This month..

For those of you in Adelaide and Melbourne, how are you bearing up in this extreme heat we're experiencing? And yet over the other side of the world there are blizzards and other things happening. March used to be the gradual change from summer to autumn in this part of the world but it feels like we're in mid Summer. Hope it cools down soon - this weather can be rather draining on one's body and mind.

• Broadcast emails - something to think about
• Newsletter subscription change - special note
• Thought for the Day

Broadcast emails - something to think about

If you have occasion to send out broadcast emails, it is important to think about the process of what you want to take place. Iit really is annoying when someone I don't know sends me an email like we've known each other for years and that I should know who they are and what they do.

Many times I've looked up my database to see if someone is listed there (in case I've forgotten them) before sending back a reply email. Generally I want to know how I got on their list (as often they appear to be subscription lists) because I don't recall subscribing. Usually I ask them to remove me from their list and advise them that I did not subscribe and they need to look into their procedures with setting up lists. I even suggest they check what processes are in place with respect to collection of emails - sometimes they might be engaging someone else to do this and they need to be sure that no laws are being broken.

Occasionally someone will remind me of a meeting I've forgotten but in most cases my email address has been picked up from somewhere and they agree to remove it back off their list. Sometimes it's simply that they've been receiving emails from me over time (due to subscribing to a list) and they forget that I might not know who they are.

Don't assume everyone you meet, receive a business card from, or even an email just automatically wants to go on your list. They don't and you need to give them the opportunity to make that choice. If you have an opt-in system, then you can add them to the list but a message should go out explaining they've just been added to your list and that they can unsubscribe again if they do not wish to remain on there. This is called double-optin and if you are someone who networks a lot and collects business cards then this is probably the best way to handle your list. The message should also explain how or why they were added to the list.

If you send out ad-hoc or 'once-off' emails to a group of people don't forget to put in an introductory paragraph explaining why you are emailing them. Include who you are, where you come from and what you do - don't assume the recipients know, many of them won't remember your name or the event at which you met. You wouldn't walk up to someone on the street or in a room and start telling them about your promotion, event, or something else without introducing who you are, would you? And neither should you when emailing people. A little courtesy can go a long way towards acceptance and even a sale!

Oh, and I shouldn't have to say this, but just in case, do NOT put all the email addresses into the To: or CC: fields - use the BCC: field. This protects your list of email addresses from being picked up by others or being exposed to trojans and viruses present on other computers.

Have a great month everyone!

Kathie M. Thomas

Newsletter subscription change

In light of the above article, I am updating the service I use for sending out newsletters. As a result you will get another email from me this week advising I've shifted you to a new system and you will need to approve yourself on the list otherwise you won't receive any further copies of ACS News. However, you can choose to self subscribe here which means you shouldn't get the message when I send it out as you'll already be on the (new) list. You will receive a confirmation request after filling out the form and when I shift the list over. 

* are required fields, the rest just lets me know where people are coming from but are not compulsory.

Thought for the day:

There are no secrets to success. It is the result of preparation, hard work, learning from failure.
Colin Powell

About Our Organisation…

What is a Virtual Assistant?
It's a term for home-based secretaries, administrative and secretarial support, and others who supply remote or virtual office support.

We are as close to you as your computer and can do almost anything traditional support staff do - except virtually. You don't need to provide office space, equipment, software or furniture - we have our own!

Location no issue as the work is carried out 'virtually' no matter where you are!  However, if you need someone locally we can supply. See our list at VA Directory

We have a new resource for the VA Industry called VANetwork News. If you're interested in what's happening, or would like to know more about the industry, then please do visit! There are opportunities for suppliers of services and products to sponsor the newsletter.

Still waiting on all the details but stay tuned to OIVAC for their upcoming convention in May!