The differences in Typing and Word Processing etc

Typing

You have to look at what the typing is, is it just copy typing of text say a 1^st to 3^rd year student assignment, a book with text etc. Contracts, agreements, etc they are plain copy typing with tabulation for the bullet points. A document with many bullet points or staggered bullet points is just plain copy typing.

When you type for students doing MBA, Masters or Ph.D etc then there is much more involvement with the typing, references need to be a set in a specific way, the manuscript, dissertation etc, university guidelines must be adhered to like the Harvard Business Method or APA 6^th Edition style. Some of these students are given bursaries which covers their typing, proofreading and editing costs.

But not all typing is plain copy typing; often you get documents with tables, charts, graphs, graphics. You have to look at what is the best way to do these, how long does it take to do a page, what is involved.

Word Processing

Word Processing covers many tasks - from graphics to graphs, tables, flow diagrams, most things that you must create that are not plain copy typing, this is word processing and it can be very work intensive and time consuming.

Can you create the chart in Excel and then copy it across into Word, can you do the graphic in word or must you go and create it in Photoshop etc and then copy it into word etc. Sometimes with manuals you may need to use the services of a Graphic Designer and these often quote per graphic involved, depending on what must be done to that graphic. So beware and don’t under quote if graphic design is involved, as you will need to cost in their charge too. You will need to ensure you explain this to the client. Sometimes you might have to scan a graphic and copy it into the document. Just check what is involved before doing the work.

A complicated table, chart or graph might take some time to create. When you start looking at the item you must create, then you need to look at the length of time it takes, is it viable to charge say R20.00 per page, if the job is going to take you long, no, it’s not viable.

Flow diagrams can take an inexperienced person a few hours to create, but someone experienced in doing flow diagrams then it can be done very quickly, even big complicated flow diagrams, so again you need to look at how long it takes you to do the job, what is involved.

Maths typing, typing of equations, signs and symbols is time taking but you need to look at the manual as a whole and work out how long you think it will take you, what is involved, you might do the work using maths software or you may use MS Word Equations etc.

With most typing work look at what is involved, there is a difference in time with experienced typists and new typists.

These days with the economy being what it is you need to look at the client, what, do you feel in your gut that a client can afford to pay. Don’t push the boundaries too low to get the work where it is not cost effective to do the job, also don’t push the boundaries and charge the client too high a price, you simply want get the job.

Bulk Typing

Manuals are bulk work so you could very easily go down to R15 to R20 per page or a price per manual, taken on how long it will take you to do. When you do manuals, check out what is involved; often you can give a lower price because it’s bulk work for you.

Formatting Documents

The best way to go for formatting is using your hourly rate. You never know how long it is going to take to format a document till you start working on it. A document that has been set up by someone other than yourself can often give all sorts of problems; let the client know this as its often not straight formatting. Often when you start everything will jump out of alignment, tabs etc so it can take twice as long to format than it would to retype.

Columns, tables, graphics tend to come out of alignment. Table of Content can become completely messed up and that can take a while to unravel and put right so make sure you give yourself plenty of time to work on formatting documents. Keep track of your time and charge hourly. If you charge per page you will find some pages can take much longer to format than others and you really have to look at the time that is spent formatting to price this properly. You can charge per page but might be better to go via your hourly rate.

Quotations

With all work, never quote blindly, how can you quote when you have no idea what the job/task is, you have no idea how long it will take you or what is involved. Ask the client to send you a sample. How can an architect quote on a job he has not seen! You need to look at the task at hand then decide what is involved, how long it will take you and get a full description of client requirements before quoting. No matter how urgent a job is, surely the payment is the most important thing in the end, the job is important to the client but they should understand that you do not quote blindly, ask for an example first, check it out, see if you can do the job in the time frame given, you can also negotiate as you know, how you work and how long jobs take. My advice would be do not take on an urgent task without seeing what is involved first as its quite easy to undercharge. Make sure you clarify the clients’ requirements and write them down/record them or get the client to email you further, as clients often forget or change their mind and lay the blame on you. Email them a copy of their requirements and get them to reply before you go ahead that everything is ok.

