5 benefits of virtual minute taking for online meetings

Talking through ideas and problems is an excellent way to discover new ideas and agree on plans of action, but more often than not a written record is needed ensure the work actually gets done.

Meeting minutes are nothing new but remembering to take a written note of decisions made in online meetings and conference calls may not always be obvious, particularly when these are frequent.

Without a good set of minutes what has been achieved by the meeting can all too easily be forgotten or be pushed back to a later date.

This is why virtual minute taking is an important addition to online meetings and conference calls.

Getting things done is not the only benefit of virtual minute taking.

Five benefits of virtual minute taking

Free up staff time

In organisations that are run by decision-makers or where staff are already pushed for time it can be difficult to find someone within the organisation to take minutes. Virtual minute taking by a third party will make sure everyone can take an active part in the meeting and that no member of staff has to find time to type up and distribute the minutes.

Fast turnaround guaranteed

When decisions are taken in a meeting it is ideal if the actions agreed on are put into place quickly. This means having swift access to the minutes that document the decisions and tasks agreed on. A professional virtual minute taking service will ensure minutes are compiled and distributed within an agreed timeframe.

Physical record of online meetings

When disputes arise over decisions taken in online meetings between either staff or customers it is important to have a written record of what was agreed. The nature of online meetings or conference calls do not naturally accommodate this so bringing in a virtual PA to join the meeting to take minutes will be of real benefit in resolving conflict.  

Save time

Online meetings and conference calls are held because they are convenient and reduce time and travel needs. If the meeting requires minutes to be taken, rather than meeting in a set location to allow for this, virtual minute taking allows the meeting to remain online saving time for everyone.

Accessible wherever you are based

It is not always easy to find someone experienced in taking minutes to carry out this function and location can certainly play a part in this. Virtual minute taking provides a solution to finding someone to come into the office by allowing a virtual PA to join an online meeting or conference call.

The benefits of virtual minute taking in a world where technology has shortened the distance between all of us are numerous but the need for a written record cannot be underestimated in documenting and implementing decisions.

For a professional virtual minute taking service contact New Dawn PA.

What is virtual minute taking?

Virtual minute taking

Minutes are essential to the efficient running of any organisation and can even be a legal necessity, but finding someone to take on this vital task is not always easy, which is why virtual minute taking makes sense.

Why is minute taking important?

Minute taking is a record of a company or organisation’s plan of action and progress. The decisions that matter and shape a business’s future approach or response to problems will be taken in a meeting.

While those discussions that take place in meetings will be constructive and informative, without a written record of what was discussed and agreed upon these can all too easily be forgotten or overlooked.

Rather than taking a verbatim note of every detail of a meeting, good minutes will be an accurate and detailed account of the main considerations.

Recording who was present at the meeting is important for accountability and that the main points that were discussed in line with the agenda.

The main purpose of meeting minutes though is to document decisions taken and the actions and tasks that support this along with the timeframe and any relevant dates.

Importantly this then needs to be written up and distributed in a short space of time to ensure these actions are put into practice.

What about virtual minute taking?

The purpose of virtual minute taking serves the same purpose, but the difference is the way the minutes are taken.

Virtual minute taking will usually be carried out by a virtual PA or another person from outside of the company.

Where staffing demands make allocating a person to take minutes difficult virtual minute taking is the solution.

A virtual PA can come to the office to take minutes in person then submit these via email afterwards.

Alternatively virtual minute taking could see a virtual PA dial into a meeting and take minutes from your meeting in their own office, saving on travel time. This form of virtual minute taking is particularly useful in virtual meetings where several parties are dialling into a meeting.

Virtual minute taking could also be carried out from a recording of a meeting as long as the participants are happy to be recorded. As well as having comprehensive minutes from a meeting this method provides a verbatim record of the meeting.

With more companies choosing to conduct their business virtually using home-based workers or where key decision-makers are based on different sites, dial-in virtual minute taking is a necessity.

Having the skills to take excellent minutes as well as the technological means to do so is important, which makes using a virtual PA to provide virtual minute taking a good choice.

For a fast, efficient and secure virtual minute taking service contact New Dawn PA.

Why it is important to have your work proofread as a small business or sole trader

Attention to detail is a hallmark of the quality customers want to see when investing in a product or service, which means having your work proofread is essential to avoid errors.

