Virtual Assistant Tools # 3: Remember the Milk

To keep track of my Virtual Assistant tasks, I use Remember the Milk. It's an effective time management tool that helps me handle my time and job effectively.

Here are a few things you can do with Remember The Milk..
Manage tasks quickly and easily.
An intuitive interface makes managing tasks fun. Set due dates easily with next Friday or in 2 weeks. Extensive keyboard shortcuts make task management quicker than ever.
Get reminded, anywhere.
Receive reminders via email, SMS, and instant messenger (AIM, Gadu-Gadu, Google Talk, ICQ, Jabber, MSN, Skype and Yahoo! are all supported).
Organize the way you want to.
Are you a list lover? Create as many lists as you need. Into tagging? Use the task cloud to easily see what you have to do. Want to store notes along with your tasks? You can do that too.
Add tasks wherever you are.
Adding tasks is as simple as firing off an email (even from your phone). See an important date on the web? Add it to your list with Quick Add.
Plan your time.
See what's due today and tomorrow, and the things you've missed. Prioritize, estimate your time, and postpone with ease. Set tasks to repeat every week or after 2 months.
Take your tasks with you.
Access your tasks on your web-enabled mobile device. Print your entire list or a handy weekly planner which shows upcoming tasks. View your tasks on your calendar with Apple iCal or Google Calendar. Subscribe to feeds with Atom/RSS
Search your tasks the smart way.
Find the tasks you want with advanced searching. Save your searches as Smart Lists, and easily see tasks that match your desired criteria.

Virtual Assistant Tools # 2: Gmail Fetcher

Being a Virtual Assistant means handling multiple email accounts. Good news Gmail has a mail fetcher wherein I can integrate all my Gmail email addresses under 1 account. By the way, you can also link your non-Gmail accounts using Mail fetcher - as long as it the email your going to fetch supports POP access. This great tool can hold up to 5 accounts in one place.

Here is how to set up Mail Fetcher:

1. Click Settings at the top of your Gmail page, and open the Accounts and Import tab. (For Google Apps domains, open the Accounts tab.)
2. In the Check mail using POP3 section, click Add POP3 email account.
3. Enter the full email address of the account you'd like to access, then click Next Step.
4. Gmail will populate sample settings, but we recommend checking with your other provider to learn the correct server name and port. Enter your Password.
5. Decide whether to:
Leave a copy of retrieved messages on the server
If you'd like to keep a copy of each message Gmail retrieves in your other mail accounts, select the Leave a copy of retrieved messages on the server checkbox. This way, you can access mail in your other accounts, and in Gmail. Please note that some email services may still delete your messages when Gmail fetches them. If this option is checked, Gmail will instruct the other domain to leave the messages in place, though the final behavior is up to the other domain. If you'd rather delete copies of messages that Gmail retrieves, leave this option unchecked. Gmail will delete the messages from the other account as those messages are retrieved, meaning you'll only be able to read them in Gmail.
Always use a secure connection (SSL) when retrieving mail
If the email account being retrieved from supports Secure Sockets Layer (SSL) encryption, you can select this option to have all information sent through a secured connection. If you select this option, and your email provider doesn't support it, Gmail will let you know that your configuration failed. Clicking Show error details will likely reveal a Protocol error in this case. You'll need to uncheck this selection before continuing.
Label incoming messages
If you'd like to automatically label all messages that are retrieved from your non-Google account, select this option. You can choose to use the predefined label (your email address), or you can select an existing label or create a new one from the drop-down list.
Archive incoming messages
Mail from this account can be archived directly, without showing up in your inbox. Learn more about archiving.
6. Click Add Account.
7. Once your account has been added successfully, you'll have the option of setting it as a custom From address. This allows you to compose messages in Gmail, but have them appear to be sent from your other email account. Click Yes to set up a custom From address.

Virtual Assistant Investments

Just like any other, you would have to invest a certain amount of money to jump start your business.  Here are some of the investments you have to consider before starting  your Virtual Assistance business:

1.    A very reliable desktop computer. The one I’m using has the following specs - 4GB memory and 2.93GHz processor (Intel Core 2 Duo) and it has never failed me so far. This set up costs around P30000. (this is when having a credit card helps. just make sure you get the “zero” interest plan.)

2.    A fast internet connection. The one I am using is Sky Broadband. 1.5 mbps at P999. Pretty cheap. I have been using it for 14 months and I only experienced trivial technical concerns or once that are “force majeure” like during and after Ondoy and other storm visits.

3.    Other equipments like a headset with a noise canceling feature (for seamless communication with your client- granting your internet connection is seamless too..;p). 

I have tried a USB headset that costs Php2500, it lasted 2 months so I opted to buy a cheaper one that costs P750 then it lasted 4 months so I bought a really cheap one (P250) - lasted 1 month. Current one I am using costs P800 and all I can say is - so far so good.  It’s been with me for 4 months. Hope it won't give up on me anytime soon. I have no idea which brand is good. Argh! Would you a know?

Another important equipment is a scanner. I bought a Canon printer-scanner that costs P3,000. I need it to send documents that require my signature or any document that needs to be in .pdf format. And a webcam perhaps, in case your client requires you.

Lastly, get yourself an ergonomic office chair. You deserve it and you really need it. (What? Lazy Boy? Of course not. When you start earning big time then that’s the time you buy a Lazy Boy. ;p) Not because you work from home and not in a corporate office, you no longer deserve to sit on a fancy, comfy, rotating chair. ;p

4.    You also have to have a quiet workplace. One that is  conducive to productive output. Now this is challenging investment. You can’t just renovate your house and build a quiet work place/room. So this part is entirely up to how creative you can get. (Buy egg trays and stick it on the four corners of your room- sound proof it. Ban cars, tricycles and trucks from using your street while you are working – befriend the friendly neighborhood tanod or village guard. Buy a dog with noise canceling feature. Whatever suits you? Be creative. )

Put in mind that you don’t have to buy all these all at once. So don’t let this discourage you from jumping into the VA bandwagon. Make do with what you have first or buy whichever you think is most important and when you have the budget, invest on good quality equipments.

Next time I will share software tools that you will need to jump start your Virtual Assistance business or Virtual Assistance job.

What’s the difference between Virtual Assistance business or Virtual Assistance job by the way? In my succeeding blogs I will vividly elaborate the difference between the two. Of course I was exaggerating when I said “vividly elaborate” but yes I will try to elaborate their diff to the best of my ability. =)

Until next time my avid readers..So far..1 follower – the fab Eve..Very good..
My husband reading from the other side of the world..Great!

Why not shoot a comment below this post if you’ve visited my blog.. Come on spam Your day to day Virtual Assistant!! (lol – I really don’t like using this “cyber” term because it just sounds so wrong in Tagalog but well lol indeed (laughing out loud indeed!))