Here are seven proven strategies to help you make successful business connections:

1. Carry yourself well and look professional.  If people don’t know you at ALL, they are going to completely judge you by the way you look. It’s unfortunate, but it’s true. So, make sure you dress appropriately and your hair is well groomed. And be sure to look people straight in the eye and firmly shake their hand when meeting them.

Also, make a special effort to have a clear, professional speaking voice—particularly if your first encounter is over the phone. Practice what you’re going to say in your head or out loud, so you don’t stumble on your words.  

2. Know your outcomes.  What do you want from this person and what’s your objective?  You should ALWAYS ask yourself this question before you make contact with anyone. In a business situation, you want to be really clear as to what your outcomes are. For most business people, the outcomes are to let prospects know who you are, why they should be interested in you, and what your goal is.   

3. Always smile.  When you see someone smile, it tells you that they’re approachable. People like people who seem approachable because they feel more comfortable with them and will trust them more. So make sure you show those pearly whites and practice being sincere with your smile.  And if you’re contacting someone over the phone, it’s important to still smile because people can tell by your voice if you’re not. 

4. Be honest.  People can tell when someone is giving them baloney, so be sincere when you make contact with someone. You’re taking up their most precious commodity - time.  And if you’re in sales and have to read from a script, memorize it so you can talk naturally. This will make you seem more genuine and credible.

5. Offer something they need.  It’s so important to not bother people with things that they don’t have time for or need. If you’re not sure that they’ll be interested in what you have to say, make your introduction short and sweet. Then see if they’re interested in hearing the rest of what you’re articulating. To position your introduction to impress them, do some research to find out what would interest them.  You can conduct your research by going on the Internet, reading about them in magazines, going to the library, talking with their employees or meeting their business associates.

6. Go out of your way.  If someone is legitimately busy and they can’t talk with you, go out of your way to find out what’s convenient for them.  Also, if the person you’re trying to contact tells you they feel more comfortable meeting you in person rather than having a telephone discussion, go meet them if it’s really important to you.  

7. Be bold and daring…but in a tactful way.  Make the call or make an in-person introduction to the person you want to meet.  Don’t sit around and contemplate if you should do it because it will never happen.  It’s natural to get intimidated, but be bold and daring by pushing your fear away and taking action. However, always conduct yourself in a tactful way, so you don’t harass people. Otherwise, people won’t like you and won’t want to listen to what you have to say. 

Don’t be intimidated at the thought of contacting successful people. Remember: They are still people, and they’re no different from you. So get out there and make contact. The worst that could happen is that they say, “No, I’m not interested”. The best thing that could happen is that they are interested!  So as Nike says: “Just do it.”  Start taking steps toward making successful connections.

Copyright 2005 Kate Smalley
Connecticut Secretary
http://www.connecticutsecretary.com
kms@connecticutsecretary.com
Transcription Services
Administrative Support 

Outlining a clear strategy for your content is the initial step to creating effective content for your web site. First, identify what you want to accomplish, what information it will include and how the content will be organized.

Your site should provide information your prospects need to know to buy from you plus information you want them to know that will convince them to buy from you. Need-to-know-type content for potential customers might include information about your company, products/services, customers and testimonials.

Information that you want them to know might include work samples, frequently asked questions, press releases, reports, articles and other material that can educate them about your business. And don’t forget to include a clear and effective marketing message that will convert visitors into buyers. After all, isn’t that the primary reason for having a web site?

While your content must cater to site visitors, it should also be strategically developed for the best performance with search engines. So be sure to include the right keywords in your regular text, meta tags, headings, etc. The goal is to make your content appealing to site visitors and search engines. If you optimize your content effectively, you can keep a steady stream of free traffic flowing to your web site.

Web Content Writing Tips

One of the most important things to remember when writing content is this: Keep it simple and clear. Most people find it 30 times harder to read text on a computer screen than on paper. Also, site visitors tend to skim over web content, focusing on headlines, bold text and links. So be sure to format your web content so the information is easy for people to find, read and understand.

Here are seven smart ways to create effective Web content:

1. Be concise. Cut out extra words in sentences, get to the point and express what you need to say quickly.

2. Be conversational. Don’t use complicated words or business language no one outside your industry will understand. Just write the way you talk, so your copy will convey a friendly, comfortable and confident tone.  