Every written interaction relating to your business is a reflection of your attitude, value and approach to business so striking the right tone and avoiding sloppy mistakes is important.

For many small businesses and sole traders there can be a surprisingly high level of written content, such as:

  • Emails about products or services
  • Confirming booking and availability
  • Website content, including adding new products and sharing case studies of recent work
  • Social media posts
  • Responding to complaints
  • Employee contracts
  • Terms and conditions
  • Invoices and chasing up payment

Striking the right tone when requesting an overdue payment or apologising for a late delivery can make all the difference in reaching a successful outcome.

Set the right tone when promoting your business

Likewise when sharing descriptions to describe and promote products and services via email, on your website or through social media poor spelling and muddled sentences will not sell your product.

As a small businesses or sole trader efficient, clear and accurate communication can help to make you stand out against rival traders so it makes sense to have your work proofread when it is a matter of importance.

Even just having your work proofread by a friend or colleague will make a big difference when it comes to little mistakes that you might have missed. It is notoriously difficult to spot errors in your own work.

Having your work proofread by a friend or colleague will let you check that the tone sounds correct – friendly instead of too relaxed, formal as opposed to aggressive – as well as flagging up any potential confusion.

The time when it is absolutely essential to have a colleague or friend proofread your work is when it is something that will remain in the public domain for some time to come.

Look on Google or facebook and there are examples of companies that have the name of their town spelled incorrectly, or typos on their businesses home page.

Have your work proofread to make sure details are correct

As a small business or sole trader search engines and social media act as a shop window. If contact details are incorrect or service details are missing it will affect your business.

Having your work proofread by a friend or colleague before posting it online will save a lot of hassle down the line correcting details.

Sole traders and small businesses are often tightly run with an individual taking control of all day-to-day tasks. A virtual PA can provide a fast and efficient proofreading service to spot mistakes and suggest improvements.

Rather than take a chance if you have no-one in support have your work proofread by a virtual PA.

To have your work proofread by New Dawn PA get in touch.

Seven reasons why you need outsourced proofreading services

When compiling reports, putting together promotional material or drawing up company guidelines using an outsourced proofreading service will make these are accurate and easy to read.

Whatever content it is that you need to create having a second pair of eyes to check it over can make a huge difference in spotting mistakes and improving readability.

We all have different strengths and even if writing is a natural strength it is easy to underestimate how tricky it can be to spot errors or improve your own work.

There a number of reasons why using outsourced proofreading services can benefit your business.

Accuracy

Accuracy cannot be underestimated when putting together information relating to your business. Spelling mistakes, unnecessary capitals, missing words, typos – these irritate the reader and send the wrong message about attention to detail. Professional outsourced proofreading services will be looking specifically for these issues and can quickly make the changes needed

Time

When you are busy running a business, it can be very difficult to find the time to carry out additional tasks. If time constraints mean documents and sales material are put together in a rush it can be hard to find the time to double check these properly.  An outsourced proofreading service can help to save you time.

Is the tone right?

What sounds perfectly acceptable to one person can sound aggressive or off-hand to another. If you are concerned about the way a social media message, reply to a complaint, or staff document sounds getting it proofread is advisable. 

Double check contact information

In all dealings concerning your business whether it is an invoice, business proposal, online listing or newspaper advert it is vitally important that the contact details are correct. Transposed numbers and typos in addresses are a common mistake. Use an outsourced proofreading service to make sure the details that really matter are correct

Missed opportunities

An extra pair of eyes can be helpful in pointing out missed opportunities when communicating with customers. Could an invoice have an added line promoting a new service? Or have you made reference to a product but not explained what it is? Outsourced proofreading services could help to flag these up.

Getting to the point

Engaging readers quickly and efficiently is essential. Over-written promotional material or product information runs the risk of the reader losing interest before getting to the information you really want them to read. An outsourced proofreading service could suggest improvements such as shortening the text.

Spotting missing information

It can be surprisingly easy to miss out important information. The price of a product on an advert or specification, how to make a booking, which region a company serves, or a payment due date can all be accidentally missed out. Outsourced proofreading services, such as a virtual PA, by offering a separate pair of eyes not involved in creating the content will more easily spot these oversights.

A virtual PA offers a flexible and efficient service to offer support as and when it is needed, including outsourced proofreading services. This can even be combined with an extra service, such as customer relation management or word processing and editing.

