What Is A Virtual Assistant Video!

We have a new video up on YouTube about what a Virtual Assistant is, and what we have to offer! I love Powerpoint and Windows Movie Maker!!! We do offer this service for your small business as well! Let us create a commercial for your business to put on your website!

Enjoy!
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Blog created by Colleen Tapia - Owner and Manager of Innovative Administrative Services, LLC

Visit our website: http://www.innovativeadministrative.com

Digital Detox Is Essential To Your Success, And Your Sanity.......

One of the hazards of working from home, being self-employed, and having a flexible schedule is the fact that it facilitates the potential for anyone to work too much! I admittedly work too much. It follows me everywhere! I can be waiting for a movie to start, bored with the previews and what am I doing? Checking email. Nice bubble bath and a glass of wine, phone in hand....checking email. Again. *sigh* Sunday morning isn't even off limits, although that will be changing as soon as possible!

I imagine this is what I look like occasionally!

Often when I am not working, I am still engaging in online activity. Be it Pinterest or YouTube, participating in hobby or business related forums, reading science and business blogs/articles, etc. I spend likely less than an hour on a normal day NOT online, with the exception of time spent sleeping.

After a particularly busy week, I took the plunge. Well, it was less of a jump and more of a prying motion. I shut down my computer *Gasp! The horror!* at 5:30pm, cooked dinner with the TV off and decided to listen to Louis Armstrong instead as my iPhone sat ignored locked in a desk drawer. Poor Siri....... My office door locked and avoided as if it held a black hole that would suck me in and dispense me into another world should I dare open it.

I chose to spend the rest of my evening paintbrush in hand, with the only sound audible being a snoring beagle and the air conditioning kicking on and off. It took great restraint but I did not even check email before bed *WooHoo! Go me!* Let me tell you something, I woke up the next morning absolutely refreshed and ready to take on the world! I was rapidly checking tasks off of my to do list like I owned the place (I do! Haha!)! Amazing. I was absolutely exhilarated!

The term "digital detox" has actually been added to the dictionary! And, believe it or not there is actually a website dedicated to and promoting digital detox. They even have an adult camp called CampGrounded where adults can go and unplug old school style! Love it! There's even an app for digital detoxing!

I know it's hard to do in this busy world, detach, shut down, turn off and interact with your surroundings but I highly recommend it. Start out in short bursts if you must, do whatever you have to do to implement this into your schedule. Your sanity will thank you for it and I guarantee you will be far more successful for it.

Ideas for things to do during a detox:

• Sit. Do nothing. I'm serious. Find somewhere comfy, and just sit. Stare at whatever interests you and try not to think about anything. It's okay to do this, I promise. The emails and Tweets will be fine until you get back.
• Pet your cat/dog. Remember them? Happily dozing at your feet while you are in a flurry of activity at your desk responding to emails, tracking down receipts, taking phone calls, furiously typing away. They love you and they miss you :) 
• Go for a walk. Anywhere (safe please!). Hike, wander, stroll, skip, frolic, whatever. Just move! No iPod, no phone, just go and take your beagle (or other just as awesome best friend) with you!
• Interact with people, face to face. Go have a cup of coffee with someone and leave your devices in the car, play with your kids, visit your aging neighbor. Volunteer. 
• Find a hobby! Puzzles, painting, gardening....something to keep you off your computer and interacting with tangible items. 

Here is a great video from Forbes interviewing the CTO of Cisco about digital detox:

As small business owners it is vital to the success of our company and our sanity that we detox regularly and take time for ourselves to enjoy life on a more natural level as well as enjoy those around us and the very planet that we live on! I know it's hard to do sometimes, especially when deadlines loom, the emails keep coming and the phone just won't stop ringing but remember to be your own best friend and remember that in order to be productive and efficient you must be rested and happy! 

Until next time, I am out of here, shutting everything down and shoving my phone into a drawer because my beagle and my son need "Mommy time" and the weather outside is absolutely amazing today!

Happy Detoxing!
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Blog created by Colleen Tapia - Owner and Manager of Innovative Administrative Services, LLC

Visit our website: http://www.innovativeadministrative.com

Recommended Scanning App to Simplify Your Business Day!

One of my favorite iPhone apps is TinyScan. Wow! What a time saver and fantastic organizational tool! I have a client that travels frequently and this little gem is worth it's weight in gold! It will convert a snapshot of a document (be it a receipt, document, business card, etc.) to a PDF or JPG image which can be quickly and easily emailed from the application. I have suggested that he take snapshots of his receipts at the end of the day and then email them to me. When it is time to work on his books, voila! I have all of the receipts in one handy little folder, the receipts are digitally filed after being processed! 2 birds, one stone! Perfect! This cuts down significantly on lost receipts and saves time scanning for filing purposes. I very highly recommend!

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Blog created by Colleen Tapia - Owner and Manager of Innovative Administrative Services, LLC

Visit our website: http://www.innovativeadministrative.com

This is by no means an exhaustive list but is certainly a great start!

Let me know if you have found any outstanding apps that make your workday easier!

Digital Filing: To Store in the Cloud or not to store in the Cloud? Good question!