3. Write in small chunks. Group ideas by topics and present them in small, manageable chunks of information. Keep your sentences as short as possible and vary the lengths so you hold readers’ interest. Then add descriptive, bold headings that will make the content easier to scan. 

4. Give good information. Most people go online to find information about their hobbies, products or other interests. Don’t waste their time by placing useless, self-serving content on your site. Make sure you provide information that’s not only interesting, but also educational and enriching. (In fact, many search engines won’t consider listing sites into their databases if they lack useful information.)

5. Use descriptive links. Go beyond the typical "click here" link on your Web pages. Try something like: “Take our demo,” “Get a sample,” or “ Order now!” Not only is this more engaging, but it can enhance your performance with search engines.

6. Link to complementary Web sites. Include links to Web sites that offer supplementary (not competing) information. This will not only benefit your site visitors, but it also can boost your search engine ranking.

7. Keep your content fresh. Keep the information on your site interesting and updated so visitors will have a reason to come back.

************

Copyright 2006, Kate Smalley

Connecticut Secretary

http://www.connecticutsecretary.com

kms@connecticutsecretary.com

Transcription Services and Freelance Secretarial Support Services

In fact, about one third of all U.S. homes have offices, according to Wirthlin Worldwide, a national opinion research and strategic consulting firm. These home office users are most likely married, middle-aged, educated and earning an income of $50,000 or more a year.

But not every business is suited to operate at home, experts say. Home offices are more acceptable for appointment-based businesses than for retail enterprises. For example, if a business is selling products, a store front off site would project a more professional option. 

Home office users can set up work areas in a spare bedroom, the third stall of a garage or a separate, unattached structure. If there’s no dedicated space available, an extra room could be added. And if the business doesn’t require face-to-face customer interaction, a make-shift office in any free corner will do until a more suitable arrangement can be made. 

No matter where their home office is set up, home-based workers get to enjoy the convenience and flexibility of operating from home. No long commutes. No office politics. Plus, they can generally work whenever they want, which can mean spending more quality time with their family.

Also, home-based workers can qualify for a variety of tax advantages, depending on the nature and extent of their business activity. Also, they may be eligible to deduct part of their utilities, home repair and maintenance, property tax and house insurance costs, based on the percentage of the residence they use for business purposes.

For example, a home-based worker using 100 square feet of a 1,000 square-foot-home for business could deduct 10 percent of the utilities, insurance, real estate taxes and a number of other indirect expenses.

Generally, to qualify for the deduction, the home must be the principal place for conducting business; the business must occupy a separate and identifiable space and use the space regularly and exclusively for business purposes. The deduction is also available to tax filers using a home office to complete business-related administrative or management activities. That is, as long as there is no other fixed location where those activities are conducted.

As a word of caution, home office deductions can be tricky and historically have drawn more attention from the IRS. To be on the safe side, home-based workers should consult with a tax advisor before taking the home office deduction.

Copyright, 2006, Kate Smalley
Connecticut Secretary
Transcription Services and Administrative Support

Making purchasing decisions can be intimidating—especially online where you can’t touch or “test” products prior to sale. Before buying a product, people often want to know if the product actually does what it promises, if the company is reputable and if the website is secure. That’s where customer testimonials come in.

Customer testimonials provide answers to important questions, build trust and close sales. And research shows that consumers often rely on customer testimonials when making purchasing decisions. In fact, testimonials have been known to increase sales by as much as 250 percent. In short, testimonials sell.

Components of a Testimonial

Testimonials generally include comments, a full name and descriptive identifier, such as a professional or informal title. Each of these elements is important to the anatomy of a testimonial for unique reasons.

Comments from customers—preferably placed inside direct quotes—deliver a powerful endorsement because they are unbiased. Attaching a complete name to clearly identify customers adds validity and punch. You might even include the person’s city and state. And providing a descriptive title can add even more weight, especially if the person has particular relevance to the product/service being endorsed.

How to Collect Testimonials

Collecting testimonials is relatively easy, as most satisfied customers will be eager to help. The most direct way to obtain testimonials is to simply ask. Whenever you complete a project with a customer, ask what they liked best about your product or service. You can gather their comments by telephone, blog, email, postcard or letter.

You can also gather feedback by providing a free trial to select users in your target market. Then ask them what they liked, didn’t like and their suggestions for improvement. Along the same lines, you could offer product trials or samples to an industry expert who is well suited to judge how your product works.

