Hilltop Secretarial is 27 years old today! Where did the time go? It feels like the last 27 years have flown by. I’ve been incredibly blessed in my career as a virtual assistant and I have the best clients in the industry who have been with me almost from the beginning.
I still can’t imagine retiring, I love what I do too much! So here’s to many MANY more years doing what I love!
The Password “Book”
I have this book of passwords, logins and so on, I’ve actually gone through several, and this is my latest one.
[caption id="attachment_915" align="alignnone" width="300"]
Kathy’s ‘Book’[/caption]
This is also my last book like this one. I can’t believe its taken me over 20 years to get my logins and passwords all organized. I mean, the other was ok, just put a rubber band on it and throw it in the safe and you’re good to go. But, ugh!, it was a beast to manage. Every new ‘key’ or login was stuffed in there wherever it would fit. Finding anything was a chore. I would have to do a task and suddenly realize I don’t remember the password, or it wasn’t in the digital manager yet, so I’d have to wade through pages and pages of logins and passwords to find what I needed – hence all the stickie notes and flags! It was very frustrating to page through the old book when you’re on the phone trying to get something done with a client.
So, over the past few days I have revamped my ‘book’. Its still small enough to fit in the safe, but its now arranged by alphabet, and each client has their own sheet(s). It works so much better now! Its still the 5.5 x 8.5 size, so it fits where I want it, it has a built in pocket for holding notes I haven’t categorized yet, and I used an old set of contacts tabs from my DayTimer , with notes pages. I love it, I feel so organized now!
For those of you who are yelling at me from afar and saying, “Digital password manager!!!” well, I have one of those too, but, its always a good idea to have a paper backup.
I’m so proud of myself – it only took 20+ years!! :-)]]>
Effortless Collaboration with Shared Folders
Managing a project that requires a lot of back and forth of files is a harrowing experience. Email works for the first round or maybe two, but after that, it quickly gets out of control. You’re working on version “c” while your client is already on version “e” and soon important revisions and notes are lost.
A better way to work from a single document is to simply add files to a shared folder. This way, as you or your client make changes, they’ll appear in real-time, leaving no doubt about which version anyone has, or what changes were made when.
There are several players in the folder sharing market, making it easy to find one that will work not only for you but for your clients as well.
Dropbox
A favorite in the shared folder race is Dropbox. The simple setup and generous amount of free storage space (2GB) make this a top choice for many people even if sharing files isn’t on their minds. If you work from multiple computers, need access to files on your mobile phone or iPad, or just want the extra security of knowing your important documents are backed up in “the cloud” then Dropbox is a good option.
The free version includes 2GB of storage space, which is plenty to get you started, but you can earn more space by Tweeting about Dropbox, referring friends, and connecting other applications. You can also upgrade to 100GB for around $10 per month.
Google Drive
Not surprisingly, Google has its own document sharing system. Formerly Google Docs, Drive now operates similar to Dropbox in that you can view your files in a folder on your computer. However, opening a file requires a web browser and the use of Google Apps. If you want to edit a spreadsheet in Excel, you’ll have to download it first.
Google Drive offers more free space than Dropbox does, starting out with 5GB. Upgrades are less expensive as well, with 100GB available for just $5 per month, compared to Dropbox’s $10 fee.
One noteworthy difference between Dropbox and Google Drive is how files are stored. With Dropbox, files exist both on your computer and in the cloud, meaning you can work on them without an internet connection. As soon as Dropbox detects a change to a document, it syncs the new version with that on the Dropbox server. If you and your client are both working on a file at the same time, this can result in a “conflicted copy” showing up in your Dropbox.
Google Drive is different in that only one copy of each file exists. When you’re working on a file, you’re actually editing that file on Google’s server. You can see this in action if you have a file open that your client is working on – you’ll be able to watch as she makes changes.
There are a variety of other file sharing services available as well, and chances are your clients will have their own preferences, so you’ll likely use several in your business. But to start out, Dropbox and Google Drive offer a simple solution for collaborating with others, or just sharing files between computers.]]>
