Secretarial Services - Resources for home based businesses

Government Resources

There is a wealth of information available on the Internet about starting and operating a business from home. In addition to web sites, these organizations have local branches that can tell you what licenses and permits you need in your town. Here are some useful web sites.

Small Business Administration
http://www.sba.gov
800-827-5722

The SBA's Online Women's Business Center
http://www.onlinewbc.org

Service Corps of Retired Executives (SCORE)
http://www.score.org
800-827-5722

Secretarial Services - Pricing secretarial services

Pricing your Products and Services Profitably FM-13

This SBA publication discusses how to price your products profitably and provides various pricing techniques.

This publication says that half of the total normal yearly work hours should be considered as non-billable hours. Visit http://www.sba.gov/library/pubs/fm-13.doc for more information.

The Virtual assistant and business support industries often quotes similar guidelines.

The Secretarial Business-In-A-Box provides pricing information that is specific for secretarial services, my rate sheet, a rate calculation sheet, and guidelines on pricing transcription, and a sample letter quoting rates for business transcription. Visit http://www.startasecretarialbusiness.com for more information about the Secretarial Business-In-A-Box.

Secretarial Services - Dreaming of starting a business?

So Where Do You Fit In?
by Cathy Bryant © 2003

Many of you reading this are working full-time, with a dream to eventually leave your job for complete independence from home. Some of you are also working at a home-based business; others are exploring the idea of one.

Others are working part-time outside the home, and supplementing your income with a part-time home-based business.

Still others are unemployed outside the home, either voluntarily or involuntarily. You may or may not currently be working on your own business.

I have so many people who write me to tell me that they'd really like to start a business of their own but they just don't have the money to do so. You can start your business from scratch - but it can be really frustrating to have to work so hard at something with no return because you're having to funnel all the money you've earned back into the business. Without any working capital at all, most people simply give up and think they can't make a go of it.

Well, have you ever thought about possibly getting a part-time job solely for the purpose of funding your business? I know what you're saying (especially if you already work full-time).

"Then I'd never have the time to work at the business."

Well, that may very well be true - in the short term. But if home-business success is truly important to you, then perhaps you should consider this.

Get that part-time job. Take your earnings and invest them in some short-term investments (CD's, for example). Continue to work at the job - BUT DON'T SPEND THE MONEY - and grow your business nest egg. During this time, continue to research your home business options.

When your funds have grown to the point that you feel you're ready to give that home business a go, then you can give up the job if you feel you need that time to devote to the business. You'll have your working capital,and chances are your business will be in profit sooner.

This won't work, however, if, instead of being disciplined enough to put the money aside, you spend it instead.

Even with the slowdown in the economy, there are still plenty of places that are hiring part-time workers (at least in my section of the country). In addition, some of these places offer benefits even to part-timers(Starbucks, for example).

Here's links to some places that offer a part-time income and flexible schedules to their employees.(Some of these companies are regional; you can search the websites to see if they are in your area).

Abertson's
Container
Store* Costco
Eckerd Home
Depot Kroger
Lowes Publix*
Starbucks*
Ukrops* WalMart
Wegmans*
Whole Foods*

*On Fortune Magazines "Top 100 Best Companies to Work For" this year - for more on this, visit

Fortune's List of the Top 100 Best Companies to Work For

If you don't have the money to get your business going - this is one option always open to you for your consideration.

If you're serious about succeeding on your own, you need to do what it takes to reach your goals!
Downsized? Under-employed? Or would you just like to add to your present income? Then you need to visit http://www.homebizjunction.com/ to discover all the possibilities for creating an income from the comfort of your home. Learn how to escape the rat race once and for all!

Secretarial Services - You are your own ambassador

You are your own ambassador
by Nancy Gillespie

Much has been written about customer service and how to keep customers. But here's a thought. You are saying something about your company even when not dealing directly with customers. You are always "on," whether you realize it or not. You are your own ambassador. Here are a few tips for being a better ambassador:

Your truck is your billboard.

One day recently when a truck emblazoned with the name of a local pool service cut me off in traffic, it occurred to me that everything you do while driving reflects back on your company. So when you are stuck in traffic, instead of fuming because you are getting further behind in your work, take that opportunity to do a little PR for your company. Instead of cutting people off, smile and let someone merge ahead of you. It only takes a moment, and it could create a little goodwill for your company.

Same goes for your clothes.

When you wear a T-shirt personalized with your company name, you are no longer anonymous. Think about it. We know who you are. Project a positive public image. Be pleasant to the food server when you stop for lunch. Be pleasant to the cashier when you buy supplies. Being pleasant to the people who serve you may not necessarily bring you more business, but at least it won't detract from your business reputation.

Your vendors are potential customers.

Switch your thinking. Instead of thinking that your vendors are inconsequential people there to serve you, think of them as allies in growing your business. Treat a vendor with disrespect, and the ramifications could be enormous. People talk.

A restaurant owner once refused to pay me for work I had done. He took the chance that I wouldn't want the hassle of taking him to small claims court. He was right. But what I did cost him more money than if he had just paid my bill. I talked. I told family and friends what he had done. They vowed to never again eat at his restaurant. In fact, one friend called me back and said she had in turn told a friend of hers to stop visiting that establishment. Another friend said this restauranteur had a reputation all over town for not paying his bills. Months later another friend gleefully reported to me that the restaurant had gone out of business! Now, I don't take credit for that, but I did the math – I had cost him over a thousand dollars in business.

Watch your phone manners.

Of course you wouldn't be rude to your customers! But what about the looky-loos who call you to check your prices? Yes, you get dozens of phone calls a day, and yes, you're busy – but be nice anyway. That person who tried to pick your brain on the phone may just decide they liked your professionalism and call you back for an appointment. Or that person whom you determined wouldn't be the type of customer you would want, might have a friend who needs your services.

The other day I spent several hours on the phone attempting to gather information. I was appalled at the phone manners of most of the people I spoke with. Those who did not have the expertise to answer my questions acted like I was mentally deficient for asking the questions. Others were brusque and hung up without saying goodbye. Okaaay… When did good manners become an outdated concept? Only two people were pleasant and/or had the information I needed – I will gladly refer people to them.

Look at the big picture.

As much as possible, treat your customers with respect. If you lose a customer, you lose that customer as well as possible future referrals from that customer. In addition, you risk retribution from that alienated customer.

If you've been in business for any length of time, you've surely been tempted at one time or another to tell a customer, "Hey, you crazy ^&*!! I don't need the money that much. Don't ever call me again!" Before you do that, look at it from the customer's point of view. Do they have a legitimate gripe? Are you feeling defensive because the customer caught you in a screw-up? Are you just having a bad day? Until you have done everything reasonable to appease this customer, there is no good reason for provoking the wrath of that person. Sure, it might feel good to vent your spleen. But look at the big picture.

Would it be worth it? What are the ramifications? Know whom you are dealing with. Do not make the mistake of assuming that they are too insignificant to do you any harm. They just might report you to the state contractors licensing board, Better Business Bureau, local authorities, etc.

Nancy has operated A+ Secretarial and Business Services In Vista California for 9 years. She the author of "14 Surefire Tips to Get the Job of Your Dreams," a concise book to assist job hunters. For more information about her secretarial services or her book, call 760-945-666, email nancyjg5@cox.net, or visit www.aplusnancy.com.

Secretarial Services - Transcription Brain

Transcription Brain
by Wendy
http://weledger.typepad.com/pomegranate/2004/09/transcription_b.html

As a transcriptionist, I work on a variety of projects. Anything you can imagine from reality TV shows to medical procedures to technology conferences to documentary films. My mission, not always accomplished, is to do the work quickly and well, and to find something about it that's interesting to me.
Sometimes that's a challenge. And sometimes I have to settle for being grateful for a pretty accent, someone who speaks slowly and clearly, someone who is passionate about what they do, and sometimes it's just someone who's trying really hard, because if you're not the type of person who does sound bites well, and it's that kind of interview situation, sounds bites can be really hard to do. And sometimes I can't find anything, and then all I have to be grateful for is that projects eventually end.

But there are projects that I love. And in those times, it's a great job for me, an information junkie, someone always looking to learn, to sit all day and hear people talk and capture it on a page. As a freelance transcriptionist, I've worked for one client for 15 years, ever since they started as a nonprofit organization. There was a year and a half where I was out of the loop--I quit working freelance for a while to concentrate on playing music and watching baseball--yes, I was that big of a fan--and when I wised up and wanted their business again, it was during the dot-com bust, and they weren't using freelancers. But after another six months or so, they called me up and we resumed. And now I know a lot about them and the breadth of their work.