PDF

Do not PDF a document unless your client’s specifically asks you too. Do not think that by saving to PDF that you are forcing the client to return to you, that is not the case, they can simply get it done elsewhere, simply convert it online and edit it themselves. Most clients want the work typed up and then they want to be able to edit it themselves.

All comments are welcome.

VA Tips & Tricks Blogging Challenge 2014 - F is for Fighting

We as VAs are always fighting something within our jobs. We fight to get paid, we fight to get our deadlines finished and we fight to find good subcontractors. Fighting is part of our jobs.

For many VAs its can be a battle to get paid, often on completion of a task, we then struggle to get our payments. We do the work, giving the client an excellent service then the client decides they don’t want to pay or had no intention of paying in the first place and they simply want the job done for free.

Some VAs are so busy that they fight to make their deadlines. This is one of my problems, I juggle my time between clients to make sure everyone’s work gets done and try my hardest to meet the deadlines which are not always possible. This is when time management skills come in handy, I have to stop, relook at what I have, look to see which piece of work I can get done quickly and then redo my to-do-list and start again.

 

 

 

Finding good subcontractors is a battle. Everyone wants to subcontract but not everyone is good and that is where the problem lies. We take on a subcontractor as they are so enthusiastic to assist and then when the job is returned and here is just one example proofreading has not been done. This makes our jobs more difficult as we are using subcontractors as we need the assistance, as maybe we are too busy, then we must stop what we are doing and proofread the work. Anyone no matter who you work for, your work must be proofread, nobody is too good that they should not proof their work, you either proof as you go or do a proof when you are finished but it is part of your job to proof any work that has been typed. Things like this slow down our production.

These are just 3 tasks that I have chosen to show that our job is about fighting to get things done; can you associate with any of them?

 



How to cope with work and your family

Being a VA the one thing you need behind you is your family’s support. Your family needs to be understanding when it comes to you working longer hours, working weekends and public holidays. Children need to know there are boundaries within your office.
Work to a schedule/routine this makes it easier.
If you do housework then get a maid, get some assistance, you can employ a maid for your company like I have done with my maid, (for tax purpose my maid works for AMF Typing Services http://www.amftyping.co.za), or you can contact an agency that supplies maids, but the main thing is to get assistance with the housework, now you are working full time you will not have time to do this.
When you close your office door it means you do not want to be disturbed let the family know this and ask them to abide by it unless there is an emergency that they need you to deal with. The kids can answer the phone and say you are busy and take a message. Make your kids self sufficient, teach them how to get/make their own lunch, cold drinks etc. Get them into a homework routine; be there to assist when they need you.
Make sure your husband/partner is on board with you working as a VA. It is very difficult working as a VA if your husband/partner is not happy with you doing this. If your husband can’t cook teach him to cook, if you can look after the kids so can he, he is capable of doing what you do for the kids, if he works and you work then work together to make things work, share tasks. A supportive husband will be willing to share as they will understand how important your business is it you.
Do your washing when you get up, put your washing on the line early morning, and take it off at the end of the day when you finish work, or run outside like me when a storm draws in. If you have a maid then she can do this for you and also do the ironing, or your husband can assist with the ironing if you are busy, ironing is not just a task for women, show your husband how to do it, share this task it makes it easier if you don’t have a maid.
Share cooking with your husband and your kids if they are old enough, plan a menu in advance, I cook in my slow cooker a few times a week, this way I only have to prepare rice, potatoes etc to go with later in the day. Know what you are going to eat that day, you can prepare everything early on a morning so that all you need to do is cook it later in the day. Your husband and kids can turn on a stove for you so that things can cook while you are busy. Your maid can start dinner for you and you only have to end it after work. Family can assist when you are busy, they should not have to rely on you to do everything. Sharing is caring.
Let friends and family know they can’t just pop in for coffee, ask them to ring you first to see if you are available, you can’t stop for coffee and a chat if you have an important deadline. Work as though you are working in the corporate world, have set work hours, set breaks, lunch etc. When you work for many clients you need to jiggle your time so that work is done for each clients when required, know how to prioritise and schedule your work, see what is urgent, its deadline, maybe smaller tasks can be fitted in between larger tasks.

Be disciplined, if you work to a routine things will work.