Regardless of how you acquire customers’ comments, always get permission to use their testimonials in your marketing materials. Better yet, have them sign a release form granting their permission.

How to Use Testimonials

You can put testimonials to work in all your marketing materials. Offline, testimonials can enliven brochures, print ads, posters and newsletters. Online, they can be an ideal way to enhance your web content. You can group them on a single web page or sprinkle them throughout your website.

You can use testimonials to emphasize key benefits of your product or service. But for the biggest impact, they should also quantify those benefits. For example, “Product X is less expensive and more effective than other similar products on the market. It cost 20 percent less and has help my company save 30 percent in labor costs.”  

Remember, the words of satisfied customers are powerful tools for building trust, your reputation and sales. So start harnessing the power of testimonials for your business today!

An appealing design will pull people into your web site, but it’s the content that will make them stick and become buyers. In other words: Pictures tell, but words sell. That’s why your content is one of the most important elements of your web site.

Outlining a clear strategy for your content is the initial step to creating effective content for your web site. First, identify what you want to accomplish, what information it will include and how the content will be organized.

Your site should provide information your prospects need to know to buy from you plus information you want them to know that will convince them to buy from you. Need-to-know-type content for potential customers might include information about your company, products/services, customers and testimonials.

Information that you want them to know might include work samples, frequently asked questions, press releases, reports, articles and other material that can educate them about your business. And don’t forget to include a clear and effective marketing message that will convert visitors into buyers. After all, isn’t that the primary reason for having a web site?

While your content must cater to site visitors, it should also be strategically developed for the best performance with search engines. So be sure to include the right keywords in your regular text, meta tags, headings, etc. The goal is to make your content appealing to site visitors and search engines. If you optimize your content effectively, you can keep a steady stream of free traffic flowing to your web site.

Web Content Writing Tips

One of the most important things to remember when writing content is this: Keep it simple and clear. Most people find it 30 times harder to read text on a computer screen than on paper. Also, site visitors tend to skim over web content, focusing on headlines, bold text and links. So be sure to format your web content so the information is easy for people to find, read and understand.

Here are seven smart ways to create effective Web content:

1. Be concise. Cut out extra words in sentences, get to the point and express what you need to say quickly.

2. Be conversational. Don’t use complicated words or business language no one outside your industry will understand. Just write the way you talk, so your copy will convey a friendly, comfortable and confident tone. 

3. Write in small chunks. Group ideas by topics and present them in small, manageable chunks of information. Keep your sentences as short as possible and vary the lengths so you hold readers’ interest. Then add descriptive, bold headings that will make the content easier to scan. 

4. Give good information. Most people go online to find information about their hobbies, products or other interests. Don’t waste their time by placing useless, self-serving content on your site. Make sure you provide information that’s not only interesting, but also educational and enriching. (In fact, many search engines won’t consider listing sites into their databases if they lack useful information.)

5. Use descriptive links. Go beyond the typical "click here" link on your Web pages. Try something like: “Take our demo,” “Get a sample,” or “ Order now!” Not only is this more engaging, but it can enhance your performance with search engines.

6. Link to complementary Web sites. Include links to Web sites that offer supplementary (not competing) information. This will not only benefit your site visitors, but it also can boost your search engine ranking.

7. Keep your content fresh. Keep the information on your site interesting and updated so visitors will have a reason to come back.

************

Copyright 2006, Kate Smalley

Connecticut Secretary

http://www.connecticutsecretary.com

kms@connecticutsecretary.com

Transcription Services and Freelance Secretarial Support Services

Would you like to attract more visitors to your Website? Try these three easy, effective, traffic-building tactics:

1. Register Multiple Domain Names. Your domain name—also known as your Web address or Uniform Resource Locator (URL)—is an important element of your online presence. That’s why it’s important to have a name that’s short, simple and easy to remember. You can include your company name, plus searchengine-friendly keywords that are relevant to your product or service. To attract visitors from a variety of locations, register multiple domain names and point them to your site. Having variations of your domain name can help you cater to different segments within your market, as well as emphasize different aspects of your business.

