It can take quite a bit of equipment to set up a successful and streamlined VA office - but there are many free (no overhead/investment!) resources that will help you do your job more efficiently.
We'll update this list of free office tools as we find more ways to help you update your office without any added cost - feel free to add your own suggestions too!
FAX -
eFax - We use the free version in our office to receive faxes at our own U.S. based 'fax number'. All incoming faxes are delivered to our email inbox and open easily with the free eFax reader. Also saves on paper, office space, and the cost of another phone line.
TELEPHONY -
Skype - There is no substitute for Skype - we can hold conference calls with international clients for *free*, and send files, images, and invoices during the live chat. Skype has decreased our telephone bills by over $200 per month.
PROGRAMS -
Audacity - We use Audacity to help manage sound file editing, transcriptions, file conversion, and the like. Can't be beat for fast, free, easy to use sound file management.
PDF995 - This free program is absolutely a dream come true and turns literally just about *anything* into a crisp, clean PDF file. Excellent for quick press kit updates when a website has been redesigned or a client needs a more professional presentation of a document or image.
Zamzar - Convert a seemingly endless list of document, sound, video, and image files to an equally endless list of options. Finally, a free online conversion tool that practically does it all! Up to 100MB per file.
ScreenHunter - Easily take screenshots of an entire web page or just a portion. Produces perfect quality GIF images of the area you select. Great for sending design specs or illustrated instructions for program use, etc. to clients!
BLOGGING -
PHP Blog Manager - We *love* this blogging tool and is actually our own in-house program. Free, flexible, and fully customizable - it allows us to fully integrate a blog into even the most intricate website design without losing the look and feel of the existing site. Also features a user chat room so that blogs shared by more than one editor also function as a virtual meeting room or classroom!
CALENDARS and REMINDERS -
Yahoo! Calendars - Our top pick for an easy to use reminder service. True, as VA's we've got to remember dates, deadlines and times with ease, but when you've got something that doesn't need your immediate attention but you want to be reminded of it's importance a few weeks later, simply set up a reminder in the calendar with the relative details and set it to email the events right into your email inbox. Also great for setting recurring events like client birthdays and anniversaries!
EMAIL -
When you're out of office and don't have the Blackberry or wireless handy,
Mail2Web is the fastest way to log in to *any* email account to check for new messages. Simply enter your email address and relative password and you're in. Also deletes old emails from the server for those surprise emergency inbox overflows.
TIMETRACKING -
Syntap Time Tracker - a free, downloadable, open source time tracking software (recommended by t_subra, resident VA/forum poster
)
Expand, upgrade, and modernize your VA office for FREE
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