August 2005

Tech Tools and Tips

Kathie M. Thomas

by Kathie M. Thomas

This issue, I want to discuss the merits of using a Filter or Rules Wizard in your email program.  Probably the most widely used email program is Outlook but you may be using a different program – hopefully it will have the ability to do some or all of these things for you.

As a VA you’ll find yourself working for more than one person and they will be located in many different areas.  You may also find yourself working on more than one project for that person.

Along with your client support, you may belong to several online forums, perhaps some user groups for different software, receive newsletters relating to things you’re interested in and so on.

So how do you handle all the email that comes in?  Well, you can use the Rules Wizard (in the Tools menu for Outlook) to help sort through the email as it arrives.

You already know that bolded email is unread, regular text is read mail.  So, you can tell your email program to sort the email as it comes in and distribute it to different folders, knowing that if you see a bolded number in brackets beside the folder name, there is unread mail.

Suggested Uses

I have a Contracts folder and inside that folder, one for each client.  Some clients have more than one project operating, such as regular newsletters, workshops and seminars, or other items, so I can get email that comes from that client to automatically sort into the relevant folder. Bounce backs (undeliverable email, full mailboxes, etc.) sort into a separate folder for my review also.

Try to keep your inbox down to as few items as possible, and drag and drop items between folders as needed.

The Rules Wizard tool enables you to keep things orderly without wasting time sorting items. It can also permanently delete annoying junk mail that comes through regularly. It cannot read graphic text but can look for certain words in the subject or body of the text and send it to a junk mail folder for you to leisurely review.

Duplications

On occasion, it may appear that you’ve received duplicate emails. However, one email might meet the criteria of 2 of your rules, and it therefore duplicates the email and files it into two different folders.  If that’s the case you might need to think about whether the rules need to be re-set with different wording or criteria, or whether the double filing suits your needs.

So, now you know more about using the Rules Wizard for your email program, spend some time exploring and experimenting so that you can get your email and inbox into a semblance of order.

 About the Author

Kathie M. Thomas, AFAIOP, MVA, ASO is founder of the Australian based network “A Clayton’s Secretary” and has over 30 years secretarial/administrative experience and a background of working with computers for over 18 years.  She can be contacted via her website at www.vadirectory.net.

August 2005

real world newsletter statistics

AWeber, a popular broadcast email delivery system reports the following 30 day average email delivery statistics.

By evaluating these trends and how they impact email message open rates, VAs may better assist clients in planning ezine and autoresponder delivery campaigns. While these figures are reflective of only one company’s results, they can be applied generally across the spectrum of email broadcast programs and may influence newsletter and other message delivery and open potential.

Statistical Breakdown

August 2005

Getting More Mileage out of your media coverage

Carolyn Moncel

by Carolyn Moncel

For me, the best part about working in media relations is actually seeing your news story in the media. I guess because media placements are tangible results of all the hard work you've done on the behalf of a client or an organization. The feeling can be so exhilarating and addictive that once you've seen that piece in the newspapers or in some electronic medium, all you want to do is go out and get more.

Many small-business owners know this feeling all too well, and they do a fantastic job in securing the initial news coverage but unfortunately, they often forget to do the little things that can give that coverage some extra mileage.

For example, the last time that your company was featured in a news story, what did you do to get a little extra mileage? Yes, you probably showed the article to your family and friends. You might have even distributed a copy of the media clip around the office.

Options for Extra Media Coverage

• Send local news coverage to nationally based reporters or syndicated columnists; nationally recognized pieces to high profile magazines; highest profiled print pieces to electronic media.

• Frame all media clips and hang them in the president's office.

• Hang framed media clips in the office lobby or waiting room. Place extra copies on the tables in the office lobby and also in conference rooms.

• Convert media coverage to either HTML or Acrobat PDF files and post them on your company website. Supply the appropriate links to your media coverage so that visitors can find your info on your website or through search engines.

• Use excerpts of the media clips in company brochures.

• Send media clips to venture capitalists or company's banking institution.

• Distribute the media clips to strategic partners.

• Hand out media clips at trade shows, conferences, seminars and networking events as part of your event packet.

• Mail the media clips to trade associations representing your company's industry.

• Keep employees, key team members (attorneys, accountants, etc.), customers, and vendors informed by highlighting the media clips in the company newsletter.

• Turn the media clips into a sales tool and send to all prospective clients.

• Print out all media clips and maintain them in a media file so they can be copied and sent at a moment's notice.

• Turn your Outlook address book into a media coverage distribution list.

• Add a link to the news story in your e-mail signature.

 The bottom line is this. What you do after securing the media coverage matters just as much as what you've done before. So go out there and put your company on the map. Who knows? Getting some extra mileage out your media coverage could bring your company an additional client, strategic partner or more media coverage - all very good things, indeed!

About the Author

Carolyn Davenport-Moncel is virtual assistant specializing in communications.  She is also president of Mondave Communications, a PR firm based in Chicago and Paris, and a subsidiary of MotionTemps, LLC. Contact her at 877.815.0167 in the United States or 011.331.4997.9059 in France.