Don’t take a chance that important sales information, company reports or documentation is correct; make sure by using an outsourced proofreading service.

For an outsourced proofreading service you can trust contact New Dawn PA.

Is it easy to outsource invoicing and credit control?

Issuing invoices on time and getting them paid without delay is fundamental to the success of any business.

However invoicing and credit control can also be incredibly time-consuming tasks that really need to be kept on top of.

Outsourcing invoicing and credit control to a virtual PA is an excellent and easy way to claim back time and invest it into growing the business, while also ensuing bills are sent and settled on time.

The process of issuing invoices needs to flow like clockwork – as soon as a product is sent to a client or a service fulfiled, an invoice for payment should be issued. Better still, an invoice could be issued and payment requested prior to shipping or services being carried out.

Use a virtual PA for efficient invoicing and credit control

The longer it takes to send an invoice the longer it will take to get paid. So why not delegate the task so that it’s managed in a timely manner?

All the details also need to be correct – address, amount invoiced and terms of payment.

Outsourcing invoicing and credit control to a virtual PA will mean these tasks are prioritised – and less likely to be delayed by interruptions or demands on time as they could be if carried out by a multi-tasking employee.

When invoices become due, being aware of the payment date and checking that payment is made can again be time-consuming but necessary. 

And that is just invoices that are paid on time. Unfortunately for many businesses chasing payment is a frustrating reality that only adds time to maintaining credit control. And not forgetting unnecessary stress for the business owner.

Don’t let credit control be a distraction

Knowing how to chase payment efficiently and effectively can make a huge difference in getting invoices paid. Setting in place procedures for pursuing debtors in a professional and discreet manner should result in invoices being paid with a minimum of fuss – and without harming further sales prospects.

Dedicated software systems are ideal to send out invoices, flag up payment dates and issue reminders – and can all be left in the hands of a trusted virtual PA.

When outsourcing invoicing and credit control, all that the virtual PA needs is access to the software solution used for this purpose – they can then take on the responsibility of issuing invoices and monitoring payment.

Alternatively a virtual PA could set up an invoicing and credit control solution that will work for your company if one is not already in place.

New Dawn has a wide experience of working on different financial systems and offers a professional and discreet service.

Outsourcing invoicing and credit control to a trustworthy virtual PA will make sure invoices are sent on time and payment days are carefully monitored, allowing you to focus on the product itself.

For more information on outsourcing invoicing and credit control to a virtual PA please contact New Dawn PA.  

Get organised for 2019 with the support of a virtual PA

Try as you might when running a business, but the process of getting the job done can easily take all of your time leaving admin to spiral out of control.

While being busy is never a bad thing, neglected administrative tasks very soon will be.

Unsent invoices, unanswered emails and phone calls, data waiting to be uploaded, job adverts waiting to be placed, diary clashes – failing to get the basics done can cause unnecessary pressures.

While many businesses and sole traders could often ‘do with an extra pair of hands’ there is not always the resources to cover another member of staff, or the work to justify creating a permanent position.

Flexible organisation with virtual PA support

Virtual PA support is the ideal solution to getting your business organised, especially if administrative tasks have become a seemingly insurmountable backlog.

To allow your business to be better organised, virtual PA support could be used as a block of time to clear an outstanding task, or on an ongoing basis to take care of daily, weekly or monthly jobs such as email marketing, data upload or typing.

For example if you struggle to get invoices sent out – or even paid on time – that is a real issue for the running of the business and needs resolving as a priority.

Likewise storing data from new customers and maintaining contact databases – this information is invaluable to a business and cannot afford to be lost.

Virtual PA support could see these tasks taken care of, among many others, letting you get your company organised for 2019 so the year ahead runs more smoothly.

How virtual PA support could help you get organised for 2019:

  • Clear an administrative backlog
  • Upload marketing data on an ongoing basis
  • Effective diary management
  • Taking care of customer relationship management
  • Outsourcing invoicing and credit control
  • Taking over book-keeping

A virtual PA brings a host of skills to a company that will hugely benefit organisation. Experienced and trustworthy, a virtual PA can pick up the pieces and smooth out processes, procedures and daily planning.

When time management is a problem and organisation is slipping out of control a good place to begin is with diary management that will let you regain control of what you spend your time doing while at work.