But oftentimes it's more scattershot. Especially at the office. I work freelance and for a company. And when I work for the company, a 10 tape project can come in, and maybe I do Tape 3 and 6. So, I hear parts of the story. In my segment, the husband is the suspect, but they are yet to interrogate him. Or I hear about the events that led up to the Battle of Little Big Horn, but I don't work on the actual battle. And some days, switching from various projects, I feel like I'm sampling a veritable smorgasbord of information. Here's a touching interview on Alzheirmers, now let's find out the state of the nation of this tech company, and then we'll end the day with some conversations with Navy Seals. It keeps the synapses firing, I believe, and I make notes sometines on things I want to read about more on my own. In the meantime, every day is a mystery. What will this tape bring?

Wendy is a transcriptionist--She says: "I listen to what people say and stick it down on a page. I do this at an office and at home." Visit her blog at http://weledger.typepad.com/pomegranate/

Secretarial Services - Top 20 ways to build trust

Top 20 Ways to Build Trust

Trust is essential for business success. Create your sales materials and web site with these tips in mind. Follow these tips to turn prospects into buyers, win their trust, and increase sales.

• Focus on your customers. Provide benefits.
• Boost credibility with testimonials.
• Send a clear message about who you are and how you do business.
• Mention how long you've been in business.
• Overcome buyer resistance with a money-back guarantee.
• Use correct spelling.

Trust is even more essential for Internet success. Follow these tips to keep prospects coming back and increase your online sales.

• Obtain your own domain name.
• Pay for hosting.
• Include your name and business name.
• Make it easy to contact you. Provide a phone number, 800 number, email address, and street address.
• Provide valuable information.
• Update your web site frequently.
• Make your web pages easy to read and navigate, fast loading, and professional looking.
• Check your web site for broken links and missing images.
• Make purchasing easy.
• Make your order form easy to find.
• Accept credit card payments.
• Inspire trust with a secure order form.
• Provide several ordering options, including ordering online, by phone, fax, email, and regular mail.
• Answer your email.

Do your marketing materials and web site inspire confidence? Check your sales materials and web site with these tips in mind. Correct the problems. It will pay off in sales and profits.

Secretarial services - Home business moms - their numbers grow

Work At Home Moms - Their Numbers Grow

by Cathy Bryant © 2005

The numbers of work at home moms have increased dramatically over the last several years. There are several reasons for this phenomenon, not the least of which is the ability to use current technology not previously available.

The internet, along with a wide variety of tools, now allow moms working from home greater freedom to pursue their careers while tending to the needs of their family. In the past, mothers whose families required a second income often found it necessary to return to the work force. This required a great change in their lifestyle. They often found themselves facing long and difficult commutes, along with the emotional upheaval of leaving their precious little ones in day care.

So it is not surprising today to see more and more moms who work from home. Some moms who work at home have been able to do so by making arrangements with their employer that allows them to do most, if not all, of their job from home.

Others have left the outside job market entirely to pursue a home based business. Some have found success in the more traditional direct sales businesses that have been around for many years.

But internet marketing has also opened up opportunities for mothers to work at home. Setting up a website and marketing via affiliate programs has opened up possibilities unheard of for previous generations of stay at home moms. As more and more young mothers yearn for the freedom from the rat race, they look toward technology and the internet specifically to release them from the need to pursue employment outside the home.

As this new generation of mothers learns that working outside the home is not as glamorous or as fulfilling as they have often been led to believe, more and more of them, both married and single, are turning to technology to earn an income from home while allowing them to be available to their children.

As technology advances, no doubt we will see more and more mothers who take advantage of the opportunities provided in this new marketplace. The freedom to stay at home with their children is a gift that they have been given, and many young mothers are taking full advantage of it.

No doubt their numbers will continue to grow.

Cathy Bryant has been marketing to the home business community since January of 2000. To learn more about the lucrative possibility of earning money with affiliate programs, read her review of her most highly-recommended resource on the subject at http://www.homebizjunction.com/online.html

Secretarial Services - How to network

Five Stumbling Blocks To Successful Networking And How To Overcome Them
by Lydia Ramsey

The ability to connect with people is essential to success in any business. Professional networking events present opportunities to interact with others on a personal level and to develop profitable relationships. These occasions are critical for anyone who wants to grow a business or promote a career.

Many people are simply not comfortable walking into a room full of strangers and striking up conversations. Here are five common stumbling blocks that you may face and tips to help you overcome them.

A RELUCTANCE TO TALK TO STRANGERS. You were taught at an early age not to speak to people you don't know. It's not safe. In certain situations today this is still good advice. In business, however, talking to strangers is a way to generate interest and support for your products and services. If you
only talk to the people you already know, you will miss out on opportunities to make new connections and establish valuable contacts.

To get past your discomfort in talking to strangers, set a goal for yourself before you attend any networking event. Decide how many new contacts you want to make or how many strangers you want to meet. In some cases, you may specifically target individuals whom you'd like to know.

Next come up with some icebreakers or conversation starters. Have questions prepared that you can ask anyone you meet at the event. You may want to inquire about other people's business, their connection to the sponsoring organization or their opinion of the venue.

LACK OF A FORMAL INTRODUCTION. It's much easier to make a new contact when there is someone else to handle the introduction and pave the way. If you wait for another person to make the move you may not meet anyone. At networking events, the goal is to meet as many people as possible.

This is the time to take the bull by the horns, walk up to people you don't know, introduce yourself and start a conversation. You can do this if you have prepared your self- introduction in advance.

You will not introduce yourself the same way on every occasion. Perhaps it is your first time to attend an association meeting. In that case, you might want to say that as part of your introduction. Let people know who you are, why you are there and give them a reason to ask more abut you.

FEAR OF BEING SEEN AS PUSHY. You may think that you will turn people off if you are assertive and that if they want to talk to you, they will make the first move. If this is your line of thinking you will find yourself spending your time alone at the reception or meeting function and leaving without a single new
connection. Being open, friendly and interested does not turn people off.

You will not come across as overly aggressive if you seek out the "approachable" people. These are the ones who are standing alone or who are speaking in groups of three or more. Two people talking to each other are not approachable because they may be having a private conversation and you would be interrupting.

THINKING THAT OTHER PEOPLE MAY NOT LIKE YOU. There is always the risk that the other person is not interested in you and doesn't want to meet or talk to you. It happens. If that is the case, don't take it personally. Nothing ventured is nothing gained. When you get a cold shoulder, smile, move on and say to yourself, "Next?"

HAVING YOUR INTENTIONS MISUNDERSTOOD. Approaching someone of the opposite sex to begin a conversation may seem more like flirting than networking. This is more of an issue for women than men. Women have an equal place in the work arena and need to make professional connections the same as men do. Women in business can no longer afford to hold back when there is opportunity at hand.

Neither men nor women will have their motives misinterpreted if they present themselves professionally in their attire and if they keep the conversation focused on business issues or topics that are not personal or private.

Whatever your stumbling blocks, face them before the next networking event and devise a personal plan for getting past them. Once you do, you will find yourself connecting with confidence and courtesy on every occasion and the results will be reflected in your bottom line.

(c) 2005, Lydia Ramsey. All rights in all media reserved. Lydia Ramsey is a business etiquette expert, professional speaker, corporate trainer and author of MANNERS THAT SELL - ADDING THE POLISH THAT BUILDS PROFITS. She has been quoted or featured in The New York Times, Investors' Business Daily, Entrepreneur, Inc., Real Simple and Woman's Day. For more information about her programs, products and services, e-mail her at lydia@mannersthatsell.com or visit her web site http://www.mannersthatsell.com

Secretarial Services - Business support services

Offer Business Support Services

Small and large businesses need secretarial and clerical support. To keep overhead low, they often outsource work and use outside business support services rather than hiring employees. This creates tremendous opportunities for secretarial services, typing services, business support services, and office support services. Through the Internet, email, and other technology, business support services can take advantage of worldwide markets.

The main services provided by secretarial services are word processing (typing) and transcription. Although some secretarial services also provide desktop publishing, proofreading, editing, bookkeeping, spreadsheets, email services, web design, and more, businesses often don't think of a secretarial service as providing those services.

Take advantage of the high demand for secretarial services and office support services. Determine what services you're going to provide and what market you want to target. Consider promoting yourself as a business support service, office support service, or administrative support service to better describe the wide range of services you're providing.

Secretarial Service - Money back guarantee

How to Offer a Money-Back Guarantee That Will Increase Sales

Few home based businesses offer an unconditional money-back guarantee. However, larger, established businesses offer it all the time. Why?

Many marketing experts suggest offering a money-back guarantee. Melvin Powers, a mail order millionaire suggested offering lifetime or 25+ year guarantees on your products. Melvin believed that a 30-day guarantee is too short. He claims that if people know they can return an item at any time in the future they are more likely to purchase it and never return it (even if they are not satisfied.)

You see ... most people don't return merchandise, even if they are not satisfied with it. They just put the item on a shelf and forget about it. But what if you went to the grocery store and bought fish that was bad. To return the fish you would need to find your receipt and take it back to the store. Most people simply don't do it.

Don't be afraid of offering a money-back guarantee. When you understand that most people won't return the product they purchase from you, you will be more receptive to providing a money-back guarantee.

