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March 8, 2016 By Francis Leave a Comment

Write Or Die! End Writer’s Block Forever!

Get rid of your lazy writing habits

Every writer knows and dreads it: the writer’s block. We have found an easy and free tool that will get rid of that problem immediately. It will boost your writing’s productivity tenfold.

I was trying out a new method to boost my productivity when writing. Normally, when I am online and trying to create content for my website(s), then many distractions from my work are lurking just around the corner.

Get a virtual kick in the arse with the Write or Die web-tool

The newest method to fight writer’s block and laziness is called “Write or Die”.

Quite the name, isn’t it?

The concept is simple: you write into a web-editor, ideally without pausing. If you stop… well, there are consequences. From an unpleasant noise to your work getting deleted right in front of your eyes….

A brilliant way to overcome writer’s block.

It is the kick in the butt I definitively need to get myself going! I wish I have had this tool when I was in school or during college…

However, it might not work as well if you are easily intimidated. If did work for me though – look at what you just read:

380 words in 8 minutes.

That would never have worked the “normal” way.

Need some real motivation? Write or Die!

Write or Die Web App

Is your virtual assistant too nice to you and you just need a big kick in the ass?

There is virtual “help” and it’s called “Write or Die”

The desktop application costs 10 bucks, but its web app is free and it’s easy to use. Just type the goal you have and the time you can spend for the amount of words you want to do.

Famous saying by Ray Bradbury

There are different “consequences”. Consequences are the “stick” to drive away you’re writer’s block.
  • If you choose “Gentle mode” you will get a pop-up reminder.
  • In the Normal mode, you will hear an unnerving sound which will only stop if you continue writing.
  • Kamikaze mode deletes the content you have just written. I am sure this will give you enough motivation to continue writing.

Sounds evil?

It is! The startling sound will actually be a pretty strong punishment. Especially if the sound settings of your laptop are a bit too high and you get suprized. No more dozing off and procrastinating after that happens once, I can assure you that!

Do anything that is necessary to destroy your writer’s block. Trick yourself with any possible strategy into your most productive self.

There are different Grace Periods during which you are allowed not to write.

However, it’s simply best if you don’t ever pause your fingers.

If you choose “Evil” and not only “Strict” as your Grace Period, you’ll only have one second until the consequences kick in.

Want to try it out?

Are you sure?

Don’t say I didn’t warn you!

This is how it looks like if you stop writing…

How it looks when you stop writing!

One second into the Evil mode…

Oh No!

It gets redder and redder

The consequences are about to begin…!

The crude sound (I won’t tell you what it is, it’s a surprise!) you get is pretty surprising, but you won’t be able to handle it for long. Well, almost.

So never stop writing… or else…!

This tool works best if you have music boxes and work colleagues next to you. You will get some eyes looking at you if this music starts. I am pretty sure your fingers will never stop moving if you will have to face this social pressure.

And I am not even talking about Kamikaze consequences, where your text gets deleted word by word. Talk about fighting writer’s block!

Have mercy, I don’t want to “die”!

It is not like the creator of this tool was without mercy. Do you have to go to the toilet real quick?

OK – you are allowed ONE PAUSE.

Check it out: click on pause, and you will see this:

Write or Die pause notification

So, did you stop your desk from burning?

Did you save that child outside?

Good. Now get back to work. *evil grin*

You only have one pause. If you try pausing again, you’ll just see that “Pause only works once”

An alternative way to eliminate writer’s block: Boost your writing with a Virtual Assistant

Another method to eliminate writer’s block is to use a dictation device – like my cell phone with the Catch application – and start talking. The recording is sent to my virtual assistant and he transcribes it.

This does increase my productivity a lot. Why?

There is a social responsibility to follow through: I cannot stop and start updating my Facebook account in mid-recording. By the way, the Catch app does not allow a pause of the recording – so any awkward pauses are directly transferred to my VA…

There is more than one disadvantage of outsourcing all writing to a transcription worker, though.

  1. It costs money. Although this sort of work is one of the cheaper uses of outsourcing, this can add up. It still takes time. Not yours, necessarily, but that of your VA. The time you need to record your message should be multiplied by four or five.
  2. The result is the amount of time the VA needs to transcribe, format and proofread my transcript.
  3. Your writing style is different. When you write or when you talk, your sentences are way different.

You might have noticed this different kind of phrasing on Ideal Helper. Though generally, I review my transcripts, because they can be just a bit too awkward. Of course this revising costs you some time as well. Also, I tend to use longer sentences when talking – which are less effective for when you want others to read it on the screen.

Filed Under: Online Life Hacks Tagged With: increase writing speed, transcription, write or die, writers block, writing productivity

March 8, 2016 By Francis Leave a Comment

What To Look For In A Virtual Assistant – Start Of An Interview

Job interview managementWhat to look for in a virtual assistant is part-1 of the second interview from Stefan from Germany, who lives the Four Hour Work Week lifestyle in Thailand.

