Over the past few months we’ve seen an increasing number of new virtual assistants coming to join our chat forum and many of them start asking about transcription work – they want to know about the software to use, how much to charge, and how can they get experience?

I wonder what the fascination is for doing transcription? Perhaps they enjoy typing and see it as an easy way to get work – just sitting in their home office, headphones on their head and typing merrily away.  Unfortunately it isn’t as easy as that.

There is free software you can download to start practicing your skill at transcribing recordings.  If you go to www.nch.com.au you can download Express Scribe and that is quite easy to use and many VAs use it with keyboard control, others with a footpedal.

You can download podcasts from many sites or go to BlogTalkRadio for interviews and teleseminars to practice on – you’ll learn some interesting content at the same time.

However, just having the software, a sound file and being able to type is not sufficient to say you are now a transcriptionist and it can take years of practice and experience. Many clients and employers require you to have a minimum 2 years of experience.

Some of the things you’ll come across when doing transcription work are:

• Terminology - legal, medical or another industry.  Many have special terminology and you’ll need to become familiar with both the sound of it and the correct spelling.

• Formatting - there can be different types of formats in producing the typed document.  You need to check with the client to find out their needs – special formatting requirements will lengthen the time it takes you to complete the document.

• Proofreading and editing – some clients will want you to do this, others won’t. And you’ll need to know what version of English they want – UK, US, Australian?  Be aware and have a dictionary available.  You’ll need to factor in the time for this additional work.

• Spelling and grammar – do you know the difference between lose and loose, their and there, and can you tell if a sentence doesn’t read right?

• Verbatim - do you know what this means and can you do it?

• Do you have any idea how long it can take to transcribe one hour of recording?  What about if there is more than one voice speaking and you have to identify each speaker?  What if they speak with an accent – how accurate are your listening skills and the ability to interpret what’s being said?

• Charges - will you charge by the word, line, page or hour?  Each has its place in the world of transcription.  If you charge by the word, line or page though, consider you’ll need to add extra if you spend time formatting or completing a document to the client’s requirements.  Some clients will require you to do a line count down the side of the page.

• What is your speed and accuracy like as a typist?

What courses are out there?  There are some but be careful and read the fine text before proceeding.  If they’re promising you lots of work with really good pay if you take their course, then perhaps you might need to move on to another site, unless you can verify that the promises are accurate.  Generally transcription is something that comes with experience and the training really should relate to the terminology if you’re planning to work with a niche industry.  Those who have worked as a medical receptionist for example are probably well placed to learn medical terminology and do transcription for their bosses.  Same with legal secretaries – many start out with dictaphones and doing transcriptions in the corporate office.

Some VAs do sub-contract transcription work out to those who are just starting out but you still need to have good typing skills (I would say a minimum of 70wpm at least), good spelling skills and the ability to proofread and check your work before sending it back.  You should also be aware that if you take on sub-contract work, the person giving you the work chooses the rate you’ll be paid - not the other way around.  They have secured the client, negotiated a rate and take responsibility for the return of the work so you have to accept that you are at the end of the chain.  And if you cannot complete the work in the required time frame, it’s unlikely you’ll secure more work from that same person.  You need to honour and respect what’s been setup and if there’s any doubt about the completion of the work, either don’t take it on, or let the other person know as soon as you know.  Your non-completion in time affects the reputation of the person and the business engaging you.  Knowing for a start that one hour of recording can take between 3-6 hours of typing will help you determine if you have sufficient available time to take on a transcription job.

So, how can you get experience if no-one will give you the work to get experience?  Get creative.  Offer to do it for existing clients who already know and appreciate your skills.  Join a committee for a club or organisation and become their minutes secretary. Record their meetings and transcribe the recordings.   Transcribe podcasts you find online and send it free to the presenter showcasing your new skill and ability – you might get the opportunity to do more!  Mix and mingle with those who already have the experience and be a willing learner when the opportunity arises. I’m sure you’ll find other possibilities once your mind is in that train of thinking.

audio transcription, digital transcription, typing, virtual assistant business, word-processing

I often get phone calls from prospective clients or emails from new VAs asking what the ‘standard rate’ is for carrying out particular jobs.  I do understand their question but they haven’t really thought about what they’re asking.

When you’re buying a product such as a book, software or other things then there are often ‘recommended retail’ prices for that particular item.  However, when it comes to providing services, it doesn’t work the same way. It’s not like you’re paying an employee that is receiving a ‘standard’ wage – we’re all self-employed and bring with us a very wide range of differing experiences, skills and backgrounds.  But it’s not only that.

Consider if the Virtual Assistant industry decided to collaborate and set a ‘standard rate’ for different services.  How would that work (apart from being accused of price fixing)?

I don’t believe it could.  And this is why:

• VAs the world over all have different skill levels and capabilities.
  • Some are excellent typists, some are very good at transcription, some have excellent artistic skills so do well at desktop publishing, graphic design and so on.  The ‘unskilled’ could not charge the same as the ‘skilled’.
• VAs live in many different countries and regions.
  • It’s not just the currency differences but also the costs of living.  From state to state in different countries the cost of living goes up and down.  VAs could not charge the same rate even across the same country.
• Not all VAs provide the same services.
• There are different tax laws in each country.
• Some VAs only work part-time and others full-time and this can affect their rates.
• Some come with over 20 years experience in their field, and others only 5.
• Many VAs go it alone and don’t belong to VA networks or associations so how would it be policed?

