ACS News September 2004


September 2004 Volume 10, Issue 9 10 years in service ABN 76 809 078 624	ACS News

[Home] [Bookstore] For those who work at/from home. [Business Partners] A list of complementary businesses to our services. If you would like yours listed, please let us know! [Case Studies] Wondering how we could assist your business? [Membership] For prospective virtual secretaries. [Newsletters] Read our previous issues. [Rates] Kathie's service rates. [Services] A sample list. [VA Directory] For a full list of our team. [Search] Search our site for further information. If you received this newsletter by regular mail, have an email address and would like to receive this online, please either subscribe at our website, or contact our office with your email address. Feel free to pass this newsletter onto a friend! www.asecretary.com.au Why are you on this list? You could be any of the following: a client we've swapped business cards member of MBN, BNI, NSAA or another networking group that I participate in. How to get on or off this list: Send a fax or write me if receiving this by post and wishing to update contact details, or be removed. Or, if receiving online please subscribe or unsubscribe here. Subscribe Unsubscribe PO Box 2918, Cheltenham, Victoria, Australia, 3192 New Phone Number: Ph: +613 9585 5780 Fax: +613 9585 3785 kathie@asecretary.com.au	When is an Hour not an Hour?
	The team and I had an interesting discussion online the other day, which resulted from a client and team member having a different understanding about something. And that something was the time involved, and related costs, in transcribing a recording. What the client hadn’t understood was that there is a difference between an audio hour and a transcription hour, and therefore the fee he thought he’d accepted ended up being considerably more and he and the team member had to negotiate for something that was acceptable to both. After all she’d put in a lot of hours, but he wasn’t expecting to pay as much. Which brings me to the point of this article. We always try to explain as best we can what is entailed in any job we take on for our clients, but on occasion that may fail because we haven’t asked you (the client) enough questions or perhaps the other way around. In transcription work there is a vast difference between the audio hour (the recording) and the transcription hour (the typed manuscript) because the ratio between the two can be anywhere between 1:3 – 1:6, i.e. it could take up to 6 hours to type one hour of recording (worst scenario). The reasons for this are many and include: Speed and clarity of speech Background noise More than one voice speaking Terminologies Accents Poor quality recording. Experienced transcriptionists who are also fast typists may charge somewhat more per transcription hour than another who types slower, but it usually works out much the same in cost to the client. If you (the client) get quotes for transcription work that vary vastly however, then it is worth asking questions why – the difference may well be that some transcriptionists charge by the audio hour (much higher rate) than by the transcription hour. The first gives you a guaranteed price; the second gives you an approximate price for the completed job, however if the work took fewer hours than more, you could end up with change in your pocket. Perhaps in your own industry you find client understanding of what you do may also differ considerably and it is important that we all help to educate each other in our particular specialties. There have been times when I’ve spoken to people on the phone about something I didn’t understand and I’ve had to remind them that they know their own business, and I don’t and they need to explain it to me in a way that helps me to understand. Unfortunately often these people are new staff, or in a role that has vast turnovers of staff with hurried training, and therefore seem to be inexperienced or untrained in explaining properly how something works or worse, they assume the customer knows. The customer doesn’t always know and we should never assume they do. That doesn’t mean we treat them like they’re simple or an idiot, but rather we should take time to ask them do they understand that………..and quickly and clearly explain what is involved. It makes for a happier life all round for everyone involved. ==================================================== *May I say ‘welcome’* to all the new subscribers that have recently joined the ACS News list? It has been good to see so many join recently! Please do take time to peruse past issues linked on the left of this page and get to know some of the partners listed on our website who might offer you just what you’re looking for at a great price! ====================================================
	Phishing – what is it?
	Phishing is the name given to fake emails that pretend to come from genuine online merchants (like eBay, and Paypal), banks or other institutions like those that advise you've won a lottery. Would they really advise you this by email???. These emails ask you to "update” your account information (including credit card and bank account details, addresses, telephone numbers and even your pin numbers). Most phishing emails advise you to do this through a form in the email. Sometimes, you're instructed to click on a link that leads you to a phoney, but official-looking Web page. Have a look at the spelling – often these are produced by people in countries where English is not a native language – this can give you a clue. Don’t respond to it. If you think the email is real it's better to phone your bank and ask. Phishing has been perpetrated on millions of online consumers worldwide and, as a result, many have been taken considerable advantage of, and have lost lots of money. Here is a list of things you should look for that should bring up a red flag for you:	Emails or pop-up messages that ask for personal or financial information. Legitimate companies don't ask for this type of information via email. Most of these are addressed to Dear buyer, or dear member, or dear valued customer and not by name. Review credit card and bank account statements as soon as you receive them to determine whether any unauthorized charges appear. If so, contact your bank or financial institution immediately and report it. Be careful about opening attachments or downloading files from emails you receive, regardless of who appears to have sent them. If in doubt, contact the sender to verify. Use anti-virus software and keep it updated as these emails can often download software that track your activities on the Internet without your knowledge. For any email that you are suspicious of, use Ctrl+Delete to permanently delete the email, rather than just place it in the trashcan. This does not mean that online payment systems and banking aren’t safe – they are, but unfortunately there are some who choose to take advantage of those who do not know what to look for. *Be vigilant!*
	Must Read/Must See….
	Each month I share about suggested books to read and websites to visit that may benefit you personally or in business. If you have any suggestions, please send them in! They would be most welcome. I'm also happy to accept a small review with a link back to your site or email address.	Book: Do you have one you’d like to profile here? I don’t have any ‘business’ books on the go at the moment, more personal development ones, but if you have one you’d like to tell our readership about, then please let me know! Website: Webnotes Do you have trouble sending SMS’ via your mobile phone? Your thumb and/or fingers don’t work as quickly as it appears for the younger generation? Then why not type your messages instead – quick and easy to log in and saves heaps of time!
	About Our Organisation…
	What is a Virtual Assistant? It's a term for home-based secretaries, administrative and secretarial support, and others who supply remote or virtual support. We are as close to you as your computer and can do almost anything traditional support staff do - except virtually. You don't need to provide office space, equipment, software or furniture - we have our own!	Location no issue as the work is carried out 'virtually' no matter where you are! See our newest members listed at VA Directory And please note, we have a new office phone number - please update your records. +613 9585 5780.