A money-back guarantee builds confidence in your company and product. If you are offering a guarantee, customers will assume that you have a high-quality product since no one would offer a guarantee on a worthless piece of junk.

Offering a guaranteed works for services as well. I started using the words "100% satisfaction guaranteed" on my resume ads in the Yellow Pages. I sold approximately 35% more than I used to. It increased confidence in my resume services. If people ask me about the guarantee, I tell them that I'll work with them until they’re satisfied with the resume. In seven years, no one has ever asked their money back.

Offer a money-back guarantee. It's a free way to increase sales.

Secretarial Services - How to evaluate your customers

When people are telling me about a marketing problem they have with their secretarial business or any business, I ask them what type of a customer base they have right now. Most business owners have no idea who their customer base is.

The easiest way to determine who your particular customer base is, is to have your customers complete a simple survey. To get your customers to respond to the survey, you have to make it worth their while. You will have to determine the free gift you want to offer to fit the product or service you sell. For example, if you offer secretarial services, you can give them free mailing labels with their business address. If you have a web site, you can give them a free classified ad.

But why would you want to give a customer something free just to get their opinion? Because their opinion will make you a great deal of money. If you listen to your customers and give them the opportunity to order something from you that they want you can spend less on direct mails and make more money.

Send a simple post card to your customers who have purchased from you. Offer them a percentage off their next order for being a previous customer. See how many of those customers return the coupon. If you find they don't take advantage of the free offer you have a customer base of people not interested in buying that particular item from you. Therefore, you must either find a product they want to buy, or market it to another group of people.

Another way to determine who your customer base is comprised of is by making a list of all the products you sell. Ask the customer to check off their items of interest and return to you for more information. As you receive surveys, classify the customer under a category. For secretarial services, category headings could include word processing, medical transcription, business transcription, mailing services, graphic design, mailing lists, email services, and Web design.

Once you have fit your customers under a major category of interest, you can then develop or offer products and services for that particular interest group. Send them ONE offer with a targeted sales letter and order form. Don't offer them every item you sell because it will only confuse them. Stick to ONE offer for each specific interest group.

In no time you will see a BIG difference in your company's sales!

Secretarial Services - Writing a press release

When is a Press Release Not a Press Release?

Publishers receive a lot of "so-called" Press Releases to run in their publications. The only problem is, the Press Release is written like a high-pressured sales pitch for a product or service.

What's wrong with this picture?

A Press Release is a NEWS story about your product. It IS NOT a sales pitch. There is a distinct difference because a sales pitch often can be an irritation whereas a news story helps the reader learn something to benefit them, which leads to your company having the perfect solution to the problem.

Think about it for a moment. Do you know anybody who loves watching hours and hours of television commercials? Even QVC and The Home Shopping Club on TV get boring after awhile. They contain one high-pressured sales pitch after another. Most people get sick of watching them. (Is there anyone in the world that rushes home just to watch The Home Shopping Club?)

And don't you hate sitting down to watch that football game, Oprah Winfrey, or a movie, only to spend 1/4 of that time watching television commercials? Of course! High-pressured sales pitches are tiring to watch, let alone spending time reading about.

How about the magazines you buy? Would you buy them if they only had pages after pages of advertisements? Of course not. You buy magazines to read articles related to your interests and to learn something to benefit your life.

There is no room for advertisements in a Press Release. Besides, if you submit a press release that contains only advertising, it appears like you are attempting to get free advertising. Remember, the publication has people who have PAID for their ads. Press Releases are needed to provide real information so the reader can learn something not bore them with another advertisement.

Some people don't know how to slant their writing for a Press Release to conform to newsworthy content. The best place to learn is from the newspapers and magazines you buy.

But to help you get started, let's use the following example: Let's say Betty just joined Ocean Int'l and wants to try and start building her downline. Instead of using an advertisement to write a Press Release, Betty should call the company first and see if they have a Press Release already written. If not, Betty should start composing her Press Release as a testimonial of her experience with the product. This is NEWS!

Finally, after Betty tells how Ocean Int'l has changed her life, she ends the Press Release with a small paragraph inviting people interested in the product to contact her personally or to write for additional information. Yes, this small paragraph at the end is the only sales pitch in your Press Release. The other 98% is filled with information to inform the reader.

If you follow this advice, your Press Relese will have a much better chance of being used by the publisher. The publisher will be happy to offer something newsworthy to his/her readers. And you'll build a solid base of customers.

Secretarial Services - Anatomy of a business letter

Anatomy of a Business Letter
by Linda Elizabeth Alexander

Business letters have many purposes and recipients. Despite variations in tone and style, the basic parts of a business letter remain standard throughout most business correspondence. This article outlines the elements found in standard business letters today, in order, as well as their modern format.

1. Heading

Assuming you are using company letterhead, your full address will already be on the page. Add the date two spaces below the last line of printed copy. If you are using blank paper, add your full address and the date in the heading. Align the heading, and all paragraphs, with the left margin(which should be at least one inch wide).

Example:
21 Carson Parkway
Boulder, CO 80111
December 3, 2006

2. Inside address

Include the recipient's full name, title, and address two spaces below the date. Align it with the left margin.

Example:
Conner T. Walker
2345 Sunrise Avenue
Denver, CO 80555

3. Salutation

Two spaces below the inside address, and also aligned with the left margin, place your salutation, or greeting. If you are on a first name basis with the recipient, use her/his first name followed by a colon. If you are writing a more formal letter, use a personal title (Ms., Mr., or Dr.) followed by the person's last name and a colon. Use Mr. for men, and Ms. for women. Never use Mrs. or Miss unless a woman has specifically expressed a preference. If you are not sure if the recipient is male or female, use a salutation that is appropriate to the letter context.

Examples:
Mr. Yates:
Ms. Dickinson:
Dear Customer:
Dear Publishing Manager:

4. Body

The body of the letter should begin two spaces below the salutation; all paragraphs should be aligned to the left margin. Single space within paragraphs and double space between them.

If your letter continues onto a second (or higher) page, leave at least two lines of text on the next page before the closing. Do not go onto another page just for the closing; this is bad form. If necessary, change the font size or margin width to make it fit onto one page.

5. Closing

Place the closing two spaces below the last line of the body. Use a standard closing such as Sincerely or Best regards. Capitalize only the first word, and follow the closing with a comma. Four spaces below, type your full name, also aligned with the closing at the left margin. Finally, sign your name in the space between the closing expression and your typed name.

6. Additional Information

Sometimes a business letter requires you to add the typist's initials, an enclosure notification, or a note that other people are receiving the same letter. Any of this information goes two spaces below the last line of the closing in a long letter, four spaces below in a very short letter.

The typist's initials follow the writer's initials, separated by a slash. The writer's initials go in capital letters, while the typist's are lowercase.

Example: LEA/lak or LEA/ald

If the writer and the typist are the same person, no initials are needed.

If you are sending material along with the letter, such as an invoice or report, indicate this with an enclosure notification. When you use this, you must refer to the enclosures in your letter. Abbreviate or describe the enclosure(s).

Examples:
Enc.
Encs.
Enclosure: Report findings

Lastly, if you are sending the same letter to more than one person, notify your recipients with a copy notation. This is abbreviated "cc:" and followed by the recipients' names.

Example:
cc: Linda Alexander
Janna Bree Smith
Emily Lane

7. Formatting

Finally, format your letter so it is easy to scan. Center the letter on the page both vertically and horizontally so that plenty of white space surrounds your text. When using your company's letterhead, remember to format your margins inside the printed material.

If a letter is very short, consider double spacing the entire letter. Also, you may add spaces between paragraphs, the salutation, etc., if it provides for a fuller appearance and enhances the overall "look" of the letter.

© 2002 By Linda Elizabeth Alexander. Linda Elizabeth Alexander writes marketing copy for nonprofits and other businesses. Contact her today to get your free consultation! http://www.write2thepointcom.com
lalexander@write2thepointcom.com

Secretarial Services - Don't let fear stop you

Crossing The Line Of Fear
Oh, this is a great topic!

I remember when I was younger and in school, fear stopped me from asking out a girl I wanted to date.

I didn't understand it then but I certainly do today.

Do you ever have any thoughts of fear that cause you to not to move ahead with any of your dreams or goals?

Every human on earth at one time or another feels this "fear" and reverts back into their "safety" or comfort zone. The system was created to protect us in times of real danger but we must learn when danger is real or caused by our imagination of what may happen ... again.

What ability causes one person to face and overcome possible rejection at work, in school or in a relationship, vs. someone who is paralyzed by the mere thought?

A man who goes after business like a tiger may be uncomfortable with women and therefore not be able to approach a woman for fear of rejection.

A woman who is miserable in a relationship may be petrified at the thought of saying anything to her spouse in fear of the potential discussion or backlash.

A child may not seek out other children to play with at school in fear of rejection.

The list can go on and on, from fear of leaving your job, to fear of hurting yourself if you try something new.

So, what is really going on, and how can we stop this once and for all?

