May 2005

Tech Tools and Tips

Kathie M. Thomas

by Kathie M. Thomas

If you're anything like me, as a Virtual Assistant I'm a real IT junkie fan! (Not to mention stationery junkie too - but I'll leave that to another time!).  And as such, I have to try out the latest and greatest - software, hardware, online options, etc, etc.  So, here are my latest toy I have to tell you about, because you're sure to want one too!

WorldCard Scanner

I recently bought a WorldCard scanner (http://www.penpower.us/) - a tiny little thing, 10.5x5.5cm (4x2inches), and it scans business cards and then puts it in an editable text file which can be imported into Outlook, Outlook Express, Excel and ACT! in .csv format.  This tiny piece of hardware can also be installed to a Pocket PC or even your Palm Pilot.  You can choose to scan images from the cards too and include the back, as well as the front of the business card.

WorldCard scanner has its own software - you don't have to import the data to anything else, if you don't wish to, and allows you to categorise and edit the card entries and also includes a calendar so you can set up appointments for the people whose details you have scanned in. The software is compatible with Windows 98, 2000, ME and XP.

Why does this excite me? Because, one of the services I provide to clients is database management and it means typing in hundreds of business cards collected from the various networking events or speaking engagements that my clients have attended.  Using a business card scanner means it will save me a lot of time, and although I will still need to check and make a few amendments here and there (it's not 100% proof, but pretty close to it), it certainly will speed up the process for me in providing this service to my clients.

WorldCard scanner by PenPower is only one such available item of this type. There are others such as:  BizCardReader (http://www.bizcardreader.com/), CardScan (http://www.cardscan.com) for two more examples.   And I'm sure if you use Google you'll find mention of others.

The cost isn't exorbitant and half a day's work will pay off my investment so I consider it definitely worthwhile to invest in.

If you provide services that involve the entry of business cards then consider investing in one of these simple little items which will certainly free up your time to take on more work - now, that's attractive, isn't it?

Maxtor One-Touch Back Up System

Another 'toy' I have to share with you is the Maxtor One-Touch (http://www.maxtor.com) back up system.  If you haven't yet invested in a backup system for your business, then you need to think hard and fast.  Your work is your bread and butter, and if you lost it for whatever reason, it would be a major tragedy and stumbling block in your business.  It can take months to get back up to speed so backing up is really important.  The Maxtor One-Touch is exactly what it means - one-touch - and everything is backed up!  However, it does come with software (Retrospect) that allows you to predetermine back up times, and how many series of back ups.  I have mine set to back up at 11.30pm - when my working day is over and I'm in bed.  This means it works whilst I'm sleeping - I like that! The drive is easily detached and can be carried with me - or stored for safekeeping, if required.  You can purchase these drives in a variety of sizes - mine is a 200GB but you can get a 300GB and varying other sizes.

Remember that any piece of hardware (or software) that you purchase for use in your business is a taxable item.  Whilst I would encourage you not to go crazy and spend big before you're actually earning much, it is worth weighing up which pieces of equipment you can invest in, that will create an additional stream of income, in your VA business, or enhance it (such as the card scanner) or would be an insurance/protection for your VA business (such as the Maxtor back up system).

 About the Author

Kathie M. Thomas, AFAIOP, MVA, ASO
Award-winning "A Clayton's Secretary"®, Network est. 1994
The Secretary You Need When You Haven't Got a Secretary!
Ph: +613 9585 5780 Web: http://www.vadirectory.net
New ebook! How to become a VA http://www.howtobeava.com
National Office Professionals Day (Secretaries Day http://www.secretaries-day.info) 6th May, 2005 in Australia.