things I needed to do on a daily basis. One morning I woke up and wondered why I wasn’t keeping that information in my desk diary (appointment book), instead of pieces of paper. For the next couple of years I ruled a line down the center of each page—on the left I kept my appointments, and on the right the list of things to do.

Later I purchased a Financial Year Appointment Book so it could be filed with my tax papers each year—it had an accurate record of appointments, activities, jobs carried out, and so on. Don’t know why I didn’t think of it in the first place!

I still use a paper desk diary—it’s a back up to my computer, helps me to see at a glance what is happening on any day, and is useful to put invitations and other papers in (still can’t post paper into the computer, although it could be scanned).

I use Outlook to record everything onto my computer—it is useful for task lists, contacts’ details and appointments—the best thing is it can be downloaded onto my Palm Pilot and carried with me everywhere. I like the fact that both Outlook and my Palm Pilot can beep and remind me of appointments—very useful when my head is down and the time forgotten!

Another useful tool that links with Outlook is the database program ACT!—why would I use both ACT! and Outlook? Because ACT! has a system for logging a history of contacts made with people, sales, various groupings and so on—and it can be synchronized with Outlook. The latest version of ACT! even allows you to connect the address book with Outlook so that it produces a log of every single E-mail you send out to your database from within Outlook, providing the facilities for html E-mails, different signature blocks and so on.

We would love to hear from you if you have a Tech Tool Tip for subsequent issues of this magazine. E-mail us: TechTools@thevirtualalliance.com.

About the Author

Kathie M. Thomas, AFAIOP, MVA, ASO, is owner of “A Clayton’s Secretary” and can be reached at www.asecretary.com.au.