First and foremost, understand that fear is a very common feeling and we all have one fear or another. The "feeling" of fear is almost solely based on what we think may happen if we try and fail. It is different than actually knowing that we will hurt our self if we fall 20 stories from a building.

Most fears are illusions we create in our own head, based on past conditioning and not based on what is possible. As children we are natural born risk takers and for the most part we are fearless. The meaning we give an experiences when we do not achieve the result we want, determines how we "see" and "feel" the next opportunity that seems like the one we've experienced in the past.

If we experience rejection more times than we care to, we tend to mentally label the experience a negative one. Over time, this becomes our belief, and our beliefs, as you already know, becomes our reality.

What would happen if we changed the meaning of an experience we didn't like?

What if we learned to label the experience a learning one or an interesting one? Do you think your tolerance level would increase for trying again?

I have learned that people who really succeed in various areas of life often frame their experiences differently than those who quickly label the experience as a negative one.

When we feel fear, we are playing a mental track that is not conducive to growth. All growth comes from stretching oneself past the comfort zone that limits us. Risk is a necessary part of the reward. You cannot have one without the other.

Let me suggest that you start to label your experiences in a way that serves you rather than limits you.

We have very few limits except the ones that we set on ourselves. And those are mostly out of fear from the past. Do not let your past control your present thinking. Step out and grow. Step out of your comfort zone and be free again!

And remember ...

Create a Great Day!


Sign up for your FREE "Optimum Performance" Report and receive 52 great articles like this one (a $197 value) A Weekly report to receive the most advanced thinking for achieving extraordinary results in your life and business. The key to lasting change in anything is changing the way you think. Learn how to literally change the neurology and hardwiring of your brain in as little as 15 minutes a day for 30 days. To register and for more details go to http://www.bazuji.com/havingitall.html

Secretarial Services - Working from Home

Working from the comfort of home
By Matthew Bunk

FAIRFIELD - When Eleanor Benjamin ran an interior decorating business in the Philippines during the early 1980s, she had seven workers on her payroll and a large commercial building that drew customers from far away.

She saved her profits for years in hopes of one day moving herself and the business to California. When the time came and she had stashed away enough money, Benjamin and her brother invested everything they had to start a small shop in Vallejo, where they made window coverings and offered design tips to fashion-savvy clients.

It wasn't long before they realized they would never have a staff as large as the one Benjamin had the Philippines. The difficulty of paying American wages and California rents were too much for a small business to bear.

Now Benjamin runs the interior design business out of her Green Valley home. She and her husband are the only employees.

Though the Benjamins make a comfortable living, the business doesn't generate enough money to pay a large staff or to rent commercial space downtown.

The first lesson of running a home-based business, Benjamin said, was that "you do everything yourself." But now that she's used to running the business out of her detached garage, Benjamin wouldn't have it any other way.

"I don't want to have a big commercial area," she said. "I like it just how it is."

She isn't the only one. Small, home-based businesses have been popping up in record numbers all across the U.S. - and Solano County is no exception.

More than 17.9 million Americans work for themselves, according to a Census Bureau study that found the number of small firms without employees rose 3.9 percent in 2002.

California led all other states with more than 2.5 million non-employee businesses and was way ahead of second-place Texas and third-place New York. Those states combined for about 2.7 million businesses without employees.

In Solano County, there were 17,151 businesses run solely by their owners, according to Census figures from 2000, the most recent county data. That's about three times the number of businesses with employees, according to data compiled a year later.

In the past couple of years, the number of single-person businesses seems to have jumped even higher, said Chuck Eason, director of the Small Business Development Center at Solano Community College. Although the category of single-person businesses doesn't necessarily mean it's home-based, many of them are, he said.

"Hiring that first employee is a big step, and some home-based businesses don't want to grow," he said. "There's a lot of advantages to running a business from your home. For example, you can start slow and keep your overhead costs down."

Nationally, these small businesses make up more than 70 percent of all businesses. They may be run by one or more individuals, can range from home-based businesses to corner stores or construction contractors and often are part-time ventures with owners operating more than one business at a time.

Many firms of this type were in real estate and property management, as well as construction and professional business services. Segments with the largest growth from 2001 to 2002 include landscaping services (21.5 percent), janitorial services (20.4 percent), nail salons (8.7 percent), real estate agents (7.1 percent), child-care providers (5.9 percent) and beauty salons (5.6 percent), according to the Census Bureau.

Some experts indicated growth in owner-operated small businesses was a positive trend showing Americans' entrepreneurial spirit.

Other observers felt it might have resulted from a downturn in the jobs market and didn't necessarily reflect a trend toward business creation.

"A lot of people were being laid off as a result of the dot-com bust, and out of frustration went into business for themselves," said Michael Shaw, assistant state director for the National Federation of Independent Businesses.

In 2002, the 17.6 million non-employer businesses combined for gross receipts of $770 billion, or roughly $44,000 each. That average was slightly higher in the Bay Area, $54,621, and California, $50,672, according to reports.

But not all solo businesses succeed, Eason said. Many times, the cost of health insurance drives small business owners back to salaried employment.

In some cases, the decision to start their own business was only a temporary fix until the job market improved, Shaw said.

"One thing that drove the spurt was that people came out of these tech jobs and decided to wait it out by starting their own business or to work as consultants until they got their jobs back," he said.

"That trend may have slowed a little bit with the increased hiring across the nation. But in California, where we're still losing jobs, I think we'll continue to see that type of small business growth."

Reach Matthew Bunk at 425-4646 Ext. 267 or mbunk@dailyrepublic.net.

Secretarial Services - Public speaking to attract clients

How to Use Public Speaking to Attract Clients
By Steven Van Yoder

When Robert Middleton moved his marketing consulting practice, Action Plan Marketing, to Palo Alto, California several years ago, he started his business from scratch. He had left his well-established client base several miles away and now had to find strategies to generate new clients.

Because Middleton had always spoken to promote his business, he turned to public speaking with a vengeance. He researched local organizations whose members comprised professional business owners, his target clientele. He called chambers of commerce, business groups and others likely to be interested in his three-hour marketing workshop.

Within a few months, Middleton had spoken at over a dozen organizations, establishing his reputation as a marketing expert for professional service firms. He quickly became a known entity, having personally introduced his business and credentials to hundreds of prospects.

Better yet, Middleton's speaking strategy helped him land all the business he could handle in a relatively short time period.

Over the course of sixteen talks, he averaged one new client each time. Today, the seminars he conducts at business groups and, increasingly, teleconferences promoted through his web site generate more than 50 percent of his business.

Speaking Is Selling

Many business people never consider standing in the front of their buying public to share professional wisdom. If you're one of them, you're missing the boat.

Speaking is a marketing strategy you can immediately embrace to get in front of potential customers. Speaking puts you within handshaking distance of your best prospects, many times helping you close sales before you leave the room.

By speaking regularly you can end the uncertainty of knowing where your next client will come from. Speaking can help you reach dozens, and sometimes hundreds of your best prospects every time. Speakers report that speaking regularly continuously fills their prospect pipelines, ensuring a steady stream of new clients and customers.

Speaking is effective because it showcases your knowledge before groups of people who eagerly show up to hear it. Your prospects may tune out advertising, but they'll pay attention to your talk because it presents your knowledge in polished form to people who think it will help them.

Speaking gives you tremendous visibility and credibility that increases over time. Whenever you are in the front of a room, you get noticed. People will remember who you are and what your business does. The more people see you speak and see your business name, the more successful people think you are.

Speaking gives prospects a taste of what you offer in a non-threatening environment. When they are in a room full of people, they feel comfortable. There's safety in numbers. They do not feel the sales pressure of a one-on-one meeting. It's also low risk, as chances are, they didn't pay as much to hear you speak as it would cost to hire you.

Get On The Program

You don't have to be a seasoned speaker to put speaking to work for your business. If you're willing to speak for free, you'll find that there are more outlets available than you'll know what to do with.

"If you can get up there and do a decent job you will immediately position yourself as an expert in the minds of an audience," says business coach, author and professional speaker Caterina Rando. "You only have to be 'decent' to make an impact. Even though speaking can be scary at first, anybody can find groups to speak to and master the basics of giving a good speech."

Choose the right topics

Before you contact an organization about speaking, create sample talk descriptions with catchy titles. For example, a financial planner could avoid generic descriptions like "Planning Your Retirement," and use a more snappy title like "Enjoying Your Gold Years On A Champagne Budget".

Targeting speaking opportunities

Once you are clear about your topic and its benefit to the audience, make some calls and offer yourself as a speaker. Here are ideas of where to look for a free podium. Many of these groups need speakers all the time.

• Chambers of Commerce
• Service Clubs
• Industry Specific Associations
• University Extensions
• Professional Associations

Getting the most out of your speech

The promotional value of your talks goes beyond your time on the podium. Often, when you speak to a group, the group publicizes the event. Many people who do not attend the event will still read the information, or will hear about you from other attendees, and may give you a call.