Summary:

  • Usually most VAs/providers promise higher but can’t deliver what is expected.
  • Trust building process between both parties is crucial for a long term relationship
  • Good work ethics is probably the most desirable skill an employer is looking for in a virtual assistant.

Start of the Interview:

Francis
Francis:

Hello, Stefan. We already talked about this subject and here are my thoughts about how to create confidence in a freshly hired assistant so that later on he can work with self motivated drive for you and what to look for in a virtual assistant at the first glance. That’s where we want to go, right?

stefan employer interview
Stefan:

Yes. That’s good.

Francis
Francis:

Okay. In principle, it’s important at the beginning of the working relationship that your employer has no fear from you and has the room to grow self confidence in his work. If he’s afraid of being fired all the time or something then it’s difficult. 

What’s also very important at the starting of a new working relationship is to figure out how big are the cultural barriers. Are there some? Where are they? How can you overcome them? 

In my opinion, there’s not much of a short catch around this first trust building stage. It needs regular communication from both sides and the rough approach of “Do this work or I will fire you” often does not work in my opinion. 

Please feel free to share your thoughts.

stefan employer interview
Stefan:

Yeah. I have experienced that when I’m trying to find someone who’s doing a good work. In the beginning, the promise is so very high.

You have a job and the employee, most of the time tells you right away that he can do this or that. And he will, in the beginning, most likely not say that he can’t do something. 

Francis
Francis:

Yeah, that’s natural. They need the money. That’s totally natural.

stefan employer interview
Stefan:

Yes. I understand that but this goes on for awhile. In my experience too long and often the whole working relationship is built along that.

But the promises are very high and the delivery is very low. And because they don’t want to get fired, as you said, they’d rather say that they can do it or they need more time or whatever. 

Francis
Francis:

They will come up with excuses, right?

stefan employer interview
Stefan:

With excuses instead of admitting that they are somewhere or that they’re not able to do it or whatever.

Francis
Francis:

In my opinion, this trust building goes both ways. You added that even before the virtual assistant should have the room to work and build his own confidence; he must give the employer (so us) the confidence in his work. 

So if within the first few days a virtual assistant does not deliver at all, I would be extremely careful. I would immediately let him stop working and first figure out where’s the problem.

If the problem is clearly something that he does not have the ability or the programs or anything so that he cannot do the work and that he lied to me then I would have to end the working relationship. Or, figure out a way to train him so that he still can work for me depending on the situation.

If there has been some dishonesty going on at the beginning of the working relationship from the side of the virtual assistant and, in my opinion, this happened to me personally not so often because I’m very thorough in the interview process. But if it still happens then you have to take your consequences. 

In general, there are many virtual assistants out there and many of them are highly motivated and capable people. You do not need to work with people who don’t have good working ethics.

There are many other people which have good working ethics which you can find instead. So before it gets expensive and time consuming, it’s better to end a bad start than to continue and try to fix it.

stefan employer interview
Stefan:

Yeah but the problem is that in the beginning it’s often a good start. Then you have the impression that your worker does understand the job, has the skills and he gives you feedback.

He talks with you about the job and you are coming to a conclusion together. You’ve given him job. You tell him what he has to do in the next three days and the next week. And often, he delivers the first week whatever you wanted from him.

In my case, I don’t want my worker to deliver the job. I tell him the job and he delivers the end product.

That’s how I work. I give him a part like a partial goal first.

Francis
Francis:

Yes.

stefan employer interview
Stefan:

Like the job is, for example, 3 weeks. I have estimated 3 weeks to finish it and I break it down to 3 parts, for example.

Francis
Francis:

I think the tactics of using milestones is very effective.

stefan employer interview
Stefan:

So, for example, I have a job 3 weeks. I’ll tell him after I hire him, because we had a good interview, I had the impression that you understand what we’re talking about. He could do the work and he assured me he could do the work. I give him his first milestone. 

In 1 week, you have to do this and that, this and that until end of the week. He tells me, “Yes I can do that. I come back to you end of the week.” Then I let him work because he can’t work when we were “Skyping” so I leave him alone to do work.

At the end of the week, he comes back to me with finished part of the job. It’s done but it’s not as I had imagined which is okay because we can work that out.

We can rearrange stuff and then finish it so that it’s perfect. But there the problem starts. Because most of the time after that he lacks the work ethic, most of the people.

If I’m not happy with the first milestone which most of the time I will never be happy because we just started working together; he will start taking longer and longer for easier parts of the job. 

Francis
Francis:

In other words, his efficiency drops with the time that he provides.

stefan employer interviewStefan:

Dramastically, yes.

Continue reading part 2 – Fixed Price vs Hourly Jobs

Filed Under: Interviews, Virtual Assistant for Small Business Tagged With: virtual assistant qualities, virtual assistant skills, What to look for in a virtual assistant

March 8, 2016 By Francis Leave a Comment

How To Best Use Voicemail Transcription

If you hire an assistant to help you with voicemail transcription, always remember that there is a human being on the other end. Make it as easy as possible for him to transcribe your dictation and in return you get the best results.

