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Tips for Responding to RFPs
By Janice D. Byer, CCVA, MVA
Docu-Type Administrative & Web Design Services

One of the most daunting and stressful tasks professionals in the service industry face is how to correctly respond to Requests for Proposals (RFP) or Requests for Quotations (RFQ) in such a way that there will be a chance that you will actually get the contract.

Compiling a response to an RFP is more than just including your name and "I can help you" … that just won't cut it. With a little effort and common sense, you can develop your own professional proposal in your own style.

Before you even begin typing your proposal, there are a number of things to do first and things that you need to consider to create a winning proposal.
First and foremost, be sure to read the RFP carefully. Prospective clients will quickly put your proposal aside or delete it if you can't even follow the instructions that they have specified or offer responses to their specific inquiries.
If possible, do a little research on the person who submitted the RFP. Most online RFP forms allow the person to include their website address. Visit their site and see what you can find out.
Jot down any notes as you go along. If they have requested that bidders evaluate a website or a file, be sure you do that thoroughly making notes as you go.
Determine if you can take care of all of the aspects of the quotation request. If you feel that you may need to sub-contract some of the work, be sure to check with your network of associates to determine first if they have the skills and second, if they have the time.
Set aside enough time to fully prepare your proposal and in a timely fashion. Responding within 24 hours is recommended unless there needs to be extensive research that the potential client is aware will take time to compile.

With the information you gathered doing the above steps, it is now time to compile and enhance it all into a draft copy and then into a winning proposal. We will get into how to finalize the draft later.

Your proposal needs to be formatted in a professional and organized manner. The first thing to include is the date of your proposal and the contact information of the recipient. Format it similar to writing a formal letter to someone.
Introduce yourself and include why you are contacting them. The reason for the email should also be in the subject line if you are sending the proposal by email.
Refer to the RFP now and mention what they requested. Including a copy of the original RFP at the very end of your proposal if possible and then you can refer to it in your response and your recipient can be reminded of what they originally requested.
Outline your experience in relation to the task(s) or project(s) that the client needs help with. Provide a brief outline of your work and educational experience, including the number of years you have been doing similar assignments.
Explain how you can help them. Outline the tasks and procedures you will follow. However, don't overdo the explanation. If you ramble, they may grow bored of your response. Not to mention, they want your help with the project and if you provide too much detail, they may decide they can do the work themselves following your instructions.
Add in any extra information to enhance the proposal and show the client that you are willing to go beyond the call of duty.
Properly estimate how long the project will take to complete and what the cost will be to the client. If the project is best quoted at a bulk rate, provide this type of format.
Be sure to include any additional charges that may incur so the client is not surprised when the final bill comes.
Once you have compiled your first draft, it is now time to refine your information and ensure you have included all the requested and required data and that it is formatted in an organized and easy to follow and read document.
Read over your entire proposal making any necessary changes and add in any missing information or enhancing it.
There is so much more involved in putting together a response to a Request For Proposal that it will not all fit in one article. We invite you to visit our website and pick up a full copy of these tips in our new eBooklet, Tips for Responding to RFPs at http://www.docutype.net/booklets.htm .
Be sure and sign up for my seminar at OIVAC!!

Janice Byer, owner of Docu-Type Administrative & Web Design Services (www.docutype.net) is a Certified Canadian Virtual Assistant (CCVA) and a Master Virtual Assistant (MVA) and author of a library of ebooks to help you build your business, including How to Set Up & Start Your First Blog. More information, including a comparison of blog software, can be found at http://www.docutype.net/business_ebooks.htm.

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Oh No! Not Again!
By
Clara D. Fyffe

This article is far from easy, my friends. Every time I start it, I just get more and more frustrated and aggravated. Let me try again.

I wrote an article some time back on the importance of frequent data back-ups, keeping clean and clear copies of all business receipts and other business files, and purchasing more than adequate business insurance.

I told you how important those were to me after my home and office - and everything therein - were destroyed by a tornado in late 2002. It took nearly a year, since all paperwork flew away with the wind, but my insurance company, State Farm, trusted me, and my entire office was replaced.

Following that devastating experience, I felt insecure and fragile. I mean, it wasn't likely that I'd suffer such a major loss again, but my agent recommended I revise my business insurance into a separate plan all its own.

At the time of the tornado, my business insurance was classified as a "$20,000 Rider" tagged onto the tails of my renter's insurance policy. Good fortune was with me because my non-business household losses totaled slightly less than what I was insured for, leaving that $20,000 business rider intact to use for replacing my office. Had the household losses been more than the insured amount, the money from my business rider would have been used to pay the difference, with no guarantee there'd be anything left for the office.

My agent and I spent quite a bit of time drawing up a brand-new, extensive, and completely separate business policy to cover my newly-equipped office within my new residence. I learned loads of information as to how to list individual items, how to manage and save every single receipt, what paperwork to copy and save in an off-site location, how detailed income sheets should look, the layout of the office, and much more, including whether or not I preferred full replacement value for my equipment. YES! You do!!!