Consistency is the big thing. Getting out there and speaking on a regular basis keeps your pipeline full of prospects. When you're done, put a follow up mechanism in place, even if it's a simple mailing or newsletter. If you keep in contact with people who've heard you speak, you get more long-term leverage

Secretarial Services - Cyber Staffing

A "Cyber" Staffing Solution for Small Businesses
by Christina Morfeld

Consultants, entrepreneurs, and other independent professionals often find themselves performing a juggling act: providing their products and services while also carrying out tasks related to marketing, customer service, and day-to-day operations. As important as these activities are to business survival, they don 't directly contribute to the bottom line and, more importantly, they divert attention away from those that do.

While that can be said for a company of any size, small office/home office businesses (SOHOs) typically have fewer options than larger firms for addressing these concerns. A SOHO's needs are likely to be varied and ongoing, but traditional temps and contractors are usually best-suited for assignments of limited scope and duration. Additionally, workload fluctuations might prohibit the hiring of a permanent employee, even on a part-time basis, and many SOHOs don't have the space or equipment to accommodate on-site workers.

Fortunately, advancements in technology have spawned a new industry, called "Virtual Assistance," that provides SOHOs with the relief that they need.

Virtual Assistants (VAs) are experienced office professionals who provide administrative and other support services remotely. Because these activities can be handled effectively via telephone, fax, email, and the Internet, physical location is irrelevant. A skilled VA can benefit your business whether he or she lives across the street or across the globe.

Typical VA tasks include word processing, database management, customer contact and follow-up, bookkeeping, and event and travel planning.

While most VAs are generalists, some provide niche services as well. Bonnie Jo Davis, for example, also designs and manages websites, handles search engine submissions, and contributes articles to online directories and databases. In other words, she uses her advanced Internet skills to create and sustain a powerful Web presence for Davis Virtual Assistance ( http://www.davisvirtualassistance.com ) clients who desire it.

VAs with limited time or creative abilities often partner with other companies (such as mine, Affinity Business Communications, http://www.affinitybizcomm.com/) that specialize in writing, graphic design, or other services outside their own area of expertise. These affiliations offer the convenience of "one-stop shopping" and strengthen the value that both firms provide to their clients.

VAs typically charge between $30 and $75 per hour. While this may seem costly at first, remember that - as independent contractors - they do not generate expenses related to payroll, benefits, equipment and supplies, downtime, and, in most cases, training. Rather, VAs are highly-skilled business professionals who (a) have fully-equipped home offices, (b) are ready to "hit the ground running," (c) only get paid for time worked, and (d) enable you to focus your energies on the income-generating activities that you enjoy.

Delegating administrative details is only one of the many rewards of aligning yourself with a VA. VAs strives for long-term, collaborative, and goal-oriented partnerships with their clients and work closely with them to grow and manage their businesses. As entrepreneurs themselves, they understand the unique needs and challenges of SOHOs.

Bottom line: A talented and enterprising VA recognizes that he or she has a vested interest in your success. Working within the context of that strategic relationship, he or she is always mindful of the "big picture" and committed to outstanding results!

Copyright 2002 Christina Morfeld and Affinity Business Communications, LLC. All rights reserved. Christina Morfeld is president of Affinity Business Communications, a provider of high-quality instructional design, technical writing, and content development solutions. Whether writing to instruct, inform, or persuade, our work is reader-focused, benefits-oriented, and results-driven. Visit her at http://www.affinitybizcomm.com to learn how we can increase your firm's sales and effectiveness!

Secretarial Services - Turning a hobby into cash

10 Key Questions to Ask Before Developing a Lucrative Hobby
by Kim Nishida

Finding it harder to make ends meet? You're not alone. Many people believe that even $100 more a month would make a difference but they don't see a raise or big-time bonus in their future. More than a few folks earn money on the side, selling stuff on eBay, designing handmade greeting cards or invitations, doing freelance writing or web design. If you are thinking of turning an interest or hobby into a vehicle for earning a little extra cash, here are some questions to get you started. FYI, Mrs. Fields started her multi-million dollar empire as a hobby in her kitchen and a challenge from Mr. Fields that she wouldn't sell $50 worth of cookies on her first day in business.

1) Why now? Why will you succeed now as opposed to last year or 5 years from now? Simply put, why is this the right time?

2) What is my purpose? Be clear about why you are considering starting up a business. Is it simply to earn extra cash or would you eventually love to be self-employed? Are you doing it to meet people or to educate the public? Know your purpose and always keep it in mind when making simple as well as important decisions.

3) What am I passionate about? What is going to energize and motivate you even in the face of obstacles and setbacks? If you don't have passion around your product/service, how do you expect others to get excited about it? Think about what you LOVED to do when you were ten years old.

4) Does the public want my product/service? You might think that a self-published cookbook of cat food recipes will change people's lives, but if most people have trouble cooking dinner for themselves, they probably don't have time to cook for their cat. You think they need it, but if they don't want it, they won't buy it.

5) What are the current trends? Thinking of selling homemade pasta? Check out the low-carb craze and you might realize that your timing is off. Maybe selling homemade beef jerky is a better bet.

6) Who will hold me accountable? Are you incredibly self-motivated or do you need someone to crack the whip over your head when times are tough? Do you see setbacks as a challenge or a reason to give up? If your answers are the latter, make a deal with a friend or colleague to check in with you and keep you on track. Or hey, hire a coach!

7) What are my 1-week, 1-month, 1-year goals? From first steps (what you will do today) to the big vision (where you will be in 5 years), plan and write down every last detail.

8) Who's on my pit crew? Don't do it all alone. Delegate the tasks you either have no skill or passion for mastering. Hire a web designer, accountant, or enlist friends and family to be your support team with ideas, constructive criticism, and unflagging encouragement.

9) How important is this? Very similar to asking, "Why now?" Is this just a whim or an incredibly urgent goal? If your reasons are not that compelling, question whether you've identified the right goal for you at this time.

10) Once again, why now? What will make you successful today as opposed to times in the past. Do a SWOT analysis to help ensure success. If you aren't familiar with that exercise, email readytoevolve@earthlink.net, with SWOT in the subject line for a free detailed worksheet.

Kim Nishida, Walnut, CA - readytoevolve@earthlink.net - http://www.readytoevolve.com
Kim Nishida is a certified life coach and fitness professional committed to helping others become healthy, wealthy, and wise. The owner of Ready to Evolve Coaching, she lives and thrives in Southern California.

Secretarial Services - Why moms should start a home based business

Why Moms Should Start a Home Based Business Today
by Carrie Lauth

Most Moms think about starting a home based business at one time or another.

Maybe the youngest has started school, and Mom suddenly has a lot of free time. Or perhaps Mom was successful in her career before having her first child, and wished to put her skills to good use in a home based business.

Another reason may be that a couple is accustomed to the lifestyle they can afford with two incomes, and when Mom suddenly decides to quit her job to stay home and raise the children, the loss of income is uncomfortable ... or even intolerable if the income is sorely needed to pay bills.

My purpose in writing this article is to give you some compelling reasons why you SHOULD start a home based business, and do so TODAY.

1) Having a Home Based Business provides you with a safety net if your husband loses his job.

We don't live in the days of our Grandparents, where the advice was: Get a good education, get a good job, work hard for 40 years and let the company take care of you. Retirement is almost a joke. There is no such thing as job security anymore. Layoffs and downsizing are commonplace today. Social Security and Medicaid may not even be around when some of us reach retirement age.

For many families, the loss of the primary earner's income is devastating. Most families simply do not have the 6-12 months of living expenses set aside in savings that financial advisors recommend.

Oftentimes it takes a person weeks or even months to find employment that matches the salary they are used to. Unemployment benefit checks are not enough to cover even the bare necessities of life.

Having a Home Based Business provides the family with a second income. During the period of unemployment, Mom can step up her efforts to build her business and make more money. Dad might be in a position to help out more, giving her the ability to do this with more focus.

Who knows... Dad might even decide to join Mom in her "little business"...especially when she starts earning more than he does. Stranger things have happened!

2) Having a Home Based Business provides extra income to help the family meet certain goals.

For instance... getting out of debt. An extra few hundred dollars a month added to the credit card debt load could make a huge difference in how quickly the debts get paid off.

After this is accomplished, the money that was going to credit cards could be applied towards private education for children, savings for college, that special vacation the family has always wanted to take, a newer model car, renovations on the house so siblings can have more space (or Mom her own office!).

Another awesome goal is that of paying off the mortage early. By making an additional mortage payment periodically most couples can shave YEARS off of the life of their mortage. Few people own their homes outright, but what a freeing feeling that would be!

3) Having a Home Based Business models entrepreneurship to children

In today's world, it's more important than ever for our kids to learn how to "mind their own business". Children who grow up watching Mom work her business learn how to manage time wisely, they learn how to take responsibility for themselves financially (instead of relying on an employer), and they may learn practical skills especially if Mom lets them help out or even pays them to help. Current tax laws even allow young children to be paid (and this is a tax deductible expense) for their services...check with your accountant.