Also, be sure to take advantage of direct navigation to capture “type-in” traffic. Type-in traffic is simply traffic generated when someone types a Website address directly in their browser address bar. And it’s one of the most popular ways for consumers to locate information, products or services online. In fact, research shows that 86 percent of online consumers reach Websites using non-search methods such as type-in traffic. Also, type-in traffic produces Website visitors that are twice more likely to convert to buyers than those coming from search engine links.

Type-in traffic is the purest, most targeted form of traffic on the Internet because it doesn’t rely on search engine placement, paid advertising or links from other sites. With type-in traffic, Web surfers locate information without using search engines/directories or clicking on links from other Websites. They typically access Websites directly by typing descriptive keywords with a .com into their browser’s address box. For example, Web users interested in tropical vacations, would type www.tropicalvacations.com in their browser. To capture this traffic, you would simply purchase this domain name and then forward visitors to your Website.

Additionally, type-in traffic can send a steady stream of high-quality, hot leads to your Website. Here’s why: Internet users who type keywords into their browsers are actively searching for products and services. And this makes type-in traffic a powerful marketing tool for businesses wanting to boost Website traffic and reach a broader target market. 

2. Submit to Major Search Engines and Directories. Search engines and directories are the electronic equivalent of the Yellow Pages. Therefore, you should optimize and submit your site to search engines, so it’s easier for people to find your business online. Search engines can drive a steady stream of “free” traffic to your site—people who are actively seeking your products/services. Also be sure to submit your site to directories that relate to your topic or target audience. This will not only help improve your link popularity, but it will also satisfy the search engines and very possibly increase your keyword search ranking and Website traffic.

3. Promote. Promote. Promote. You have to constantly promote your site in order for it to be successful with your existing and potential customers. Consider using pay-per-click advertising from Google, Overture or Yahoo! to drive instant, qualified traffic to your site. Send spam-free promotional emails and a regular e-newsletter for target campaigns. You can also submit articles to online magazines and other Websites, including a link back to your own Website. And don’t overlook the effectiveness of banners, pop-up ads and online classifieds. The possibilities for online advertising are almost endless!

*****

Copyright, 2006
Kate Smalley, Connecticut Secretary
Transcription Services and Freelance Secretarial Support
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Less than a year ago, most people had never heard of podcasting. Yet, the podcasting audience will reach 10 million this year and 50 million by 2010, projects online researcher eMarketer.

So what’s all the hype about? And what does podcasting mean anyway?

Podcasting is simply a way to publish media files online to enable users to subscribe to a feed and receive files automatically as they’re released. Essentially, podcasting is about creating content—audio or video—for an audience that wants to listen when, where and how they want. It involves the transmission of all types of media—whether it be music, a weather forecast, a comedy sketch or interviews.

Podcasting is an interesting term comprised of the words "iPod" and "broadcasting." The name came about simply because of the popularity of Apple Computer's best-selling portable digital audio player, the iPod. Despite its name, no over-the-air broadcasting is required for podcasting. And neither podcasting nor listening to podcasts requires an iPod or other portable player. You can listen to podcasts with any MP3 player or your PC and Ipod application.

How Podcasting Differs from Regular Broadcasting

Subscribing to podcasts allows users to collect programs from a variety of sources for listening or viewing offline at whatever time and place is convenient to them. In contrast, conventional broadcasting provides only one source at a time, and the time is determined by the broadcaster.

There are two main features that make a podcast different from a standard audio download. For one, it's not just one audio file, it's a recurring "show" with new "episodes" posted as time goes by. Also, it uses continuous RSS technology. So when a new episode is available, your podcasting program (such as iTunes) gets notified and either alerts you or downloads the information automatically if you’ve subscribed. When you connect your iPod to your computer, the episodes go onto your iPod and you can listen to them. Or you can listen to them on your computer using your music application.

The beauty of podcasts is that you don’t have to be limited to commercial-filled radio. Instead, you can have everything you’re interested in hearing or viewing delivered right to your Ipod. You could listen to the morning news cast at midnight…hear DJ mixes from Paris, France or listen to comedy skits on your way to work—all without a single commercial interruption.

It’s easy to locate available podcasts. One easy way to find podcasts is to use the Podcast Directory in iTunes. These automatically-updated podcasts can then be easily synchronized to your iPod for offline listening. There are also many directories that list available podcasts, and also allow submission of a podcast feed if you have one. Some of the more popular podcast directories are www.podcastalley.com, www.podcast.net, www.openpodcast.org and www.podcastdirectory.com.

