Top 10 Free Products for the Thrifty Virtual Assistant
Here’s my top 10 list of invaluable free tools and software for the Virtual Assistant.
Express Scribe
Express Scribe is FREE audio player software for PC, Mac or Linux. It will play most digital audio file formats (including encrypted dictation files)
It’s really easy to download.
It can be controlled using a transcription foot pedal or using the keyboard (with ‘hot’ keys). As I don’t do much transcription I use the ‘hot’ keys. It would obviously be quicker to use a foot pedal but don’t feel I do enough transcription to warrant purchasing one.
SendThisFile
Sending large files via email can take a long time and sometimes they never arrive.
SendThisFile allows you to put a free upload box on your website that allows your clients to send large files, one at a time to you.
MyHours.com
myHours.com is a time management, timesheet and time tracking solution. It enables you to track your work time, projects you work on and tasks you perform. It is web based and can be used from any location at any time. myHours.com is free at the time of writing but states on their website “when we will start to charge for the use of myHours is still unknown”.
I did find this program to be very useful but it was a bit frustrating that I had to keep adding a task. As my tasks changed quite frequently I decided I needed it to be a bit more flexible.
I ran a report and was then able to export the report into an Excel spreadsheet. It maintained all the time formatting and I was able to use it in Excel instead.
PDF995
Pdf995 offers three products Pdf995, PdfEdit995 and Signature995. These are all free to download but will display a sponsor page in your web browser each time you run the software. You can pay for the software and the sponsor page will not appear.
If you wish to combine a number of PDFs together then watch this video on how to do it with Pdf995.
Filezilla FTP
Filezilla FTP is a software program that you use to upload files to a server. Filezilla is one of the best FTP programs I have used and it’s free. It’s easy to use and only took me a couple of minutes to download.
Jing
Need some screenshots for your posts/articles then Jing is the software to have. It has been created by the makers of Camtasia, Techsmith so you know it’s going to be good 
CamStudio
If you are serious about marketing your business then you should have some video on your website or on video sharing sites.
I have created a number of videos now and I have to say before I started I was terrified. It really does grow your confidence and makes you think about your business.
I started off using CamStudio and edited the videos in Windows Movie Maker, which comes free with the Microsoft Office Suite, XP SP2 or later.
I started to have a few quality issues when I dragged the videos into Windows Movie Maker so I signed up for the free version of Camtasia.
I am now hooked on Camtasia and have purchased it.
CamStudio is really good though and is a good starting point.
GIMPshop
GIMPshop is a free program intended to replicate the feel of Adobe Photoshop.
I’ve not really had much of a chance to use this, as I have PhotoImpact on my PC and that works fine for me. Try it out and let me know if it’s any good.
Wordpress
I believe that Wordpress is no longer just a blogging platform.
I have used it to create websites and even an e-commerce website.
Having a blog has so many advantages:
People can learn all about you.
People can engage with you.
People can learn from you.
Your website will have fresh content and be ranked better.
Need some advice on setting up Wordpress check this article out 8 must dos for a successful Wordpress blog
Want to learn about Wordpress sign up here for my free Wordpress course.
OpenOffice
OpenOffice is opensource (free) software created by Sun Microsystems with the following products:
WRITER is a fully equipped word processor or desktop publisher software.
IMPRESS is a tool for creating effective multimedia presentations.
MATH is a tool for creating equations and formulae for your documents.
DRAW is a drawing package.
CALC is the spreadsheet program.
BASE is the database software.
You can save the documents in numerous formats and OpenOffice has the facility to export your documents as PDFs.
There is going to be a learning curve if you are used to Microsoft Office. As I have Microsoft Office I have only used it to export PDFs, as it maintains all the hyperlinks in the document.
A lot of the above software has been invaluable to me and I hope it is to you.
Please feel free to add a comment below and let me know what is your favourite totally free software.
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The Benefits of Hiring a Virtual Assistant
Virtual Assistant vs a Temp
The first time that you utilise a temp it will work out cheaper but over time a Virtual Assistant will be more cost effective.
Repetitive Training:
Generally when you hire a temp on an adhoc basis it will be a different temp each time (a good temp will be on other assignments). Each temp you hire will need to be trained, introduced to the staff and shown where all the facilities are. This could take half a day before any actual work is performed.
A Virtual Assistant will provide you with a consultation to establish your requirements. You will only need to explain your methods once and the details will be recorded for the next time you use the Services.
Time Wastage:
You will pay a temp for coffee breaks, chats by the photocopier, and time spent using the facilities!
You will not be charged for any of these activities.
Minimum Hire Period:
A temp cannot be hired for one hour only and most temps want long term assignments.
If required, a Virtual Assistant can be hired for one hour only.
Repeat Business:
It is very rare that a temp will return to the same company, so there will be no need to make an impression. A temp is less likely to be proactive.
Virtual Assistants are self-employed professionals. It is important that we exceed your expectations so that you use our services again. We will offer suggestions for process improvements.
Virtual Assistant vs a Permanent Employee
Employee Overheads:
There are a number of employee overheads that you will need to pay, these include holidays, sickness, maternity leave and a pension.
As a Virtual Assistant operates on a self-employed basis you would not have to pay for holidays, sickness, maternity leave or a pension.
Constant Workload:
If you do not have a constant workload for a permanent employee, there will be times when they are costing you money.
You can utilise the services of a Virtual Assistant as and when required or on a retainer basis.
Additional Equipment and Space Required:
Additional equipment may need to be purchased for a permanent employee and desk space sought.
Virtual Assistants operate from their own premises and utilise all their own equipment.
Need a Virtual Assistant? Visit Help on Tap and start saving money.
Full-time Employee vs a Virtual Assistant Cost Comparison
Full-time Employee vs a Virtual Assistant Cost Comparison
Want to SAVE over £30,000 in business expenses this year?
If you answered yes, read on …
| COST COMPARISON |
Full-time
Employee |
Virtual
Assistant |
| Hourly Rate of Pay |
£10.00
|
£18.00
|
| Fringe Benefits @ 30% (Retirement Plans) |
£3.00
|
None
|
| Overhead Rate @ 60% (Office Space, Equipment and Office Supply expense, Insurance, Compensation, Overtime Pay, Administration Costs) |
£6.00
|
None
|
| Total Effective Rate of Pay |
£19.00
|
£18.00
|
| **Hours Per Year |
2,080 hrs
|
480 hrs
|
| TOTAL Annual Labour Cost |
£39,520.00
|
£8,640.00
|
Difference = £30,880.00 per year
By hiring a Virtual Assistant…
You SAVE over £30,000.00 per year!
Although the Virtual Assistant’s hourly rate is more than the employee’s rate, you save the cost of benefits and overheads that would have to be applied to the new employee’s wage. Virtual Assistants are usually more experienced, more efficient, and better connected than the employee. You will need to devote far less time to the project to get the same results, only 480 hours a year versus 2,080 for the new employee.
**Remember, with a Virtual Assistant, you only pay for the time on task by the minute! You don’t pay for socialising, hour long lunches, frequent trips to the bathroom or cigarette breaks.
Your employee’s 8 hour day can be crunched into 3-4 hours with a Virtual Assistant.
Hiring a Virtual Assistant is more cost-effective. A Virtual Assistant will go above and beyond the normal assistant’s duties to impact your own productivity. No task is too big or small for a Virtual Assistant to handle. Even if you only have 1 hour of work a month. You wouldn’t be able to hire a temp for just 1 hour but you can hire a Virtual Assistant for 1 hour.
*Source: Virtual Assistant Networking Association Cost Comparison
(Converted from $ to £)
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