Young girls will also learn that it IS possible to have the best of both worlds...a woman can stay home to raise her children and still earn income.

4) Having a Home Based Business improves relationships

Most women I have spoken with about the subject agree that it isn't good for their self esteem to have to ask their husbands for money. What's bad for a woman's self esteem is bad for the marriage!

Women feel better about themselves when they are at least somewhat independent financially.

They also have something besides "what little Johnny did today" to talk about at the dinner table. It keeps the relationship fresh and lively when a couple can discuss their challenges and triumphs in their business and work lives. Anytime you see someone do something they're good at, it causes you to see them in a new light and have newfound appreciation for them. This is always a good thing in marriage!

Work from home Moms also tend to stay more connected with their peers, via networking with other business moms, prospecting for new customers and business partners, and the like. There is a tendency for new Moms to stay in the nest a little too much at first, and this can lead to depression. A business Mom, on the other hand, is almost forced to talk to people! She has a reason to get up, get dressed in something other than sweats, and go out and meet people. Little Johnny doesn't care if you put on shoes and makeup, but doing so does wonders for your energy and mood.

5) Having a Home Based Business gives a Mom "something else"

While most women adore being Mothers and wouldn't trade their husbands in anytime soon either, we all want "something more". Something for ourselves, something to call our own, that isn't a title or duty like Wife, Mother...something that isn't undone 5 minutes after we do it. Something we can put our name on and be proud of.

Mothering is the most honorable profession in the world, but it isn't always recognized as such...and it's nice to be recognized once in a while.

My Mother once told me that the main reason she always had such success in Direct Sales was because she loved the recognition...and the women on her team would often work like madwomen to get some little trinket. Sometimes it wasn't the cash...it was the pat on the back, the feeling of accomplishment that comes from meeting a goal.

That "something else" also makes the transition to empty-nest hood easier.
So many women fall into deep depression when their youngest child leaves home. If more Moms had a Home Based Business, instead of having their self worth completely tied to Motherhood, maybe this wouldn't happen so much.

There are more reasons to start a Home Based Business, (such as the tax advantages) but I hope I've given you some food for thought.
I wish you the best in your journey towards the ideal Home Business for you.

Carrie Lauth, Dallas, GA, USA - msbiz@earthlink.net
http://www.money-smart-women.com - Carrie is a work at home Mom of 3, a homebirth advocate, breastfeeding educator and homeschooler. http://www.money-smart-women.com <>

Secretarial Services - Use public speaking to attract clients

How to Use Public Speaking to Attract Clients
By Steven Van Yoder

When Robert Middleton moved his marketing consulting practice, Action Plan Marketing, to Palo Alto, California several years ago, he started his business from scratch. He had left his well-established client base several miles away and now had to find strategies to generate new clients.

Because Middleton had always spoken to promote his business, he turned to public speaking with a vengeance. He researched local organizations whose members comprised professional business owners, his target clientele. He called chambers of commerce, business groups and others likely to be interested in his three-hour marketing workshop.

Within a few months, Middleton had spoken at over a dozen organizations, establishing his reputation as a marketing expert for professional service firms. He quickly became a known entity, having personally introduced his business and credentials to hundreds of prospects.

Better yet, Middleton's speaking strategy helped him land all the business he could handle in a relatively short time period.

Over the course of sixteen talks, he averaged one new client each time. Today, the seminars he conducts at business groups and, increasingly, teleconferences promoted through his web site generate more than 50 percent of his business.

Speaking Is Selling

Many business people never consider standing in the front of their buying public to share professional wisdom. If you're one of them, you're missing the boat.

Speaking is a marketing strategy you can immediately embrace to get in front of potential customers. Speaking puts you within handshaking distance of your best prospects, many times helping you close sales before you leave the room.

By speaking regularly you can end the uncertainty of knowing where your next client will come from. Speaking can help you reach dozens, and sometimes hundreds of your best prospects every time. Speakers report that speaking regularly continuously fills their prospect pipelines, ensuring a steady stream of new clients and customers.

Speaking is effective because it showcases your knowledge before groups of people who eagerly show up to hear it. Your prospects may tune out advertising, but they'll pay attention to your talk because it presents your knowledge in polished form to people who think it will help them.

Speaking gives you tremendous visibility and credibility that increases over time. Whenever you are in the front of a room, you get noticed. People will remember who you are and what your business does. The more people see you speak and see your business name, the more successful people think you are.

Speaking gives prospects a taste of what you offer in a non-threatening environment. When they are in a room full of people, they feel comfortable. There's safety in numbers. They do not feel the sales pressure of a one-on-one meeting. It's also low risk, as chances are, they didn't pay as much to hear you speak as it would cost to hire you.

Get On The Program

You don't have to be a seasoned speaker to put speaking to work for your business. If you're willing to speak for free, you'll find that there are more outlets available than you'll know what to do with.

"If you can get up there and do a decent job you will immediately position yourself as an expert in the minds of an audience," says business coach, author and professional speaker Caterina Rando. "You only have to be 'decent' to make an impact. Even though speaking can be scary at first, anybody can find groups to speak to and master the basics of giving a good speech."

Choose the right topics

Before you contact an organization about speaking, create sample talk descriptions with catchy titles. For example, a financial planner could avoid generic descriptions like "Planning Your Retirement," and use a more snappy title like "Enjoying Your Gold Years On A Champagne Budget".

Targeting speaking opportunities

Once you are clear about your topic and its benefit to the audience, make some calls and offer yourself as a speaker. Here are ideas of where to look for a free podium. Many of these groups need speakers all the time.

· Chambers of Commerce
· Service Clubs
· Industry Specific Associations
· University Extensions
· Professional Associations

Getting the most out of your speech

The promotional value of your talks goes beyond your time on the podium. Often, when you speak to a group, the group publicizes the event. Many people who do not attend the event will still read the information, or will hear about you from other attendees, and may give you a call.

Consistency is the big thing. Getting out there and speaking on a regular basis keeps your pipeline full of prospects. When you're done, put a follow up mechanism in place, even if it's a simple mailing or newsletter. If you keep in contact with people who've heard you speak, you get more long-term leverage from your efforts.

Secretarial Services - Impress your customers

It Only Costs $8 to Impress Your Customers!
by Nancy Gillespie

Recently I bought a piece of furniture from Hunters Attic in Vista, California. The person who waited on me was very knowledgeable about his inventory and took the time to answer all of my questions. That impressed me and made me feel that I mattered. Then he discounted the price of the item (which always impresses me!). Then he delivered the item at exactly the time he had promised. But what really impressed me was that when he arrived to deliver my piece of furniture, he explained that he had inadvertently overcharged me -- he then handed me an $8 refund!! Wow! Such honesty is so unusual nowadays.

This so impressed me that I told several of my friends. Such a small thing, yet it made a big impression on me. See how that works? For $8 Hunters Attic got a little free advertising and a loyal customer.

Customer loyalty is especially important in these times of economic uncertainty. When people are looking for ways to cut expenses, they will be less inclined to "fire" you if you have gained their loyalty.
Here are a few ideas to help you gain loyal customers:

Educate your customers.
Explain what you are doing and why. Give them helpful tips. Tell them about new products. Educating your customers shows you care and may bring you more income from add-on sales.
Make your customers feel important.

Remember their names -- people love the sound of their own name!
Keep a stack of postcards and stamps with you -- when a customer mentions it is his birthday, scribble a "happy birthday" message on a postcard while it is fresh in your mind. If your customer is mentioned in a newspaper article, clip and send a copy to your customer (only if the article is positive!).

Give freebies and/or discounts.
People love free stuff! How about a complimentary item (that you got free from one of your vendors). Samples of new products. Or a promotional item imprinted with your business name and phone number -- something that will help them think of your business every time they use it. Give discounts for "VIPs" or for early payment (an incentive for them to pay on time).

Be dependable.
Show up when you say you will (or call to explain that you are running late). Call when you say you will. Return phone calls in a timely manner. Only promise what you can deliver.

Be honest.
Give a refund or credit if you make a billing error. Admit when you screw up (hey, we're all human).
These are just a few suggestions to help you impress your customers. Hopefully, they will get your creative juices flowing and you will come up with even better ideas that will work for you!

Nancy has operated A+ Secretarial and Business Services In Vista California for 9 years. She the author of "14 Surefire Tips to Get the Job of Your Dreams," a concise book to assist job hunters. For more information about her secretarial services or her book, call 760-945-666, email nancyjg5@cox.net, or visit www.aplusnancy.com.

Secretarial Services - Starting a home based business

So Where Do You Fit In?
by Cathy Bryant © 2003

Many of you reading this are working full-time, with a dream to eventually leave your job for complete independence from home. Some of you are also working at a home-based business; others are exploring the idea of one.

Others are working part-time outside the home, and supplementing your income with a part-time home-based business.

Still others are unemployed outside the home, either voluntarily or involuntarily. You may or may not currently be working on your own business.