Instead of just subscribing to podcasts, you could also create podcasts to promote your business. You don't have to be a professional to create podcasts. You simply have to be able to record and translate a recording into an MP3 file and upload it to the internet.

If you’re a life coach, for example, you could create a podcast to highlight your area of expertise and help your target audience solve issues. “Podcoaching” could help you showcase your coaching skills, build rapport with a broader audience and gain new clients.

Whether you’re interested in being a podcaster or subscriber, podcasts are a valuable tool for sharing information.

Connecticut Secretary provides call-in dictation services for transcription. Simply follow the directions below to begin your dictation. When you are finished recording, we will receive the audio file to transcribe and will send it back to you ASAP. Feel free to contact us with additional questions via email or phone - 203.641.3739.

"Phone your dictation in using our 1-800 number and Connecticut Secretary will return your completed transcript ASAP! Call in while the material is still fresh in your mind!"

Call in and dictate while the material is fresh in your mind! Don't forget important data - call in right away and we will return your transcript ASAP. No minimum time charges apply - whether you have two minutes or an hour, Connecticut Secretary is here to assist you.

Instructions for using our system:

1. Email kms@connecticutsecretary.com with your billing information. Simply let us know your name, title, business name (if any), mailing address, phone and email address. This will allow us to immediately establish an account for you.

2. Dial 1.800.321.8535 to access our dictation system: idigital.

3. When the idigital program answers, type in your ID number: 2900 followed by the pound (#) sign.

4. The program will then ask for your PIN number. Enter 2894 followed by the pound (#) sign.

5. Our system will automatically start recording after you hear the confirmation tone.

6. Give your name, email address and phone at the beginning of your dictation for all your audio files and simply start dictating in a normal speaking voice.

7. When you have completed your dictation, simply press 9 to end the session or hang up. No pound key is needed to end your session.

Connecticut Secretary will immediately receive your voice file when you complete your dictation. We will transcribe your file and return it to you ASAP. You do not need to take any further action at this point, other than to await your completed transcript.

Additional Instructions:

No pound sign is needed for the following keys:

1 - Go to the beginning of the dictation and play your audio.

2 - Start recording if you are paused.

3 - Go to the end of the recording and stop.

4 - Incremental rewind.

6 - Incremental fast forward.

7 - Play

8 - Launch the next dictation.

9 - End the idigital session and disconnect or simply hang up.

Find out how our administrative support services can help you grow your business — and bottom line. Contact us for a free, no-obligation cost quote today!

Businesses are buzzing about blogs. A blog—short for Web log—is simply a digital diary or online forum. Technically speaking, a blog is an online journal that is regularly updated with content and built on a platform with automated syndication. The appeal of blogs is driving businesses to find ways to capitalize on these unique public journals.

Almost 80,000 new blogs are created every day, according to the semiannual State of the Blogosphere report from Technorati, a Website that indexes blogs. There are some 14.2 million blogs in existence, 55 percent of which are active. Business publications are rapidly bringing blogs to the front lines, boosting their presence on the Web and search engine performance.

How Businesses Are Using Blogs

Blogs can be created to cover almost any topic. Here are some of the ways you can use blogs to benefit your business:

• News — Since blogs can be syndicated, any content addition is easily distributed throughout the Web. Company news can make great content.

• Education — You can use blogs to educate consumers about products and services. Google’s Adwords Blog is a good example of this usage.

• Commentary — Insightful analysis of industry-specific news and events makes great blog content.

• Promotion — Blogs can be a great channel to promote new products or services. This promotion can be achieved through a combination of news, education and commentary.

Blogs and Search Engines

Blogs tend to perform well with search engines. Search engines have historically looked for content-rich Websites that are updated frequently. Search Engines like unique and popular content; they also favor content with keyword links. Blogs contain these elements, which makes them a great match for search engines.

In addition to helping your Website rank well in search engines, a blog can provide quality links back to your main domain. Plus, it can expand your traffic and presence on the Web, all of which can add up to more sales.

Tips for Developing Blogs

Here are a few quick tips to help you have a successful blog:

1. Keep it simple: Blogs should be easy, quick reads that link to other pages that are more in-depth.

2. Keep it fresh: Blogs should be updated frequently. Good content should be added a minimum of three times a week.

3. Provide useful content: Add content that is useful for others to read and your blog's popularity will grow.

A blog can help you better serve your customers, plus enhance your brand image online.

