Business procedures

Hi everyone, today I want to talk about the importance of procedures to your business. Procedures are vitally important in any business, but perhaps in a virtual business they are of tantamount importance. A procedure in essence is a plan, and generally speaking, to use the old hackneyed phrase, failure to plan is to plan to fail.

I believe any business must start with a business plan. Even if you don't intend to use it to obtain a loan, it would be something that allows you to clearly state your intentions about what it is that you are trying to do. It's a mind clearer. And the natural next step (or even included in your business plan) would be to plan your procedures. This means you sit down and think of eventualities and plan how you're going to deal with them. What are your steps to follow when a query comes in? What are your steps when an order comes in? How are you going to invoice? These are things that, I believe, every newbie VA and transcriptionist should document.

Here comes the challenge, though. Your first client comes in, followed by your second, and your third. And suddenly, you're very busy. At this point it is easy to let go of procedures. And this is a danger to your established business. Much as you are tempted to go straight to bed after a 4 hour transcription, do not do so without at least blocking out some time the following day to do your admin. It's important, because doing it regularly does save you time in the long run, and consider that admin left for two or three days, or longer, can begin to make you feel overwhelmed.

Procedures can also be revised, as you get busier or add new services or products to your business. But the bottom line is - stick to your procedures.

Learn Transcription Ebook

Links and email updated 2025

E-Book “Working from Home as a Transcriptionist in South Africa”! only R120! Contact gaynor@typewritetranscription.co.za.net to purchase.

This E-book is packed with everything you need to know about working from home as a transcriptionist in South Africa. I started out as a transcriptionist in 2005 and I’ve included everything I’ve learned along the way that I wish someone had told me.

How do you get that first client, how do you keep your clients, how do you invoice, and quote? What about where can you find support? What equipment do you need? All this information and more is available in my E-Book. Buy it today. This is information I wish somebody had told me – I would have been able to get going so much faster.

These are my tried and trusted methods. There are many American transcriptionist guides but “Working from Home as a Transcriptionist in South Africa” has challenges and obstacles all its very own and answers particular questions faced by South African Transcriptionists.

Which other author will happily provide after sale support to you about how to get into the transcription field after you have read the book?

Buy my book today!! Much cheaper than other shorter publications on similar topics. Only R120! Contact gaynor@typewritetranscription.co.za to purchase.

Minute taker / recorder

Hi guys,
TAVASA is looking for a minute taker or alternatively somebody who can record meetings (using at least four microphones) IN JOHANNESBURG ONE SATURDAY A QUARTER. IF YOU CAN'T COMPLY WITH BEING IN JOHANNESBURG OR WORKING SATURDAYS QUARTERLY, OR PLAN TO RECORD USING YOUR CELL PHONE, DON'T CONTACT US ....

If you can, then please get in touch with Gaynor - gpaynter@telkomsa.net. This would be ongoing work.

A VA for You.

Hi guys,

I'm sorry I haven't posted in so long. It has been quite a difficult time, what with my husband going down with Hepatitis A and then it being school holidays. With this in mind, what I want to stress today is the importance of having a good support structure in place. It's all very well happily going along as you are, but when things get hard, can you continue running your business the way that you do in peaceful times?

For us who work from home, it's particularly difficult if for whatever reason, we cannot do our work. No sick leave or paid annual leave for us, and for the most part, no other staff to help pick up or slack! So I'd urge you that now is the time to sort out a back up system, if you haven't done so already. Have somebody on standby who can assist you so that in the event of a disaster, your business can still run ... or, should you wish to go on holiday, you still can ...

It's no good waiting until the worst to happen to try to sort something out. Now is when it should be done. It's not only in the case of emergency that we work at homers need support. All too often, I've heard the lament "I just don't have time for myself. I can't get away from my work. My admin takes up every spare second".

So what can we actually do to ease our loads? Consider a concept which I have been turning over in my mind with great interest since it was first suggested to me three weeks ago.

A VA for the VA.

Think about it. Chew on it and mull it over.

Transcription companies have transcriptionists to help them complete their work. VAs have contractors to help them complete their typing work. So why can't it work the other way too? Why can't we use the concept that we use to sell our services to our clients - that having somebody virtual to assist is immensely beneficial, allowing potential clients more time to do their core business - to ease our own load? It's a concept that is taking off internationally and I can't see why it shouldn't work here too.

So - A VA for the VA. What better way for the experienced VA / transcriptionist to mentor somebody else, teach them the right ways and also take a massive load off their own plates? Seems so simple, really when we think about it, doesn't it? And it opens up a whole new avenue of potential employment for newbie VAs, with the added benefit of a first hand teacher, who actually pays you!

So - if you're a VA or transcriptionist with too much on your plate, contact TAVASA and we can find someone for you.

Please note though that Alison and I are not looking for VAs!

Dispelling some fallacies.

I was chatting to an office worker friend of mine yesterday and it started coming across that she was actually quite sorely jealous of me both as a happily married woman (she is going through a divorce) and as a work at home mom. She seemed to think that I spend all day playing with my children. Now one of the reasons this attitude irritates me highly is that I know I spend more time working now than I ever did at any office.

Marriage aside, I know many if not all work at home moms have come across this attitude during their work at home careers. Nonetheless, I was quite bemused by my friend's attitude. Now I have a number of unpleasant, stressful issues at the moment myself that I am trying to resolve, but it would never ever cross my mind to say to someone "my problems are greater than yours". I believe that all problems are relative and everybody has different things to cope with. Nobody can judge another's problems until they've walked a mile inthat person's shoes.

But after this friend had almost trivialised what I was saying, the age old "you're so lucky, you get to spend time with your children", came up.

Undeniably there are advantages to working from home, and it's a choice that I made after due consideration. But I have yet to have one successful work at home mom tell me that she is regularly able to spend more time or even quality time with her children. I'm also yet to encounter the successful work at homer who sleeps until 11 am, gets out of bed at 12 and may put in a few hours of work in the afternoon. If you work from home and are successful at it, you're pulling 12 and 13 hour days regularly, and 18 hour days when the need arises. And weekends and public holidays - what are those? I work in South Africa for international clients. They don't have the same public holidays as us and don't care if we are having a public holiday. Two weeks leave? What's that? If I want time off I have to arrange it weeks in advance and then it's not always possible as my clients actually need me to work - they don't have stopgap people who can pick up the fall. And there's no such thing as paid leave. We get burnout, we get repetitive stress injuries and frozen shoulders - and we can't take time off to recover. I'm not denying that office work is also very hard or that there are some undeniable advantages in what we do - we don't commute or pay for childcare. But there are advantages in office work too. You have a regular salary and you have a knock off time. I'm not complaining about it - those of us who choose to work from home know all this before we begin. But weigh up the pros and cons of what you want to do - and give us work at homers our dues.

Office workers, if you want to work from home because you want to spend more time with your kids or think that it's going to give you more freedom, then in my opinion transcription and virtual assistance are not the fields for you - and neither, probably, is any work from home job. If however, you want to work from home because you are entrepreneurial, like to type and are customer driven, and are prepared to put in the hours, then yes I'd recommend it.