I have so many people who write me to tell me that they'd really like to start a business of their own but they just don't have the money to do so. You can start your business from scratch - but it can be really frustrating to have to work so hard at something with no return because you're having to funnel all the money you've earned back into the business. Without any working capital at all, most people simply give up and think they can't make a go of it.

Well, have you ever thought about possibly getting a part-time job solely for the purpose of funding your business? I know what you're saying (especially if you already work full-time).

"Then I'd never have the time to work at the business."

Well, that may very well be true - in the short term. But if home-business success is truly important to you, then perhaps you should consider this.

Get that part-time job. Take your earnings and invest them in some short-term investments (CD's, for example). Continue to work at the job - BUT DON'T SPEND THE MONEY - and grow your business nest egg. During this time, continue to research your home business options.

When your funds have grown to the point that you feel you're ready to give that home business a go, then you can give up the job if you feel you need that time to devote to the business. You'll have your working capital, and chances are your business will be in profit sooner.

This won't work, however, if, instead of being disciplined enough to put the money aside, you spend it instead.

Even with the slowdown in the economy, there are still plenty of places that are hiring part-time workers (at least in my section of the country). In addition, some of these places offer benefits even to part-timers (Starbucks, for example).

Here's links to some places that offer a part-time income and flexible schedules to their employees. (Some of these companies are regional; you can search the websites to see if they are in your area).

http://www1.albertsons.com/
corporatehttp://www.containerstore.com*
http://www.costco.com
http://www.eckerd.com
http://www.homedepot.com
http://www.kroger.com
http://www.lowes.comhttp://www.publix.com*
http://www.starbucks.com*
http://www.ukrops.com*
http://www.walmart.com
http://www.wegmans.com*
http://www.wholefoods.com*

*On Fortune Magazines "Top 100 Best Companies to Work For" this year - for more on this, visit Fortune's List of the Top 100 Best Companies to Work For.

If you don't have the money to get your business going - this is one option always open to you for your consideration.

If you're serious about succeeding on your own, you need to do what it takes to reach your goals!

Downsized? Under-employed? Or would you just like to add to your present income? Then you need to visit

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Secretarial Services - Make your e-mail easier to read

Make your e-mail easier to read
by Nancy Gillespie

Here's some tips on making your e-mail messages easier to read.

• Use "sentence case," NOT ALL CAPS. In cyberspace etiquette, CAPS indicate yelling. Many newbies (people new to computers) use ALL CAPS and inadvertently cause hard feelings. Also, studies show that CAPS are harder to read.

• Use paragraph breaks and white space generously. Studies show that reading from a computer monitor is harder on the eyes than reading from a paper copy. Paragraph breaks make the message less intimidating-looking and are easier on the eyes.

• K.I.S.S. (Keep it simple, Silly). Use a standard font (style of lettering), not one that looks like handwriting, which is harder to read. Use a basic color, like black – it gives good contrast and is easier to read than a color like yellow or pale green. Use a normal sized font (10- or 12-point) -- a huge font (36-point) forces the reader to scroll down more. Use graphics and fancy backgrounds sparingly -- some e-mails can't read them; also, they take longer to download.

• Use a descriptive Subject title to quickly inform the recipient of the topic of your e-mail and that it is not spam (unwanted e-mail). (Examples are "Your phone call" or "Contract enclosed" or "IPSSA meeting agenda".) This is especially important when e-mailing someone for the first time. I can't tell you how many times I have e-mailed a new contact, only to have them tell me, "Oh, I must have deleted your message; I guess I thought it was spam." So remember, when e-mailing a new contact, use a Subject title such as "Met you at Wednesday's meeting" or "Hi from Vista" or whatever to jog their memory.

• Proofread. People tend to get sloppy with grammar and spelling in their e-mails. Now, I personally don't care if my pool service technician knows how to spell "diatomaceous earth" -- I just want him to know what it is and when to use it. But still, every e-mail you send is a reflection of your professionalism, so why not send professional-looking e-mails. Use your Spell Check (F7). Better yet, type your message in your word processing program, which might offer Grammar Check and other bells and whistles, and then Cut and Paste into your outgoing e-mail.

Follow these guidelines to get more people to read your email messages.

Nancy has operated A+ Secretarial and Business Services In Vista California for 9 years. She the author of "14 Surefire Tips to Get the Job of Your Dreams," a concise book to assist job hunters. For more information about her secretarial services or her book, call 760-945-666, email nancyjg5@cox.net, or visit www.aplusnancy.com.

Secretarial Services - Email etiquette

E-mail Etiquette
by Nancy Gillespie

• With e-mail being used so much in business, the written letter is going the way of the horse and buggy. E-mail is quick and inexpensive (no paper, no envelope, no postage). It is less intrusive than the telephone, and it can be sent and received at your convenience. However, good manners still apply, and there are additional rules of etiquette for e-mail. Here's a quick rundown:
  
• Pick an appropriate e-mail address for business e-mail. An e-mail address that includes your name or company name is appropriate and conveys your professionalism. Humor is fine, but, please, no names like "huggybear" or "studmuffin" – save the cutesy or sexy names for your separate personal e-mail. Most service providers allow you to have several e-mail addresses at no extra charge. When picking your business e-mail address, use what I call the "Mom test" -- if your mom blanches at the name you have chosen, it might not be appropriate.
  
• Print your e-mail address on your business cards, letterhead, and brochures. And remember to inform people when you change your e-mail address.
  
• Read your e-mail daily. E-mail is less intrusive than the telephone, so it is also easier to ignore -- no jangling ringing of the phone, no blinking answering machine to remind you to check your messages. So it is up to you to set up a schedule to check your e-mail on a regular basis.
  
• Acknowledge receipt of e-mail. Just hit the "Reply" button and type in a quick "Thanks, noted," or "Thanks, will call you about this," or whatever is appropriate. Nothing more frustrating to an e-mail sender than to wonder if their e-mail got lost in cyberspace.
  
• Keep private information private. When sending the same e-mail to a group of recipients, put your e-mail address in the To line and add the recipients' addresses to the BCC (blind carbon copy) line so you do not divulge their e-mail address. When forwarding messages you have received, delete the sender's e-mail address.
  
• Be stingy with explanation points!!!! Too many explanation points may communicate that you are scolding. Because e-mail is read and not heard or seen, the reader cannot observe your body language or hear the tone of your voice to interpret your message.
  
• Add an automatic Signature to your outgoing e-mail to identify yourself and make it easier for the reader to contact you. (Click Tools / Options / Signatures / New / Select "Add signatures to all outgoing messages.") You might include your name, company name, address, phone number, fax number, e-mail address, web address, description of your business (Ex: "Service, Repair, Installation"), and shameless plug (Ex: "Winner of the B. K. Taylor Award").
  
• Smile when you say that. If you are not sure if your message will sound terse or rude, add a smiley face emoticon. :-) Yeah, it's cutesy, but at least it communicates to the recipient that you did not mean to be rude. But be careful not to use too many computer abbreviations (like "LOL," Laughing Out Loud, or "FYI," For Your Information) or emoticons, or the reader won't understand what you're trying to say. (For instance, how many people know what (_x_) means? If you do, you're LOL right now!)
  
• Count to 10. Think before hitting the Send button. Writing a letter takes much longer than sending an e-mail, and therefore the sender has the opportunity to cool down before sending an angry message. But e-mail is instantaneous and gives the sender a feeling of anonymity, so it is much easier to flame (blast someone by e-mail) others and perhaps regret it later. Remember, you are hitting only inanimate keys on the keyboard, but a real live person will read your words.

Following these few guidelines will make surfing the Net more enjoyable to your recipients and more profitable for you!

Nancy has operated A+ Secretarial and Business Services In Vista California for 9 years. She the author of "14 Surefire Tips to Get the Job of Your Dreams," a concise book to assist job hunters. For more information about her secretarial services or her book, call 760-945-666, email nancyjg5@cox.net, or visit www.aplusnancy.com.

Secretarial Services - Creating macros

What Is A Macro? Does Anyone Really Care?
by Rafael Van Dyke

Some of you have never heard of the term "macro"; and if you have, you may not know what it means. First, we're going to share with you what a macro is; and afterwards, we'll share with you why you may or may not need to start using them.

In the early stages of word processing programs, macros were used to record a series of keystrokes that can be reused quickly in all of your documents. Macros were an excellent way to automate tasks that you needed on a regular basis like signing letters, recalling a paragraph used often, or setting up special page settings. When these programs came out with Windows versions, you could record mouse clicks in addition to keystrokes; Microsoft Word 97-2002 can even memorize commands whether you use a button, a menu, or a keystroke.

Sounds cool don't it? Let's make one in Microsoft Word. To start, go to Tools menu - Macro - Record New Macro. Give you macro a name that describes what the macro will do; then make it a button or a keystroke by clicking on the Toolbars or Keyboard button. Your mouse arrow with have a tape attached to it to let you know that you're recording; when you've done everything you wanted to save, click on the Stop button. And when you're ready, try out your macro with your button or keystroke and it will repeat the commands that you recorded previously.

