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Brave New World For Broadband Users
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There is now a new breed of companies that offer internet secretarial services. Many of these are based abroad, particularly on the Indian sub-continent where access to cheap local labour has resulted in typing ‘factories’ being established. These facilities are used mainly for basic data-entry and word-processing as well as tele-marketing and call-centre operation. The specialist terminology used by a sector specialist dictator will invariably mean that the quality and accuracy of the transcribed work from overseas does not match that of an experienced secretary. Time spent editing and proofing returned work will soon eliminate any initial wage-cost savings and can create additional frustrations. Vanessa Phillips, Managing Director of OutSec.co.uk, discusses the increased usage of online typing facilities over the last six months, the pitfalls to look out for when choosing the right online typing company and the huge benefits that can be gained when all runs smoothly. ===================================== Finding a secretary with specialist knowledge who can type in a fast, accurate and cost-effective manner is not that easy. More prevalent in the cities, but expensive, document production by secretaries is fast being seen as an unjustifiable expense. More and more dictators are looking for an alternative solution to their typing needs. The dictator can develop individual keyboard skills but it is still a lengthy and ultimately poor use of a valuable resource; their own time. In the past few years various alternatives have presented themselves, with voice recognition (VR) particularly being heralded. However one credible option has developed with dictators turning to the internet for a typing solution. Being able to access a highly qualified British secretary, when needed, to type was once just a dream. It is now a reality through online transcription companies. Typists offer their services to clients who submit dictated work in a digital format to a website. It is no longer necessary to record on physical tapes, be at the mercy of an increasingly unreliable postal service and then wait several days for work to be completed. Instead, it is entirely practical to dictate the work in the morning and have it back in the afternoon. For those who opt for the modern technology route, there are immediate benefits in utilising an online typing resource. Quicker turnaround and higher earnings potential are clear. Less obvious paybacks are the elimination of employment issues, immediate real-time access 24 hours a day, office space savings and a general reduction in processing costs. The rapid spread of broadband internet connection combined with a drop in the cost of digital recorders to under £100 now means that access to an internet secretary is a practical proposition for anyone with a computer. The technology is the same as a digital camera in that the files are downloaded from a hand-held recorder onto a PC and then sent through the internet. The method of file transfer varies from a basic email attachment to sophisticated systems which move files directly to secure password-protected areas on websites. Work is transcribed into templates, normally in Microsoft Word, that replicate the client format exactly. The completed report is then returned by email or webpage to be printed out by the dictator or his secretary. There are many other factors to take into account when considering an online secretary: · Reliability of the typist; does the work go to the same typist every time? · Reliability of the service; does the system depend on email which is unstable? · Support and contingency cover; do you have someone to talk to if things go wrong? · Time-zone differences; can you submit the work at any time? · Software installation requirements; do you need to install additional software and will it clash with existing systems? · Client confidentiality and security; is the work encrypted and do the typists sign confidentiality agreements? · The pricing structure and hidden fixed costs of access; is there a minimum charge for using the service? It is clear that online secretaries are now an accepted and legitimate way to process document production. The ability for a company or individual to gain access to a highly qualified individual on an ad-hoc basis is very attractive. With the increased wage cost and added administrative burden of employment making in-house staff look expensive, the forward thinking dictator will ensure that the online secretary continues to prosper.
Vanessa Phillips, OutSec |
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