I hadn't given much thought to my new policy except to be sure I paid my premium on time each month. I was certain I'd never suffer another catastrophe. Yeah, right! I am sure now that "Murphy" enjoys playing with me!

A few months ago, during a bad electrical storm, a lightning strike hit. I didn't worry right off because I had all my equipment plugged into two heavy-duty, high-end UPS's (Uninterrupted Power Supply units) to protect my office equipment. Aside from my in-office computers, etc., I had also just plugged my Mac laptop directly into a UPS for a re-charge - about two minutes before the lightning struck.

Suddenly, both computers, two external hard drives, my Dymo LabelWriter, two 7-port USB hubs, and a couple other items went black. Completely dead. Kaput. Ruined. Of course, all my data was lost, too.

Since my UPS units were deep beneath my desks, I didn't notice that one was flashing its lights, indicating it was on the fritz. Therefore, when the lightning hit, that UPS afforded no protection whatsoever. Everything that was plugged directly into that UPS or was attached to something that was plugged into it were totally and completely fried!

TIP 1: I've found out since this mess that UPS's, even the very best, only have a usable lifespan of up to 5 years, and their batteries should be changed every two years.

TIP 2: By the way, having all my equipment plugged into high-end UPS's, even though one failed, helped push my claim through because it showed the company that I had done my best to protect my insured items.

Again, I had to go through reams of paperwork, documenting each and every piece of equipment, drawing a detailed configuration of my office (that was hard!), and finding reputable companies to check out each item. They, in turn, sent causes of failure and current replacement costs to my Claims Agent who, then, sent individual checks made out to me only, to do with as I pleased.

Each check would be a certain very small percentage short of the actual replacement amount. If I chose to replace an item, I would spend their total allowed amount, fax them the receipt, and within two days I would have the balance of the check! But it was my choice whether to replace an item or keep the money.

All postage costs to send items back and forth to vendors were paid in full. And, one of the best surprises, this time they paid big to try to recover my data from the burned out drives! Only 60 percent was recovered, but that's better than none, and that company sent the recovered data back to me on a brand-new external hard drive - free of charge! Oh! And the policy pays for loss of income, too.

There's still more to be done, but I've written this article to beg you all to DO use good UPS products to protect your equipment and to pull out your business insurance policies, meet in person with your agent, and go over that policy with a fine-tooth comb! Make sure you are covered to the fullest extent possible and make sure every single item is written clearly and completely.

I never thought I'd be hit by disaster twice in only 5 years. Trust me. You just never know!

Clara Fyffe

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Pre-Paid Legal: A Good Resource - An Excellent Business Opportunity
by Shari Shipman, Pre-Paid Legal Independent Associate

As we all know, Virtual Assistants are in a very opportunistic position these days. There aren't many industries that allow you, as the business owner, to communicate with such a variety of different occupations. Because of that, the sales and marketing of legal service plans and identity theft protection is growing in numbers.

I am a prime example of this particular circumstance. I am a VA working in Reno, Nevada through my company, Smart Solutions. Last year, I purchased a legal service plan and the Identity Theft Shield from Pre-Paid Legal, an NYSE company offering comprehensive legal assistance on a month-to-month basis. Coverage plans vary from family-based to those tailored for specific industries and employee groups. Among the benefits offered are legal consultation on an unlimited number of personal or business matters, will preparation, and more. A companion service is the Identity Theft Shield. Think you're not at risk? Unfortunately you are!

I was so impressed with the service I received with Pre-Paid Legal that I became an Associate with the company so I could offer the services to individuals I meet through my business contacts. VA's working in the real estate and mortgage markets are in a particularly advantageous position, since some of the legal service plans offered by Pre-Paid Legal are related to those industries. Actually, it's hard to find market that would not benefit from the services offered by Pre-Paid Legal.

Whether the VA uses Pre-Paid Legal as a business and household resource or as a business opportunity selling the service, having the peace of mind knowing that help and advice is just a phone call away is very reassuring. Think of that Verizon commercial with people standing behind you describes the feeling of having a Pre-Paid Legal membership for your family and business. They will always be there when you need them.

If you would like more information about Pre-Paid Legal and the Identity Theft Shield, please contact Shari Shipman, Pre-Paid Legal Independent Associate, 775-848-5178 and smartsolutions@clearwire.net.
__________________________________
Shari Shipman is the owner of Smart Solutions, a graduate of the University of Virtual Assistants, and a member of the IAVOA.

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Outlook Productivity Tips: Sharing Outlook Items
by Andrea Kalli

Ok, picture this…you like to keep track of correspondence, projects, issues, etc. regarding your contacts. You want an easy and simple way to document these things. You don't want to buy new software, and you certainly don't want to have to stop and take the time to learn it. After all, it's not rocket science.