Definitely cool, right? So if they're so cool, why aren't more people using macros? As we mentioned before, a lot of users just aren't familiar enough with macros to use them on a regular basis. And even if you're a power user of Microsoft Word, most of time macros aren't necessary because of the new tools that are available.

To bring up huge blocks of text quickly, it's easier to use AutoText rather than a macro; not to mention that it's faster now that AutoText can be called automatically and completed on the fly - you can even launch them from a button. You don't need a macro to save your page settings or to start off your commonly used documents anymore; you just simply create a template for that (or use one of the templates that comes with Microsoft Word -- like the Letter Wizard). And if you want to copy text formatting to other blocks of text, you'll use the Format Painter ... not a macro.

With all of these great tools that have replaced need to use macros for common tasks, the last question is what exactly would you use them for nowadays? Though some may find a few isolated cases to use one, a macro is mainly a tool for programmers. So unless you find yourself needing to create an automation solution in Visual Basic, macros should become a thing of the past. But it's nice to know that they're available ... just in case!

Rafael Van Dyke is the site owner of

Secretarial Services - Who are your ideal customers?

Define Your Ideal Customers, Their Needs and Concerns

Many businesses are trying to attract everybody. Don't make this mistake. Your business will be more profitable when focusing on your ideal prospects who are likely to buy your products or services. Ask the following questions to create a profile of your ideal customers.

· Who are your customers?
· Who wants or needs your services?
· What is the age range, gender, profession, industry, income level, and education of your ideal customers?
· What are your customers' needs, wants, and concerns?
· What problems can you solve for your customers?
· What is the common denominator of your customers?
· What information do they want?
· Are most of your customers computer literate? Will they look for information about your services on the Web? What computer monitor and screen resolution do they have? What browsers do they use? Do your visitors connect to the Internet with a slow modem or a fast connection such as cable or DSL?

After defining your ideal customers, target your sales materials and web site directly to them. Here are some examples of how the design of your sales materials and web site to your audience affects the design of your web site. If you are targeting seniors, make your text large. If your prospects are accountants, use a conservative design. Make your design colorful for children. Avoid movies, sounds, Flash animations, and Java programming if your clients have slow computers and Internet connections.

To target your content to your ideal customers, tell right away what you offer and what's in it for them. If they don't read further, they were not prospects. Attract your target audience with a benefit-oriented headline and provide valuable, useful, and interesting information your prospects are interested in.

Secretarial Services - No-cost publicity

How to Get No Cost Publicity for Your Business
Copyright 2004 by DeAnna Spencer

Would you like to expand the volume of your business? You can let thousands know about your service, your store, or your new product without spending a penny. Whether you want to make more sales or get an offer on television, you can broaden the scope of your clients by free publicity.

You don' t have to climb a flagpole or hire a dancing bear to get attention. In fact, with just a telephone, flyers, and some follow up letters, you can be making much more money than you are now.

What product or what business are you involved with that needs more customers? You might have a neighborhood store or you may have invented something that is difficult to market. Maybe you've launched a new web site.

How are you presently getting customers? Maybe you're advertising in trade journals, magazines, or newspapers. Perhaps you' re doing banner swaps or participating in co-op programs with other ezine publishers.

Perhaps you're an author, trying to market his or her new book. Or maybe you're a young comic or an actor trying to establish his/her career.

Regardless of your business or enterprise, whether it is an online or an offline business, free publicity is available for you. Furthermore, you don't need any special training to do it. Take a look at the variety of options available to you.

What is Publicity?

Before we get into the different types of publicity out there, it would help if we knew what we were talking about. Publicity is making something known to the public, spreading information to the general, local, or national market. It is information with a news value used to attract popular opinion or support. Everybody uses publicity. Politicians, manufacturers, celebrities all use publicity to gain attention and further their causes. Publicity isn't limited to large organizations. Small committees and enterprises use the local newspapers to publicize events and endeavors.

Publicity differs from advertising because it is free. Although some organizations trade tickets or services for mention in a particular publication, generally publicity is newsworthy information that a publication produces.Good publicity is one of the best ways of letting people know you have a worthwhile business.

Do your research. Before you begin a publicity campaign, you should know the answer to the following questions:

What is the product or service I am promoting?
What is the radius of the market (local, city, state, country, and world)?
What do the customers want?
Where do the customers go to buy my product?
Are my buyers mostly online or offline?

Where to publicize

Depending on your product or service, you have a full gamut of possibilities for advertising without paying. Deciding on the type of media is as important as knowing about your product and your customers. If you want to publicize directly to the general public national publications, metropolitan newspapers and Sunday supplements are the way to tap into the market. For a local enterprise - a profitable business, a charity, or community service- the local paper is the best source of free advertising. Don't go for the big fish first. Start with the local press and then work your way up.

Make it newsworthy

In order to qualify for publication, your story must be newsworthy. Anything published in the newspapers, magazines, and trade journals must be of importance to its readers. You may have a new product or product line that can be featured in the magazines. If not, you need to come up with a unique angle. For example, you may have to come up with fresh ideas for your service. Or maybe an unusual piece of information in the inventor or business owner' s biography might make an interesting twist.

Formatting tips

Keep the press release to one page. It should be brief and informative. Write the words For Release in full capital letters at the right. Make sure you include your daytime phone number, address, email address, and website address if you have one. Write a personal letter to the editor. Be cordial, but keep it short. If you have a product that you can mail, send the editor a sample if he or she agrees to that. Watch the publication and clip the press release when it is published.

These are just a few ways of getting free publicity for your business.

DeAnna is the publisher of Prospecting and Presents. Subscribers get a free ad each week. http://www.pnewsletter.com/.

Secretarial Services - Lining up text

Why Using Spaces To Line Up Text Is A Bad Idea
by Rafael Van Dyke

With typewriters being almost a thing of the past, you would think that the typewriter mentality would go along with it. But old habits die hard; and there's one that makes me cringe every time I see it - lining up row of text with the spacebar.

This worked very well with typewriters and even most word processors because you could count every character (including the space) to be exactly the same size. For example, let's say you wanted to create 4 rows of text divided into three columns. You would start off by simply typing the text you wanted in the first column and then hit the spacebar repeatedly until you got to where wanted the next column of text, and repeat these steps for the third column of text. For the next 3 rows, you would press enter, type your first block of text and hit the spacebar again until you were in the same spot that the previous 2nd column started, and the same with the 3rd column.

This technique stills works in today's word processing programs, as long as you continue to use fixed width fonts like Courier or Courier New. There's the catch, you typically won't use fixed width fonts to type your documents with. Instead, you'll be using TrueType fonts like Times New Roman and Arial where each character size is different; therefore, the old spacing technique will never work. Don't be lazy and settle for jagged alignments; learn the new and improved techniques to line up text.

Using the Default Tab Stops

The simple way to line text is to use the default tab stops that are set with every new document (typically every half inch). You would use the same technique as before, except you would hit the tab key instead of the spacebar. Using the tab key actually gets you to your spot a lot faster and you don't have worry about lining up text because the tab stops are in exactly the same place on every line.

Creating Your Own Tab Stops

Creating tab stops in your document is not a new technique. You can actually create tab stops on a typewriter; but it was considered an advanced technique, so only expert typists used them. The concept is still the new, but Microsoft Word makes a lot easier to create them. To create your own tab stops, simply click in the bottom half of the Ruler Bar where you want them each of them set. You'll know it's set when you see an "L" in the ruler bar. After they're all set, you only have to hit the tab key once and it will automatically go the next stop. If you need to make a change to any tab stop location, just click and drag the "L" along the ruler; you can also click and drag the "L" off the ruler to remove a tab stop.

Changing the Tab Alignment

The tab stops we've discussed so far have all been aligned to left. You can change them from left tabs to either center, right, or decimal tabs (good for aligning numbers with a decimal in them). To do so, simply click on the box directly to the left of the ruler bar that has an "L" in it; each time you click, the symbol changes to a different tab alignment. However, this technique is the hardest to learn and to manage. There's a better to creating lists with different alignments.

The Best Technique - A Table

Using a table is by far the best way to create any type of list you want. You simply create a table with the number of columns and rows that you need, adjust the column widths by clicking and dragging the column lines, and just type your text in each cell. You can change the alignment by simply using the alignment buttons you normally would for a paragraph. The added advantage of tables is being able to format them with borders and shading. Typically the top row would contain your headings, which you could format with bold text and a gray background. If you don't need any special formatting, simply highlight the table and remove all the borders and shading.

Either way, using a table will be easier to maintain than any other technique. But any technique is better than trying to use the spacebar. If you haven't already, for your own good … please break this habit!

Rafael Van Dyke is the site owner of http://www.betterdocuments.com and the editor of its articles & newsletters. Go to http://www.betterdocuments.com to subscribe to newsletters and to download FREE document templates.