Case Study – Transcription

Introduction

A consultancy business working in the healthcare sector required urgent transcription of market research video interviews.

The interviews included heavy use of medical terminology. The client had a tight deadline to achieve, ahead of a final report being completed. The quality of some recordings were very poor. This was caused by broadband drops during the recording.

The transcription work was conducted as an Associate Virtual Assistant. I did not directly communicate with the client.

My Impact

I produced a series of accurate intelligent verbatim transcripts in British English. Omitting any redundant words or sounds and non-verbal content. During the work, I had to accommodate the poor quality of some recordings. I notated the transcript for any sections which were unintelligible or offered an educated guess.

Additionally, I built upon a supplied glossary to add additional medical terms when required.

Conclusion

The client’s deadline was achieved on time in full.

The Lead VA appreciated my turnaround time. Feedback on the transcriptions was positive. The client was delighted with the high-quality work and appreciative of my efforts to overcome the quality issues.


If you’d like to work with Blue Hare VA Services, you can click here for more details on the services offered.

Please click here to book an introductory chat.

Case Study – Project Coordinator

Introduction

An award-winning accessible design specialist working in the built environment required support to deliver an internationally impactful project for their major client. The project involved coordinating worldwide contributions by internal and external colleagues across four months.

As the project was operating on different continents simultaneously, and to a strict timetable, my client required support whereby the coordination was managed virtually whilst still accommodating the vastly different time zones.

Furthermore, my client had no systems in place to manage the coordination of the project and the timetable was subject to pre-approval by their client with changes being made at short notice.

My Impact

I created a tracking spreadsheet to give an instant ‘snap-shot’ of the project’s progress to cement efficiency and timely delivery. This involved collating complex and frequently changing data inputs, using formulas and conditional formatting to present the data in an easy-to-read and visually appealing way. This naturally needed a keen eye and attention to detail. Using this knowledge base, I successfully tracked and coordinated site visits, including pre-visit correspondence/instructions, site access approvals, and collated post-visit reports with the related evidence. Furthermore, I was available to project members for any ad-hoc queries they had while on site. In addition to my project coordination work, I was asked to support the wider client team with ad-hoc documentation checks, this freed up a substantial amount of employee time enabling them to meet other important organisational deadlines.

Excellent organisational and multi-tasking abilities, resilience, and remaining calm under stress were all skills deployed in this project. It also called upon my natural disposition toward pro-active problem solving, building strong relationships at all levels and having a ‘can-do’ attitude.

To offer the flexibility required to meet the challenge of differing time zones, I time-blocked my work schedule reserving early morning UK and evening slots for my client, and adding UK daytime slots for catch-up meetings with European/UK-based staff when required. This functioned perfectly, enabling me to offer support and appropriately timed communications to expected response times, either at the start or end of my colleagues’ working day.

Conclusion

The project documentation was collated, checked and queries summarised for my client to discuss with both external colleagues and the major client. My client was able to complete the site visit timetable, as designated by their client, on time and in full.


If you’d like to work with Blue Hare VA Services, you can click here for more details on the services offered.

Please click here to book an introductory chat.

Do you need an Inbox Detox?

How many unread emails are in your inbox today? How much time will you spend on emails today?

Some people in my network will, I know, have hundreds… possibly even thousands. It gets to a stage when you cannot keep up, nor clear the backlog without serious intervention. Spending hours reading but not actioning…

This becomes such a drain on your productivity. According to a McKinsey Global Institute analysis, on average, 28% of work time is spent on email.

? That’s nearly a third of your day and week!

We check email on average 11 times per hour. 84% keep email open in the background while working. It becomes a form of respondent conditioning.  

As a freelancer or small business, think about your hourly rate and what that time is costing your business.

Gain Control

There are a few things you can do to actively regain control though.

  1. Unsubscribe from junk emails
  2. Have fixed times for checking emails
  3. Delete emails immediately that you don’t need to keep
  4. Use folders and filters to manage where emails are ‘filed’
  5. Have an archive folder for older emails you still need to keep

Keep Control

If you perform the above tasks, your inbox should be a lot more manageable, but you still need to keep on top of it and perhaps manage the email sender’s expectations. Here are some ideas:

  1. If you write similar responses regularly, set these up as templates in Gmail or Outlook.
  2. Acknowledge emails which need further thought or action with an expectation of your full response time. File them in an ‘Action’ folder until you can focus on the matter. Check this folder and add emails to your Tasks list if needed as a further reminder.
  3. Add a note to your email signature advising that you check emails at 11am and 3pm (insert your preferred fixed times) and if the email needs a more immediate response to call you.

Do you need more advice? Perhaps you simply want to get some of that non-earning non-productive time back? My Inbox Detox package can help. I work with you to match your inbox preferences and working habits. You might even achieve the infamous Inbox Zero, who knows?! Please feel free to book an introductory chat with me if you’d like to discuss this further.

Welcome to Blue Hare VA Services

I am pleased to announce the launch of Blue Hare VA Services from 1 May 2022.

I will be offering remote EA/PA and admin support to health & wellbeing professionals, small businesses, entrepreneurs and private individuals. I am also pleased to work with larger companies on bespoke projects.

I bring a wide skill set to my new life as a Virtual Assistant, having worked as an administrative professional throughout my career including up to C-suite level. My testimonials offer some insight into the wide range of tasks I can support you with.

Planning and organising makes my heart sing and I look forward to chatting to you about the services I offer.

If you’re ready to learn more about working with Blue Hare VA Services, I invite you to book an introductory chat.