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Archive for the ‘Virtual Services’ Category

The world has become quite reliant on the computer. Few  people don’t sit in front of their computer for some period of time anymore.  Some more than others, but it is quite obvious that the strain and inappropriate setup  can produce problems with the wear and tear on the body.  Professional typists, transcribers, secretaries, virtual assistance, computer programmers and designers, all spend far too much time idle in front of the computer and then find that their workstation  is harming them more than helping them.

Here are 10 tips that we have found that help with keeping the strain on the body to a minimum:

1. Layout of work area is crucial.  Make sure you have enough space to lay out out the things you use regularly, like the phone, pencil holder, calculator and even your coffee cup so that reaching for it gives you full extension of your limbs an at the same time gives you a reachable item without having to strain to get to it.
2. Keyboard placement, especially for typists is crucial so that you can avoid injuries from repetitive movement such as Carpal Tunnel Syndrome and Tendinitis.  Keyboards should be placed so that your arms are parallel to the ground. If your desk doesn’t allow for this, keyboard trays and adjustable chairs help with elevating and placing things properly.  Make sure your hands rest comfortably on the keyboard and keep your fingers light and airy instead of pounding on the keyboard.
3. Mouse placement would be your next concern, especially for graphic artists, designers and those who rely on the mouse for a great deal of their work.  Make sure it is all within reach so that you are not straining your arms, wrists and elbows to get to it.  Place it in a natural and comfortable level as your keyboard and keep your grip relaxed, your mouse isn’t going to escape! When using trackballs, I recommend switching between trackball and mouse so that your hands and fingers aren’t strained, and you change the direction and usage of certain muscles and tendons.
4. Monitor’s should be set at an eye level if you are looking straight ahead.  Neck strain and eyestrain are a leading cause of problems with typists and most if could be avoided.  Use monitor shelves and glare screens to help keep your eyes and your neck from being used in an efficient manner.  Remember to look away from your monitor regularly, and if you need to, use different types of lighting and screen diffusers so that you can find what is right and what works for you.
5. Lighting is a also a factor in a comfortable workstation.   In large office building where lighting is difficult to control, there are ways to avoid over lighting by either asking for a bulb or two to be removed from the fluorescent overheads or to obtain screen’s that cut down the glare. Using different colors on your monitor can also cut down on the eyestrain, they can include soft blues, greys but everyone’s preference is different.
6. Chair placement and height will help eliminate discomfort as well.  Typists sit for long periods of time and because of that we feel the strain in our lower backs and shoulders.  Lumbar support as well as a foot rest under your desk can help with maintaining good posture and keep the strain down to a minimum.  Each one of these elements combined to give you a good reach and placement of the keyboard and mouse as well.
7. Phones are something we are always on.  Talking to customers, paying bills, or just talking to family or co-workers.  Each time you pick up that phone and tuck it up under your head between your shoulder and neck, you are creating stress.  If you can provide yourself with a shoulder rest or better yet, a head set giving you a natural position to be able to multi-task between a phone and computer.
8. Desks are not built for a one size fits all scenarios.  Everyone has different needs and preferences.  Make sure that your desk gives you enough versatility to maneuver things to fit you, keeping underneath uncluttered and everything within reach.
9. Laptops are now being used more than ever.  Even though they are called a ‘lap’ top, there really shouldn’t be a constant usage with it sitting in your lap.  Use it off of a table whenever possible and in addition, use a separate keyboard or mouse when ever you can.
10. Some areas that can be overlooked are when you yourself are dressed inappropriately to be sitting for long periods of time in front of your computer.  Wearing bracelets can affect your typing and mouse usage, where a thick wallet can unbalance your spine and make your posture more harmful than helpful.  Long and large earrings makes it difficult to talk on a phone comfortably and high heels to keep your posture out of whack while sitting.

