Happy Virtual Anniversary

Today is my anniversary. The second anniversary of being a Virtual Assistant, officially, as I incorporated on February 17, 2008.

I’ve worked with some great attorneys, as well as some wonderful clients, and have learned a lot about the virtual paralegal world. To my advantage, the economy continued to worsen and I’ve seen a growing trend in attorneys that work from home, or work from a small office but can’t afford the overhead of having a full-time legal secretary or paralegal on their payroll.

I recently joined a discussion How to Work with a VIRTUAL Paralegal through LinkedIn, started by Seth Rowland, Esquire, on The Virtual Lawyer group. His questions:

What I am interested in finding out is what is the best method and technology for (1) assigning work, (2) tracking and billing time for services, (3) communicating during the term of the project, and (4) making actual delivery. I am interested in both the "how", and the "what", as well as views on how successful these methods are for collaboration.

My answers:

I have found that virtual workspace is a great way to share documents, allowing both the attorney and the virtual legal assistant (VLA) to view and edit documents, without constant emailing back and forth. Something as simple as Google applications allow a VLA to keep track of an attorney's calendar, tickle dates, contacts, etc., while being able to either draft documents directly in the Google app, or to produce a document in Word and then drop the document in Google and share.

Personally, I use QuickBooks Pro, which has a handy time tracker device and then my time is integrated into a monthly or per project invoice. Invoices to attorneys can be a lump sum or broken down by client project.

I have a couple of clients that utilize a virtual call center so that if I need to make a call on behalf of the attorney, I can ring into the call center and then make the call and it will look like I'm calling directly from the attorney's office.

I would be interested in getting feedback from attorneys that have worked virtually, or are interested in doing so. Please email me at mgr@i-administrative.com.

Bad Economy Good For Some Businesses

Rental Communities

Trends in renting versus buying a home are obviously on an upswing due to the economic downturn. The marked increase in renting can be attributed to the high number of foreclosures, as well as would-be first time buyers having second thoughts about purchasing a home with the economy on such shaky ground.

Shannon Procacci, the Community Manager at a central Florida apartment home community, recently said that in her particular complex the annual occupancy rate for 2008 averaged 96%.

Research shows that the average quoted rent in central Florida per unit for January 2009, compared to January 2008, was up 1.1%.

Rent-To-Own Furnishing Stores

Money is tight but people still need appliances, furniture and electronics. Rent-to-Own establishments, like Aaron Rents already have recession-friendly financing policies, where consumers with a light wallet can rent by the week or by the month.

As the economy continues to suffer, rent-to-own establishments have found that even some higher-income families have had to turn to weekly or monthly leasing since banks have tightened their financing requirements.

Online Dating Sites

Opinion Research Corporation, a global research company, found recently that when young singles get stressed financially, they seek out love more often.

According to a recent New York Times article (NYT), dating interest is up, both online and offline. Pursuant to the article, “Match.com had its strongest fourth quarter in the last seven years, and brick-and-mortar outfits like Amy Laurent International, a matchmaking service with outposts in New York, Los Angeles and Miami, say business is up 40 percent among women over the last four months.”

Face it, people are spending more time at home and find the internet a great place for social networking and dating. Even paying a nominal monthly fee for a membership with an online dating service is cheaper than one evening out for drinks and dinner.

Second-Hand Stores

Although the concept escapes my grasp, some people are just not that into the internet.

Cheap entertainment is at their fingertips as well; previously read books. Used books stores are buying approximately 30% more books in this economy than in 2007. Sales are up as well; people looking for an inexpensive evening at home. What better way to escape today’s reality for a few hours and only spend $3 - $4 doing so?

Virtual Assistants

A must-have for any business. A Virtual Assistant (VA) can help your company or firm during slow economic times by decreasing your overhead, while increasing your productivity. The financial rewards for both the company or firm and the VA are a win-win situation.

Virtual Assistants that are experts in their particular field are in high demand.

Statistics:

-95% of employers say telework has a high impact on employee retention

-78% of people who call in sick really aren’t. They do so because of family issues, personal needs, and stress.
-Unscheduled absences cost employers $1,800.00 per employee, per year; that adds up to $300 billion/yr for U.S. companies

Why We Do What We Do

From a Virtual Legal Assistant’s Point of View

Why Legal Virtual Assistant’s Choose To Go Into Business

“Virtual Assistants (or simply VAs) are independent contractors that provide support to attorneys and other professionals. VAs work from home or a remote office, and can help mitigate your administrative burden in the same way that an in-office assistant would. They can be particularly helpful for solo and small practices where the ebb and flow of administrative work makes employment of a full time staff person impractical.”*

If you’re reading this, you have probably already considered hiring a Virtual Legal Assistant. You’ve covered the why’s,” the potential cost advantages, and the possible risk of breaching client confidentiality sending documents via the internet and you have done your research.

So, what’s in it for the Virtual Legal Assistant?

I’ve worked at a few law firms over the past 20 years and have enjoyed the experiences in most cases. Of course, there has been the “bad fit” as well. I equate working with a new attorney like dating; you have to test the waters and see if personalities mesh. Working as a Virtual Legal Assistant, I find there is no obligation if there is a conflict in work ethics or personalities. One size does not fit all and I can come to a mutual agreement with the attorney I’m contracting with that our relationship is not going to work (which hasn’t happened, yet).