 ___________________
Copyright 2006, Kate Smalley
Connecticut Secretary 203.641.3739
Transcription and Secretarial Services
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Contact Brian Anderson BA Search Group for immediate consideration brian@basearechgroup.com

   That’s why hiring managers must use their heart and not just their head during the selection process. Your company should use insight to assess how the job candidate’s character and personality — not just skills — will fit into the corporate culture.

   People are your company’s best, most important investment. This is especially true for executives and others in key positions that have the greatest potential to impact your bottom line.

   Whether you need a senior-level executive or a department manager, you cannot afford to hire the wrong person. If you do, you could encounter a negative hiring experience, which can cost valuable time and money. Poor hiring situations can equate to lost production and business — not to mention other tangible costs related to interviewing, placement fees, relocation, and training. Minimum figures for executive turnover are reportedly four to five times the annual salary.

What Is Corporate Culture?

   By definition, corporate culture is “the act of developing intellectual and moral faculties, especially through education.” But in a broader sense, it’s “the moral, social, and behavioral norms of an organization based on the beliefs, attitudes, and priorities of its members.”

   Every organization has its own ideals, which are often based on the values of the founders or top management. At Atlanta-based Home Depot, for example, keeping all employees interested in the business is a top priority. All new employees — even executives — spend two weeks working on the sales floor, learning what customers want and need, and receiving a ground-zero view of the company's core business.

   Your culture, for instance, might emphasize respecting others and working as a team. If that’s the case, you should focus on hiring people who have demonstrated these characteristics in their previous work experiences.  

How To Choose The Best Candidate For Your Culture

   So exactly how do you determine if a prospect is the best match for your organization? Although some companies rely on culture and personality assessments, there’s no scientific formula for hiring success. A positive employment experience requires a combination of background research, assessment and pure instinct.

   First, you must clearly define, clarify and understand your company’s core values. Review the ideals that are expressed in your organization's employee handbook, training sessions, marketing materials, and mission, vision, and goal statements. This will give you a “measuring stick” for weighing the behaviors required for success in your corporate culture with the prospective employee’s character.

   Next, thoroughly investigate the job candidate’s work performance and relationships from previous positions to ensure you have an accurate sense of his or her personality. Then simply factor in experience, education and other important considerations to determine which candidate best fits the position and your company.

Copyright 2004
Kate Smalley
Connecticut Secretary
Administrative Support Needs – Transcription Services.
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Never have I been in the position of making as many critical decisions as I am now - at the helm of my own business. I never imagined that providing freelance secretarial services could be such a busy endeavor! When I first started it was so incredibly difficult to obtain that first client. I spent hours each week churning out newsletters, post card mailings, and publicity material of all sorts. Additional hours were spent fine tuning my sales pitch and presentation, practicing my elevator speech, reviewing my skills, and spreading the word about my services and planned business. I was so incredibly motivated to get that first customer and get on the road to wherever.
 

I was no longer under a corporate umbrella. It was just me now, and I had taken the plunge. That first client did come along, and I still have the account today. Then I gained my next client, and the next. Word was spreading, and the power of referral sales hit home. I had heard how high your closing percentage climbs when someone you work for refers you to a friend or associate. Wow, it was amazing to actually experience it in motion. Why do people have a problem getting referral sales? Because they do not ASK. Ask for referrals and ask often, you will be quite pleased with the results. Now that that has been said, please do not neglect giving referrals in return. Ask your customers how you might best refer them, and what their ideal customer would be. Start this process today and never stop. It will certainly build business and good will with everyone you encounter.

Now I am busy each day serving my customers. I truly love this business I have created, and the flexibility and creativity it allows me has surpassed my expectations. I wake up each and every morning anticipating another good day at work, another project, a new contact, or a welcome opportunity to learn something new. Something has changed though, and it has happened very subtly. No longer do I spend hours each week creating new marketing and promotional materials or poring over advertising strategies. I no longer grab a promotional package and head into a business office for cold calling, nor do I engage in cold calling on the telephone. I surprised myself with the new business I was able to generate by just getting on the phone and calling around.