I’m sure there is more we can add to this list but I’m sure you’ll agree that setting a standard rate is just not possible. When a client contacts me I tell them I’ll send out their request to my team so they’ll get several responses with quotes and turnaround time. That way they don’t have to shop around – they’ve only had to make one call and they get choices.  I do sometimes remind them that ‘cheapest’ isn’t always best. For example if someone only types 40wpm and charges a low rate, then it’s going to take longer before the client gets the completed work back than from someone who types twice the speed and finishes in half the time. They might charge a higher per hour rate but in the end the job is often cheaper.  It’s worth doing the math.

Virtual Assistants, standard rate, prospective client, new VA

The trouble with not being at full capacity for awhile means eventually you have to catch up! 44 minutes ago …at full capacity for awhile means eventually you have to catch up.

It’s been a long almost 5 months.  5 months of coping after losing a family member.  5 months of wondering why, thinking ‘if only’ and back tracking through our minds wondering if we could have changed what was to be.  Life for my family will never be the same – it’s now got a different feeling to it.

You know, it’s hard enough struggling with a bereavement in any circumstances but when you’re self-employed there are extra things you need to think about.

• You don’t get compassionate leave
• You don’t get sick leave
• You don’t have any leave up your sleeve
• Your clients still need to be looked after
• Daily activities still need to be completed
• Bills still need to be paid

So, going back to my subject heading I spent a few months not operating at full capacity and even though the majority of my clients were being looked after (initially by my team members and then me as I started to take on work again) the reality is that I still had to catch up on bills, and other regular commitments.

For those of you out there who are like me, self-employed, it is important that you think about how things would be looked after if you had to take time off for awhile.  It’s a rather sobering thought and not one I would wish upon you but definitely one you need to consider.

Thankfully I already had systems in place – a phone call and email or two and everyone was being looked after and I could grieve in peace with my family.  I slowly picked up the reins again several weeks later but it wasn’t until end of January that I could even invoice for a full month of work.  That kind of hurt the back pocket somewhat!

I’m sharing this because I want to encourage all of those out there who are running businesses of their own that to set up systems and have people you can hand things over to at short notice will help save your business in the long-term – when you’re ready to go back to it.

In the meantime, thank you to those who periodically check on me to see how I’m going.  I’m returning back to normal slowly and one day I’ll be back to face-to-face networking and participating in in the mastermind groups I’ve enjoyed.

Continuing on in our recent series…

Using free accounts such as hotmail, yahoo, etc for their email address.

Domains are very cheap to purchase and even if you don’t yet have your own website, there is no reason why you can’t have your own domain (to reflect your name or your business name) for your email. This assists with branding and people are more likely to remember your business or business name if you use a domain address to reflect that when corresponding with them.

Show people you are running a real business.  I, for one, tend to dismiss emails from people who approach me about a ‘business opportunity’, or that they want me to assist them if their email address appears to be dodgy and they provide no other contact information. Particularly if they claim to be from a well known organisation or similar. Same applies often to those running small businesses, including VAs.  Give yourself the opportunity of being taken seriously and not as a hobbyist or a ‘wanna-be’.

Some VA networks will offer you an email address at their domain and if this is the case, then take them up on it.  It will assist with a ‘corporate’ look and help you to appear a much bigger business than someone operating on their own.

free email addresses, domain names, real business, virtual assistant, mistakes VAs make

Last year I wrote about two different situations where the VA community grouped together to help one of its own.  One was when a VA shared on her challenges and others rallied round to help her.  The other was when I, myself, was going through a family tragedy and so many once again, rallied round to support me and let me know they were there in my time of need.

Well, another need has been highlighted by one of my team today and it relates to the Victorian bushfires that most of the world now knows about by now.  There have been so many stories of those directly affected – lost homes, lives, pets, livestock, businesses, crops and so on.  It has been devastating and has swept our nation with grief and shock. And we’ve had firemen flown over from New Zealand and the US (and possibly other areas) to come help fight the biggest natural disaster Australia has ever known.

There is a massive fund raising effort being held currently and many people are donating clothing, food, goods, household items, places to stay and so on to assist those directly affected.

But it wasn’t till today that I’d given thought to those indirectly affected and this is also something that needs to be highlighted.  The businesses and communities that will suffer loss – extreme loss, if nothing is done – due to the drop in tourism because people are either scared or incorrectly assumed other towns have been wiped out.  One of those is Beechworth and because a member of my VA team lives and works there, it is something I want to highlight here.  I have blogged and twittered about this situation but I want to encourage you too, to write about it.  Perhaps even adopt a town you know of in Victoria, that needs that kind of attention and support.  And if you do, why not leave a comment here with a direct link to the post you’ve made and the town you are supporting.

Thank you for your help on behalf of all in Victoria who have a need of this kind.

Victorian bushfires, fires in Victoria, Beechworth, Australia, tourism

I noticed this afternoon that someone has chosen to use my old email address to spam people. I got the first hint when a bounce back came to me saying it was stuck in a loop – it was addressed to my old address. Checking my spam filter shows there are heaps of returned messages there. Such a pain because it wasn’t me sending them and I hate people thinking I’m responsible for them.

I was checking my stats for the day and noticed a big spike in hits today – I wondered what brought that on? I checked the links and find that a large number have called up my old domain – which is housed with this current domain.  Perhaps people are checking out the domain of the email address to find out who was emailing them.

I haven’t seen the content of the email and perhaps I don’t want to, but hopefully those checking my site out will realise I don’t have a connection with whatever was sent to them. Who knows? It might bring some new clients!

spammers, returned mail, bounced mail, webstats, virtual assistant