Enter, Outlook Journaling.

For the sake of simplicity, Outlook Contacts and Outlook Journaling provides a VERY easy and flexible way to document whatever you want. It's a great way to utilize what you've already got on your desktop.

It really doesn't get any easier than this.
To see how this can be done, check out the video.

My video tutorials, "Outlook 2007 What's New" are ready for purchase at Premiumcast.com. $17.95 US for 22 videos and approximately 2 hours of full tutorials.

Provided by Andrea Kalli Virtual Trainer and Assistant, LLC. Productivity training, support, and customization for Microsoft Outlook and SharePoint users. Come visit our website at www.virtualassist.net and feel free to contact me at akalli@virtualassist.net. Get your SharePoint user training two ways: Our video training via www.digbizbooks.com Live online workshops via www.uofvas.com View my business blog at http://virtualassist.typepad.com View and subscribe to my training calendar at http://www.trumba.com/calendars/akva Thank you and have a great day! Andrea Kalli

Click here to view Andrea's helpful videos from these tips!
Andrea Kali is a virtual Trainer and virtual Assistant. Visit her website at virtualassist.net

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Working on the Fly
by Kathy Ritchie

Recently, I had occasion to be out of the office, but still needed the ability to work with clients. Thank goodness for wireless technology.

I brought my T-Mobile Pocket PC Phone, with the wireless keyboard, and went to work. Not only did I have the ability to take calls, I could surf the net and also type this column.

I realize the system I'm using for wireless working isn't the latest on the market, but it meets my needs perfectly, and it was very affordable, since I purchased it on eBay. (Be careful of shady sellers though and ask plenty of questions, and make sure the seller has a return policy.)

As many of you know, I am a gadget addict. Actually, my friend, Janice Byer (Docu-Type Web Design & Administrative Services) calls me the Gadget Queen, lol. My point is that you don't always need to have the latest thing if you're patient and can find ways of making the gadget fit your needs. In this case, my need was to have one piece of equipment fill two roles - anything that lightens the load is a plus! A bonus is also that the system is much more upgradable than my last PDA, which wasn't at all.

Finally, be curious, be cautious, but be open to gadgets that aren't the 'hip' items, you can save money and still get the job done.

Happy Gadget-ing! Kathy Ritchie, Editor

Update: Just this week I was able to get a really good deal on a new PDA/phone (next to nothing!) when my wireless contract was up. Now I'm using an HTC Wing, which has all the bells I could have hoped for. My only hint of an issue is that the integrated keyboard is a bit small - but that could also be that it's new to me. Main thing is that I'm able to be "connected" one of several different ways.

Have a great May! Kathy Ritchie, Editor

Windows Mobile Software Recommendations:

JetCet Print 5 by Westtek.com a really great tool to print using wifi or Bluetooth

IM+ Messenger, it allows connectivity with AIM, MSN, Yahoo, Jabber, ICQ, GoogleTalk and MySpace

Handango InHand: Get the latest software offerings right in the palm of your hand. Available at
Handango.com

Good Mobile Sites are: rssheraldmobile.com
Mail2PDA.com
Mapquest.com/pda/
Mobidock.com
Aws.com/palm/ (weather)
Wap.ebay.com
Google.com/pda
Pocketpcmag/mobile/

Kathy Ritchie, Editor

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Double Click to Exit
Are you currently using MS Excel 2007?

Do you sometimes notice that when you click the red X in the upper right corner of the title bar, Excel simply closes the workbook, but leaves the program running?

You've probably found that you actually have to click the red X again to get out of Excel, right?

Well, I don't know about you, but that drives me crazy! I liked the quick escape hatch better. You know, you click the red X and Excel closes everything, asking you what to save along the way. So, what was the problem?

Well, after quite a bit of experimenting, I finally stumbled upon the reason for this weird behavior.

It seems I only experience this problem when I have a hidden workbook. When I use the red X while a workbook is hidden, the program doesn't close with just one click. But, if all the workbooks are unhidden, it functions just as it always did.
So, it seems your only recourse is to never keep a workbook hidden. Or, is it?

I found that, once again, the Quick Access Toolbar saves the day!

If you use hidden workbooks and still want a swift exit, give this a try.

First, click the down arrow to the right of the Quick Access Toolbar and choose More Commands at the bottom. You'll then be taken here:
Choose All Commands in the Choose commands from field.

Scroll down and find the Exit command.

Use the Add button in the middle to move it to the command list for the Quick Access Toolbar on the right.

You can then use the up and down buttons on the far right to place the command in the location you desire.

When everything looks good to you, simply click OK.

Voila!

So, the next time you have hidden workbooks and try to exit Excel, just click the Exit button on the Quick Access Toolbar instead of the red X and you'll be out of there with just one click! ~ April

Worldstart.com

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