I realize I am busy serving my customers, but am I missing something by cutting back so drastically on my marketing endeavors? Can I use the excuse that I am too busy for that anymore? Should I be constantly churning out a percentage of promotional materials to ensure my future viability? No matter how busy I am, each and every day I have a conscious choice to spend my time focusing on activities that will result in additional sales for my business, which will result in vibrant future growth. It only makes sense that the results and business I am enjoying now were only obtained by the groundwork I laid back when I was brand new, and that to continue on this road I should continue marketing and promoting my business and my services.

Let's not lose the conviction and drive we had when we were brand new. Let's not get so busy within our daily routines that we hesitate to reach out and expand ourselves, or get involved with additional activities that will grow our business. Let's purpose in our minds and in our hearts to continue on this path we have chosen. Let's do everything possible to continue to nurture and strengthen our business and future viability by choosing to do those things that will result in those additional sales that we once worked so hard for. The last item that I have never forgotten is to never lose the excitement and anticipation that accompanies gaining new clients and helping them succeed.

Copyright 2003
Kate Smalley
Connecticut Secretary
Freelance Transcription Services, Podcast Transcription and Secretarial Support Services
kms@connecticutsecretary.com
http://www.connecticutsecretary.com

An increasing part of my duties in providing freelance secretarial services to companies has been with transcription. As principal of Connecticut Secretary, I have noticed a tremendous jump in the number of requests for transcription services. And I have benefited from the increased knowledge these projects have provided regarding what makes a meeting successful.

Connecticut Secretary has a complete office devoted to secretarial support and transcription services in a variety of formats. We have transcription equipment to handle projects in digital and tape format — both micro and standard cassette tapes. New digital technology has allowed companies to email or upload audio to my server, allowing a fast turnaround in services.

Benefits Of Outsourcing Transcription Services

A manager at one company told me that approximately $40 billion to $60 billion is spent annually on transcription services, and much of that is outsourced to companies like mine. This outsourcing provides a tremendous cost savings to companies. They don’t have to pay insurance, benefits, or vacation pay to secure my services, and I am there when they need me, on a job-by-job basis. They also don’t have to spend money training me, and I work on my own equipment from my own office — which is an added bonus since they don’t have to worry about paying workers compensation insurance on my behalf.

Advantages Of Transcribing Meetings 

That same manager indicated that he spends approximately 40 to 50 percent of his time in meetings. Prior to his experience with recording and transcribing the audio, he had felt that this was unproductive time. But once he realized the benefits of transcribing the meetings and conference calls into hard copy, he felt much differently. Now he can utilize the points and areas covered in greater detail, distribute the copy to participants for additional review and clarification, and take action on specific items with greater clarity.

The transcribed material provided action items that individuals were personally responsible for — enhancing productivity among participants almost immediately. He found that he also benefited when meeting with his supervisors or board members, as he could provide a detailed overview of what was covered in the meetings and give focused presentations in executive-level strategy sessions.

Benefits Of Transcribing Conference Calls And Presentations

I have also transcribed audio from conference calls and presentations where not all of the office staff could be in attendance. The manager indicated that this gave him the opportunity to share the materials covered with his entire staff, as he could distribute the materials throughout the office when he returned. He also held meetings afterward, allowing office staff to review the transcription. They were able to discuss the event, expand upon the items and topics covered and explored how certain actions could impact the company if undertaken. This is a fantastic avenue of team building and involving staff with opportunities to learn and discuss the information presented as a group.

Five Strategies For Having A Successful Meeting 

1. The most successful meetings are prepared in advance with agendas. The agendas should focus on what will be covered during the meeting, as well as provide a brief overview of areas of discussion and indicate who will be speaking. A good meeting allows audience participation and provides ample time for individuals to discuss topics of interest. The agenda also provides some background information, so that meeting participants can come to the meeting well prepared and ready to participate.

1. Good meetings start and end on time, with courtesy reminders to participants. This respects the fact that most people have a full schedule, and allows them to move on to other areas they have committed to, without having to feel that they are disrupting the meeting by leaving before the session is over and everyone has been allowed to speak.

1. Good meetings are action oriented. Participants are allowed to take action for each agenda item before the meeting is over. They can decide what actions need to be taken and who is responsible. This is where transcribing meetings is a tremendous benefit to everyone involved. Good meetings allow tasks to be assigned as they arise during the meeting, so you don’t loose sight of them as the conversation expands. To keep the meeting properly focused, all off-topic statements or discussions can be added to follow-up action items.