Making sure appointments are not missed and that double-booking is avoided will immediately improve organisation. 

Be realistic about what you can achieve – and look for support

If time management is perhaps your main problem, outsourcing diary management is a good place to start – virtual PA support will allow seamless scheduling of meetings and appointments to let you focus clearly.

If an unrealistic burden of work is causing chaos, virtual PA support could help with organisation by bringing a methodical approach to handling tasks such as invoicing, data entry and word processing.

Rather than fight against an ever increasing tide of unfinished tasks choose outsourced virtual PA support to allow you to get organised for 2019. For help organising your office contact New Dawn PA to find out more about our services.

2019 is the year to get your diary management and organisation sorted

When it comes to running a business that old adage ‘time equals money’ is very true – and time lost hunting down details and missing appointments really saps productivity.

Fortunately diary management and taking a strong approach to organisation can help you to reclaim that time to run a more streamlined and efficient business.

But, let’s be honest, we are not all natural organisers and it could be that a little extra help is all that is needed to set you on the track to recovery – and efficiency.

Rather than freewheeling into chaos by rushing to forgotten appointments, chasing up missed calls and rescheduling diary clashes, make 2019 the year to get organised.

Seek support for better diary management

Start off by putting the groundwork in place to set you off on the right footing.

That will mean finding a diary management system that works for you. Online diaries can be really helpful if you need to synchronise your plans and meetings with members of staff, business partners or even responsibilities at home.

If everyone knows where they are supposed to be and when, then life should be a lot easier.

Of course, for the seriously time-strapped among us, even finding an online diary is stressful. A virtual PA can take charge of diary management on your behalf, suggesting tried and tested methods that will get you organised in no time.

Diary management can then be completed on a routine basis on your behalf by the virtual PA, who will update the diary letting you – and anyone else who needs to know – where you need to be and when.

With diary management in hand, it just leaves everyday organisation to be taken care of. Storing invoices, making payments, uploading data and typing out letters are all tasks that can, unfortunately, get missed in the hustle and bustle of running a business.

Let a virtual PA take care of organisation

Rather than feel swamped by the burden of incomplete tasks let a virtual PA take on the task of organisation.

With a wide range of high level office skills, a virtual PA will be able to quickly and accurately complete many of the administrative tasks that you have been struggling to get around to.

Organisation and diary management can prove hugely distracting and can pull attention away from delivering services and products that bring in revenue – as well as causing stress.

Let go of that stress in the New Year and let 2019 be the year to seek the help you need for successful diary management and to achieve the organisation needed to focus clearly on the year ahead.

Contact New Dawn PA for diary management services and office support.

Why do small businesses need customer relationship management support?

At the end of the day business is about the customer – whether finding new customers or maintaining relationships and a good CRM system will make that process much smoother.

Knowing who to contact, when and how simplifies the process and stops customers getting missed, but this relies on having good customer relationship management in place.

Sales leads and customer contact information are the most valuable information a company usually has and protecting and organising that effectively is essential to success.

Using a centralised software system or database to store all the relevant information about a customer using a CRM system allows for fast access to details when they are needed across the company.

CRM for smaller companies and small traders

But it is not just larger companies that benefit from customer relationship management support; small companies and sole traders are just as reliant on their customers’ information to continue to thrive and grow.

It could be that you installed a piece of machinery for a client that is now due for a service, or provided training for a group that would now benefit from an update. Contacting those previous clients in only easy if you have the details to hand – and a reminder of their purchase history.

The same goes for finding new business. If a potential customer shows interest in your product or service, arrange a time to call them back. Or it could be that you have been passed the details of an interested party and need to remember to call them.

If there is no record of these contact details these opportunities can easily be missed.

Finding the time to manage customer and sales information can be challenging with all the other responsibilities of running a business – this is a where a virtual PA can help.

Use a virtual PA for customer relationship management support

A virtual PA can offer comprehensive customer relationship management support to:

·         Log sales leads

·         Record times and dates of arranged meetings and calls

·         Record purchase history

·         Store contact information

·         Flag up follow up contact dates

Having the right customer relationship management support in place will not only give you access to customer information as and when it is needed but will ensure excellent customer service.

And it is excellent customer service that drives the customer loyalty that sees clients return to a business or sole trader time and time again.