With the rapid advances in technology it would only seem plausible that eventually there would be an option for businesses to utilize digital filing systems. There are many ways that this can be implemented. Storing to a hard drive (internal/external), company based server, or using cloud based storage. With cloud based storage, you may upload files of your choosing to a large (ginormous!) server and possibly pay a monthly fee depending upon the amount of storage you require. This method of digital filing is rapidly gaining popularity. There are obviously pros and cons to doing so, and you should weigh the importance of each to make the decision that is right for your business.

First, let us discuss the cons:

• Obviously the first and most important concern would be security. You must be sure that the provider that you rely on to store your files uses a secure method of encryption during upload and storage to ensure that your documents remain protected from outsiders. I highly recommend acquiring a copy of the privacy practices from your chosen provider detailing how you will be protected.

• There is also the possibility of someone obtaining your login information and using it for their own gain. That is where it is your responsibility to protect this sensitive information. Always store your login information in a secure place, and change your password frequently!

• The possibility exists of a system meltdown within the storage service provider. This could also happen to your system. I recommend backing up your information in your server or hard drive as well as the cloud. This way you are doubly protected from losing any of your information.

• The concern of time investment in order to establish this system could also be present. Depending on the amount of documents that you choose to upload this could be very time consuming. When you have a business to run, time for tedious (although important) tasks such as this is a rare commodity. Do you have the tools you need to accomplish this quickly and efficiently? I highly recommend a high speed scanner with a document feed! This can be outsourced to a company with the right equipment and staff that is experienced in creating online filing systems (wink, wink). This can save you both time and money.

The pros are many.

• How many times have you been in a meeting or on the road and needed to access a document quickly but could not get to it because it was stored on your computer at the office? With Cloud based storage you can access your documents from anywhere with your web enabled phone. All of your information is at your fingertips while on the fly.

• In the event of a server meltdown or a computer crash that wipes out your hard drive, your information will still remain available. If by some chance there is a natural disaster, your information is protected as well because it is stored remotely. You won't need to worry about losing anything!

• Office space is freed up. You no longer need to store large boxes and filing cabinets full of paper! Besides, who wants to dig through piles of paper anymore when there is a far more cost effective and faster way to access what you need? You no longer need to purchase large amounts of paper and filing folders. (You might even save a paperclip and a staple or two! Think of the possibilities!).

• Digital filing is great for the environment! Obviously there will be lass paper waste, and all of the previously physical documents that you upload will be shredded and recycled!

Electronic communication in the business world has nearly replaced paper communication and faxes. You can now e-file your taxes, use auto pay to pay your bills, and send documents all without using a scrap of paper! Now all you have to do is save an attachment and upload it to your system. Gone are the days of printing documents and glaring at the overflowing “To File” basket on your desk!
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Blog created by Colleen Tapia - Owner and Manager of Innovative Administrative Services, LLC

Visit our website: http://www.innovativeadministrative.com

What Is A Virtual Assistant?!

The profession of virtual assistance is a new and rapidly growing field. Many people imagine someone at home in their bunny slippers typing away all day (Guilty! Homer Simpson slippers if you must know!) but that is the perception, not always the norm! Being a VA is hard work but can also be very rewarding!

What is a virtual assistant?

A virtual assistant is someone who has chosen to help other businesses by shouldering some of the workload that the business owner may not have time for or interest in handling. A virtual assistant often works remotely from an office or their home handling tasks such as bookkeeping, data entry, document creation, scheduling, phones, social media, web design and digital filing. The services offered vary by the individual VA. Many VA's choose a "niche" market and only work within a particular industry. A smart VA will choose a niche or service that they excel at and concentrate their focus mainly on that service.

What are the benefits of hiring a VA?

One of the first benefits a client will see is their time freed up to pursue more business or get in some much needed down time!

A huge benefit to the business owner is a reduction in staffing costs. A good VA will save your business money in the long run. You will not need to pay full or even part time staff to handle tasks that the VA can handle. Having a VA will save the small business owner costs on training, office equipment, non-productive downtime, payroll taxes, workman's comp, benefits and vacation time. A VA will have less interruptions (phones, clients/co-workers, emails, etc) and will be more focused on your tasks which will increase productivity. $300 a month for VA services or $1600 a month + payroll taxes and benefits for hired staff. Which would benefit your business more?

A Virtual Assistant can save you thousands of dollars a month!

In order to be a VA you have to be organized! That quality will certainly benefit any small business owner! A VA will help you organize your books, files, website, email and your office (if they offer that service). Organization leads to a more productive work flow for you and for your VA. A good VA will also be able to help you set up procedures to make your office and business run more smoothly.

If you haven't considered using a virtual assistant for your business I highly suggest it. Start doing some reading and gather information about virtual assistants. Begin shopping around for pricing and meeting with VA's until you find one that you feel comfortable with. You may just find the answer to organizing the administrative aspect of your business so that it is more manageable which in the long run will save you money, time and stress! Good luck on your search and may your business grow and prosper!
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Blog created by Colleen Tapia - Owner and Manager of Innovative Administrative Services, LLC

Visit our website: http://www.innovativeadministrative.com