1. To have an effective meeting you must also record and transcribe the minutes, and document the group's decisions. All assigned action items will be documented and distributed to attendees to follow through to completion. This fosters a sense of responsibility and prevents any misunderstanding of who is handling what project. It’s a good idea to distribute these transcribed minutes in a timely manner to all participants.

1. The last step to a good meeting is to say thank you! Remember to thank participants for attending the meeting, and especially those who have shared information and contributed to the discussion. Recognize the efforts of all involved at the end of the meeting, and the entire group will leave feeling positive and ready to take action on the items covered.

Final Points To Ponder

Try to help everyone feel involved in meetings — as if they have a voice. Give them the responsibility to tackle projects, as well as recognition for their contributions. If you follow these guidelines, you’ll discover that participation in meetings will increase, attendees will show up on time and ready to discuss agenda items, and productivity will jump. I’ve received positive feedback time and time again from individuals who have never used transcription services. And I have felt very positive to have been involved in the process.

Please remember Connecticut Secretary when you decide to capitalize on the power of transcription for your next meeting, presentation, conference call or event! I look forward to hearing from you!

Best Regards,

Kate Smalley

Kate Smalley
Connecticut Secretary
P.O. Box 896
Branford, CT  06405

kms@connecticutsecretary.com
203.641.3739

Whoever said, “Early to bed early to rise makes a man healthy, wealthy and wise,” only got it partially right when it comes to finding the formula for personal success, because great time management skills are also essential.

While some people are millionaires and some people are paupers, all people are on the same playing field with regards to time. Every living being is allotted 24 hours in a single day—no more, no less. So being able to accomplish your goals in any given day means being able to prioritize and multi-task.

If you compare any two people at a particular workplace and analyze their work habits, you’ll oftentimes notice differences in terms of productivity. Some people are simply better at managing their time and, therefore, getting more done with the time they have. If you’re not particularly good at prioritizing and managing tasks, you need not worry, because if you weren’t born with time management skills, you can learn them.

First of all, you’ll want to begin each new week by drawing up a schedule of things to do in the coming week. Start off by listing things you absolutely must do, and then jot down things you’d like to do. Once you’ve done this, you’ll want to look over your weekly schedule and consider whether, time wise, your schedule is realistic. If it isn’t, then you’ll need to drop off non-essentials and maybe factor in more time for the critical tasks.

Something else you’ll want to consider is that people with good time management skills tend to be fairly organized. If you’re work desk looks as though it were hit by a tornado, then tidy up a little bit. You’ll be surprised at how much more efficient you’ll be if you don’t have to wade through piles of paper to find what you’re looking for.

Combine time management skills with health, wealth and wisdom, and you’ve got the formula for personal success.

Being self-employed, or freelancing, is a truly unique environment in which to work.  Basically, you wake up every morning and “reinvent the wheel.”  That means that you begin every day knowing that you’ll be required to provide your customers with something they feel that they can’t live without.  That’s not an easy thing for your stress level to handle. 

Being self-employed is synonymous with long hours, and working through those days that you really should have taken off.  It means that your stomach is repeatedly in knots and the adrenaline just doesn’t flow anymore.

If this describes you, you’re not alone.

Working for oneself from home, in front of the computer on weekdays and weekends is becoming evermore popular thanks to the internet and the World Wide Web.  However, with this ever growing popularity of independence, comes the increasing build of stress. 

Symptoms of high stress in those who are self-employed include:

• The inability to concentrate
• The general feeling of being uptight
• Biting everyone’s head off
• Aching shoulders and neck
• A constant headache
• Indecisiveness
• Fatigue
• Insomnia

Of course, these are only a sample of the symptoms, but they are among the most common.  If left unmanaged, stress can even develop further into more dangerous health conditions.

For people who are self-employed, proper stress management becomes critical to living a healthy, rewarding life.  Stress management itself is a matter of recognizing your individual stresses, finding the cause, and taking responsibility for these stresses, making changes where they are necessary.

This can be as simple as taking an aroma therapeutic bubble bath at night, yoga, or something more structured, such as consulting a stress management therapist.

If you are self-employed, and you wish to make certain that your stress level is managed effectively, you may wish to consult your doctor, who can advise you with regards to the techniques and strategies that will work best for you.