New Dawn PA provides the customer relationship management support that allows you to focus on the getting the job done, without missing out on future sales.

For more information on customer relationship management support get in touch with New Dawn PA.

7 ways to start 2019 with a clear agenda

Being productive when there is a mountain of unfinished paper work and endless distractions can feel like an impossible task.

Phone calls, emails, data uploads, invoices – these mount up while you are busy meeting client deadlines. The problem is with the day-to-day demands of running a business there is little time to catch up.

Instead of feeling desperately behind as a backlog grows, set aside time to work out a strategy for the future.

As the New Year beckons it is a great time to get organised and start with a clean slate. Try the following to start 2019 with a clear agenda:

Sort out your emails

Email management is important for avoiding missing important information – and for mental clarity. Having a system for reading and sorting emails is a cornerstone of good organisation. Delete all emails that are no longer relevant and answer any that are simple to deal with. Set up folders for clients or tasks and sort any emails into them that are needed for reference.

Try a time-management technique

Many people struggle with time management and are left feeling like there are just not enough hours in the day to get everything done. If this sounds familiar it could be worth using 2019 to put in place a new time management technique, such as the Pomodoro technique to see if a fresh approach can help you to get more done.

Clear out old folders

This applies to paperwork, emails and desktop folders. Clutter is a huge distraction whether it is virtual or physical. Delete folders and files you no longer need and shred paperwork that is beyond its useful life. Files that you no longer need take up valuable space and stop you finding what you need. Start 2019 with a blank canvas, not a cluttered workspace.

Outsource tasks to a virtual PA

There is only so much we are capable of achieving each day and this is something it is important to recognise in terms of productivity and wellbeing. If you need extra help completing time-consuming tasks ask for it. A virtual PA offers a flexible and efficient service, helping with any number of jobs from bookkeeping and credit control to data entry and word processing.

List outstanding tasks and tackle one each day

That list of outstanding tasks is not going to complete itself, instead try to put aside one day – or an hour every day for a week – to clear the backlog. Sort folders into piles to breakdown the tasks or make a list, then clear them one-by-one. It may seem onerous but it is worth it to start the New Year afresh.

Use an online organiser

There are lots of apps and programmes that allow you to keep files and documents in one place making it easy to access and share work. Many of these also provide the capacity to set deadlines and monitor workload.

Set a time to answer emails/ social media queries

Disruptions are the enemy of efficiency. The constant ping of emails or social media updates is neither good for your productivity nor your state of mind. Turn off notifications and set times to check and respond to emails and social media queries – and stick to them. This will hopefully allow clear working periods to focus on tasks with your undivided attention.

If you are looking for additional admin support get in touch with New Dawn PA today.

How easy is it to outsource data entry and reporting to a virtual PA?

Staying informed about customer habits and industry trends is essential to continued success as a business, but finding the time to process and make sense of data can be tricky.

Of course data is not just about targeting customers; businesses and individuals rely heavily on data whether it is processing stock, research purposes or improving operational efficiency.

What data does have in common is that collating, processing and compiling reports takes time. Accuracy is essential so there is no room for shortcuts.

Choosing to outsource data entry and reporting

An easy solution to quickly and efficiently use data is to seek the assistance of a virtual PA and outsource data entry and reporting.

Rather than adding to the workload of existing staff or taking on a temp with non-specific experience, a virtual PA can work to demand and bring a wealth of experience to get the job done to the highest standards.

A major plus point of using a PA to outsource data entry and reporting is that the project can be ongoing and managed at regular intervals if needed, rather than waiting for a stack of information to be in place.

By sharing online documents that feed data directly to a virtual PA, data uploads can be managed on a rolling basis. Depending on the method of data capture, this information can be emailed, shared or sent across as and when needed.

Accurate, fast and professional

Virtual PAs boast a wide portfolio of skills and have extensive experience of compiling reports. As such when it comes to choosing to outsource data entry and reporting you can rest assured that the results will be presented clearly, concisely and accurately.

With communication easily established any problems with data discrepancies can be promptly flagged up with the client, who can remain secure in the knowledge that a professional PA service is committed to accuracy.

Having a sound working knowledge of relevant software and fast but accurate typing skills makes a virtual PA an ideal choice when deciding to outsource data entry and reporting.

If you are looking to outsource data entry and reporting contact New Dawn PA to find out how we can help.