I am confident in my experience and knowledge and therefore work independently without eight-hour a day supervision.

I am going to work hard for the attorney I am contracting with to make us both look good to the attorney’s client. I also get the satisfaction of a job well done and repeat business.

Last, but certainly not least, there are no interoffice politics; no distractions. How many attorneys have had to deal with staff members that don’t get along? There’s almost no way of avoiding it in any size law firm. I have found that there will always be that secretary, that paralegal or that bookkeeper that has to stir the pot or will become the office gossip. I never played the inter-office politics very well and working for myself, I find it such a relief that time is not wasted on those watercooler moments. Working remotely, I arrive at my office ready to get the job done!

I truly enjoy working as a Virtual Legal Assistant and find that the attorneys I contract with find the experience to be an asset to their practice.

If you have further questions, please visit my website: http://www.i-administrative.com/. If you would be interested in attending a webinar to learn more about legal virtual assistants, please contact me at mgr@i-administrative.com.


Resources
*ABA Site-tation Article

Visit my website at http://www.i-administrative.com/

Happy New Year

Welcome to 2009

January 2009 is National Clean Up Your Computer Month

January is the month to start fresh, change and improve your lifestyle, and stick to those resolutions. So, you’re going to eat healthier, get more exercise, organize your closet. What about your computer? When was the last time you performed a clean up?

Run Disk Cleanup
Run disk cleanup to free up space on your hard drive.
1. Start > Programs > Accessories > System Tools > Disk Cleanup
2. Select the drive you want to clean up and click OK.

Defragment Disk Drive
Run Disk Defragmenter to reorganize your files so that they open faster.
1. Start > Programs > Accessories > System Tools > Disk Defragmenter
2. Select the drive you want and click on Defragment.
You should defragment on a regular basis, weekly is best but monthly is acceptable, to keep your hard disk(s) properly optimized and always use the Full option. For best performance you should disable any screen saver or other automated software you may have running such as an anti-virus program.

If you don’t have an IT Department that creates backups on a regular basis:

Backup Your Hard Drive
Run a backup of your programs and files to prevent data loss and damage caused by disk failures, power outages, virus infections and other damaging events.
1. Start > Programs > Accessories > System Tools > Backup
2. Click on Backup Wizard and follow the on screen instructions.
3. Be sure to make a set of emergency repair disks by clicking on Emergency Repair Disk, if you haven't already done so.

Here’s to healthier computing for 2009!

Happy Holidays

As a continuation of the November newsletter and in the spirit of the holiday season, let me remind everyone that with this is a stressful time of year and I want to encourage all to take time out to enjoy time with family and friends, as well as treat yourself to a little “down” time, reflecting on the past year and getting refreshed for the upcoming New Year.

Not finished with your holiday shopping yet, or even better, haven’t started with your holiday shopping? Here is an interesting idea for the techie in your life, or to put on your own wish list.

Pulse Smartpen – The Smartpen is part pen, part audio recorder. Using specially marked paper (which can be printed from your own printer) to take notes, etc., you can then transfer your handwritten notes in electronic-ink form to a computer, where they’re archivable and searchable; the Smartpen synchronizes your notes with its audio. An additional application called MyScript will allow the ability to convert your handwritten notes into editable text on a PC.

Flip Video Mino – A portable video camera that is small, easy to operate and uses flash memory instead of a tape or hard drive to record. Videos are easily transferred to your PC with the included software, as well as the video can be instantly played on your television with the included component cable.

Have a child that may be thinking of attending law school? Save yourself some money, and buy them Law School In a Box. This boxed university offers a complete legal education for just $14.95. The program includes: -Law School in 96 Pages: Your Comprehensive Textbook -10 Heroes of the Courtroom Trading Cards -10 "You Be the Judge" Cards -A complicated legal trivia bar exam -A rolled diploma with real Latin words

Have a wonderful and safe holiday!

Happy Stress Season

As we enter the beginning of the holiday season, most of us experience more stress than we do at any other time of the year. What should be a joyous time turns into pressure of making the family get-togethers idyllic, and for you procrastinators, the start of the shopping season and finding the perfect gifts for loved ones and friends.

What can you do to make this holiday season more enjoyable?

DON’T WAIT UNTIL THE LAST MINUTE. Plan in advance for your upcoming events.

GET ORGANIZED. Don’t hit the grocery store or the mall without a list. On your list, have a budget and stick to it.

KEEP THINGS SIMPLE. Does your Thanksgiving meal take up to a week to prepare? Why not pare the festivities down a little this year and prepare the sentimental traditional dishes, and forget about the rest. Not only will you be under less pressure, but your waistband will too.

TREAT YOURSELF. Don’t forget about #1 during the holidays. Get enough sleep, eat well and continue to exercise. The holidays shouldn’t be an excuse to let your routine fall by the wayside. Take 30 minutes, or longer, and relax; or better yet, get a massage.

Be realistic about your expectations. What can your Virtual Assistant do for you to make this holiday season less stressful?