Consider these ergonomics next time you sit down to type or work in front of your computer for long periods of time.  It could be saving you some painful injuries and possibly even surgeries in the future. If you are an employer and finding it difficult to keep up with the needs of your employer or feel that these things are unnecessary, remember your insurance and the down time you will create should they eventually need the time away the computer in the long run.  It might just be more financially sound to be sure they are comfortable than to lose a good worker for months or permanently in the long run.

Transcription and virtual assistance work can be very rewarding especially when your clients know that you are handling things with a great confidence.  With the Internet and the fears of hackers, email fraud and phishing continuing to put our identities and our professional activities on the edge.

There have been numerous ways that people have developed to provide easier ways to keep the work that we pass back and forth on the Internet Super Highway more confidential and secure.  By implementing these elements, it makes it a bit more difficult to feel as if we have been invaded and can continue to do transactions on line. Some of these  ways are:

1. Secure Servers: These are always indicated by the little padlock in the bottom right hand corner of your browser while you are within the pages that are crucial to the transaction.  This encrypts your personal information and financial information to keep your identity safe and secure from prying eyes.
2. User Accounts: Providing the users with accounts to keep their transaction details to only those who have been authorized to review those transactions provides a sense of confidence that is needed, especially for those clients who wish  to keep their details hush, hush.
3. Encrypted Email: Services such as Hushmail.com can provide encrypted emails to your clients to keep your emails private and confidential.
4. Password Protected Attachments: Documents provided in .pdf and .zip can be password protected for that added extra security.

These are just a few ways that we ensure our clients their confidentiality and their security while providing them with top services in the virtual realm.  The world wide web is a very vast place and knowing that you can secure just a corner of it gives you and your clients the ability to return to do business again and again.

Finally, after putting together the team and brainstorming, we have come up with a new look and our new logo.

Still offering the same prices and the same excellent services!

Clients today seek Virtual Assistants and Virtual Secretaries that they can trust. Honesty and integrity are key in maintaining a positive relationship between you and your VA.  We deal with sensitive information, confidential corporate laws and even human resource content that could be of the highest element of clearance.  Small businesses are no different, attempting to keep their product secrets and their the key to their success a mystery to competitors.

Our principles are important as VA’s and VSs’.  You should hold the same standard with any Virtual Assistant and Virtual Secretary you hire.

Values that we hold high are:

• Trust.  We perform our duties with the highest element of trust, honesty that is required to make you comfortable with our services.
• Integrity with conflict of interest comes with a cost, but it is our clients that we hold dear.  We are here to work, but not to provide questionable integrity.
• Nonprejudicial practices.  We will not pass judgment on work or people we work for no matter industry, content, or creed. We celebrate diversity and enjoy the challenges that are provided by all walks of life and professions.
• Reputation of not only our corporation but our clients businesses we will refrain from questionable legal activities.
• Deadlines are just as important to us as they are to the clients.  We will ALWAYS provide our work within our deadlines agreed upon and will contact those that exceed the deadline prior to that date and time.
• Technically and professionally we will not attempt to produce work that we do not have a strong understanding of or technical knowledge of.
• Confidentiality is strongly practiced and provided with our services.
• Communication between client and Virtual Assistant and Virtual Secretary is always open, giving the client as little or as much input as they need or are comfortable with.
• Perfection is always something we strive for, but acknowledge and correct our mistakes when they are found.
• Above the call of duty, just something we enjoy doing knowing that our clientele appreciate our service and the quality that we strive for.

We continue to strive to provide the most professional, accurate, and affordable services to our clients.  Our Virtual Assistants uphold these qualities and are employed because they are a credit to the service.  If you use a Virtual Assistant or a Virtual Secretary, make sure that they can say the same. We are proud of our qualities and our integrity and offer you the ability to be proud of your representation, us!

We have decided to open up this update session for our readers who have questions about services that we provide.  Even if you are not a current client, or utilize another service, we are open to taking questions or thoughts about transcribing services, typesetting, graphics, virtual administration services, web design, Internet marketing or proof reading.

We welcome and are open to addressing these concerns and questions because if you have them, ultimately you are probably not the only one.

Just click “Comments” below and drop us a line!