Back in June 2006 when I officially started my business, I didn’t know half of what I thought I knew. Does that make sense? I had spent months researching the virtual assistance industry, and studying the way other VAs were marketing themselves.  I thought I knew all of the benefits that came with hiring a VA, but my first client quickly taught me that I didn’t.

One of the main reasons the real estate agent who became my first client wanted to contract my services was something I had never considered before, and I’ve forgotten about until we’re here in the middle of tax season!

While we were having our initial consultation, he told me that he really needed some legitimate business expenses, and my services would certainly provide that to him, while helping him to keep on top of things at the same time.

Have you had your taxes prepared yet? Did you have enough business expenses? We’re already practically at the end of April, so you might be looking for something to spend your money on to help you out for next year’s taxes. The services of a virtual assistant are not only a legitimate business expense, but by outsourcing your administrative duties - you know, the ones you hate doing so they rarely get done - you’ll free up time to do things that will help boost your income.

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In this day and age, with so many high tech ways of doing things, we often forget about tried and true ‘old school’ methods of doing things.

There are online file storage programs, web based contact management systems, electronic to-do lists, and so on and so forth.

Does that mean we should all go paperless? Do away with our tangible file storage, rolodex and steno pads?

I don’t think so - not entirely, anyway.

If I had a rolodex, I would have business cards I collect in there and easily accessible. Instead, I enter my contacts’ information in an electronic database. After a networking event last week, I had my cards ready to be entered, and the one I really need I can’t find anywhere. I can’t find the person online either. I’m trying to go by memory to bring up her website address, but I have to do a thorough search here. I need to get a rolodex!

That has me thinking about what others do high-tech versus low-tech.

I like to keep actual manual notes about my clients. Each client has a notebook where I enter notes as we speak on the phone, I have their passwords for different applications stored there, and I find it very easy to access information very quickly.

I also keep old fashioned files in an old fashioned filing cabinet. I would like to have an identical system set up online, but with my not-quite-as-fast-as-high-speed Internet connection, the thought is rather painful to start uploading everything I have stored on my computer.

Another thing that really bugs me is ebooks. I love ebooks, I’ve even written some. But I can’t stand to read them on my computer screen. I print them out using FinePrint, which is a fabulous free (high tech) tool that helps to reduce paper and ink usage when printing items. I print my ebooks 4 pages per sheet of letter sized paper. I have them at my desk where I can read them in between projects, or for quick reference.

So what do you do the old fashioned way versus the technological way? What works for you?

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It’s funny, but seeing your computer in a different environment can make you see it as it really is. In my case, when I’m at my desk, it still feels like the shiny new notebook computer I was more excited about than anything since I found out I was pregnant with my first baby. (My baby was only nine months old at that point, so that isn’t an exaggeration.)

Earlier this week, I had to take my computer for a memory upgrade. When I looked at my poor Acer on the table at Microage, I saw it for what it really is. A cracked-kind of dusty-keyboard letters half worn off-scratched-beat up looking-outdated computer. I was actually kind of embarrassed about it, if truth be told.

Although I love my computer like another family member, it’s time for a new one. I will keep this old machine around, but it is time.

Mann Made Time’s second anniversary is in June, and so is my last birthday before the big ‘3-0′. What better way to celebrate than with a brand new computer?

I am officially on a quest to find the best possible machine for me. I’m considering switching to a Mac. I’ve heard over and over again that when you go Mac you never go back.

Is that true?

Do any of my readers have any advice regarding a computer purchase?

I will be wanting to get a laptop or notebook again, because with two children under three years old, I can’t be tied down to a desktop all day, everyday.

So…let me have it…

All opinions wanted!

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I am a huge fan of Google. They have so many great, free tools that are extremely useful to me. I use their Gmail for several different clients as well as myself. I love their Google ‘Docs’ which allows me to collaborate on documents for free. I have Google Alerts set up for my clients and myself along with some other keywords I’m interested in. Do you have Google Alerts set up?

If you have no idea what I’m talking about, when you log in to your Google account (with your Gmail address) click on the ‘My Account’ link at the top of the screen. You’ll see the little icon of a bell on the list of available tools - that’s Google Alerts. You type in keywords that you want to be notified of coming on the internet. Example. If you’re a real estate agent, you could type in the street name of one of your listings and you’ll receive an email notification the next time that street name appears online.

You can set up Google Alerts for anything. I have alerts set up for my name, my business name, my clients’ names, virtual assistance, etc.

I read my blog feeds in Google Reader, and I check my web stats with Google Analytics…and the list goes on.

But Google just outdid themselves….er…outdid itself? I don’t know…but in any case…they have just done something wonderful.

I am now able to sync my Microsoft Outlook calendar with my Google Calendar. I kid you not. I can do two way syncs between Outlook’s calendar and Google’s. That is the most exciting thing to happen to me this week.

It was super easy to set up, all you do is click the bold red link above your Google Calendar that says ‘New! Outlook sync” or something obvious like that. After that, I had to download something very, very small, then type in my Gmail account info. I chose two way sync instead of one way, then clicked on the neat little calendar icon in my little Systray thingy. When I click that, my calendars magically sync.

While this might not seem like a big deal to some people, consider the scenario in which you are managing someone’s calendar in Google, without an easy sync feature. Or someone is managing your calendar and counting on you to keep them in sync.

In my case, I have someone checking my email for me. She will sometimes take things from my email (Gmail) and enter them in my Google calendar for me. Outlook really distracts me, so I try to keep it closed during the day. My VA forwards my urgent and important messages to a secret Gmail account so I don’t have to open Outlook and end up losing my focus! Now, I won’t have to open up my Outlook account at all during the day if I don’t want to.

Thanks, Google. Great feature!

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I’ve been on a bit of a hiatus with my blog. Actually, truth is I’ve been so busy I just haven’t had the time to get on here to post. Good news, right? The best part of it is that I’ve been super busy with writing projects. Writing is my passion, so it thrills me each time I get a new project that allows me to put pen to paper - er - fingers to keyboard? Anyway, I love being able to express my creativity through words. I think that’s also why I adore cooking so much. It’s also an outlet for creativity.

Anyway, this post isn’t about me. It’s about a resource that I suspect is underused by virtual assistants. Last year, my dear, dear ‘virtual’ friend, Connie McVicker created The VA Connection. It’s a wonderful resource, and it will just get better the more people take advantage of it. It’s basically a central location for everything ‘VA’. You can find VA blogs, e-zines, e-books, training programs, subcontracting services, etc. It’s really a great thing.

If you are a VA with a product to sell, any kind of VA product, head over and list it. You can list it for free!

And that’s it for today. Actually a short post :), whaddaya know?!

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