Say goodbye to writer’s block!

Recording a Voicemail Transcription

The main advantage of voice transcription is that you free your mind by talking easily. If you are writing, you may experience writer’s block and an empty page before you might look intimidating.

But you can always talk. Can’t you?

Imagine talking to a friend, which is the best way to create articles out of speech by voicemail transcription. If you need to create materials which contain both written elements and pictures or graphics, then you probably will prefer using good screen recording software.

9 Tips for effective transcription

  1. When you record your message, try to talk slowly
  2. Aim for half of the speed that you normally are talking with
  3. Try to take your time and think of each sentence
  4. When talking, and especially when you are recording a dictation, you tend to make longer sentences. In writing they are more difficult to read so break it down
  5. Try to eliminate exterior noise
  6. Use a quality headset
  7. Review your recording after you have finished it. Is it audible?
  8. Check for missing pieces of your recording before sending it to your virtual transcription assistant
  9. You will save some time reviewing your dictation before sending it to your virtual assistant

This way, you eliminate possible emails back and forth if you need to try to clear up any uncertainties.

The exact working style when you hire someone for voicemail transcription still depends on you.

Find your optimal talking speed for transcription

Famous saying by Tommy Shaw

If your personal assistant is really used to recordings of your voice and if they are always clear and accent free, you can feel free to talk faster. Leave it to your assistant to rewind and listen to the recording repeatedly until it is transcribed.

Don’t forget the final proof-read

A great way to proofread your transcript without losing focus is to read it out loud. Always make sure to proofread your transcripts. Sometimes the written word may look silly or too informal, for example in a letter, an email or an article which you have transcribed. You can ask your assistant to proofread your transcript for you and propose editions and corrections.

Filed Under: Transcription Work Tagged With: audio dictation, audio transcription, transcribed, voicemail transcription, writers block

March 7, 2016 By Francis Leave a Comment

Writing Content On My Mobile Phone Versus Voice Transcription By My Virtual Assistant

Recording a voicemail for transcription

Here is a story from my day to day life where voice transcription services save me tons of time.

To use the hundreds of hours that I spend commuting daily in a productive way, I started writing my blog posts on my mobile phone.

This way, the time was not completely wasted.

When compared to the effective writing speed and output I achieve when I ask my virtual assistant for voice transcription of my dictations, then my mobile phone can just pack its back and get the hell out of here.

Voice transcription is affordable

To anyone, and I really mean anyone who is writing English texts of whatever nature:

Team up with a freelancer from India or Pakistan or from the Philippines.

Transcription work can be done for you for as cheap as 1$/hour.

I’m not kidding.

Transcription services are useful for anyone who writes online

If you always wanted to

  • Write a book
  • Start a website or blog
  • Or simply wanted to be a much more active and eloquent communicator via email…

then invest this small amount and get your dream from your brain on the paper!

By the way, the prices I mentioned are for when you hire a voice transcription worker via oDesk, an outsourcing company.

7 Steps: How to get text transcribed

Here’s how to create written content super fast:

How to get your text transcribed
  1. Get out of the house. Take your mobile phone with you. It’ll do you some good to see some sun and breathe fresh air. Don’t worry, I won’t go all “New Age” on you, I’m sort of a geek anyways.
  2. Open your dictation app. Personally, I use Evernote for Android and iOS.
  3. Relax and talk into your phone.
  4. Specifically say it if you are just thinking aloud or if you are dictating.
  5. Save your recording. Send it via e-mail to the other end of the globe.
  6. Your faithful transcription expert will have it written down in no time.
  7. Review and correct. That feels easier than fighting writer’s block, right?

You’ll never go back

It’s like using Swype or other fast writing technology. Once you start getting used how fast it goes, you never want to do it the old way any more.

There are times when transcription is not useful for writing text, though:

  • When you need to write a short note to anyone that needs to be sent out now, you’ll better sit down and type it yourself
  • When you are dealing with many foreign words that will get messed up in the transcription process
  • When you’re writing down confidential information

But those are exceptions.

For books, articles, website content, emails, you’ll be faster using transcription services in most cases

Filed Under: Transcription Work Tagged With: mobile phone, transcription services, virtual assistant, voice transcription

March 7, 2016 By Francis Leave a Comment

Human vs Voice Transcription Software

voice transcriptionistHuman Vs Voice transcription software is part-1 of an interview from Stefan from Germany, who  lives the Four Hour Work Week lifestyle in Thailand.

Summary:

  • Transcription done by a human always beats transcription done by a software – No matter how good the software is.
  • When you have a human transcriber, you can freeflow with your thoughts without breaking up the transcription.
  • The better the English skills of your transcriber, the higher the quality of the transcription.

Start of the Interview:

stefan employer interview
Stefan:

What’s the benefit of having transcription via a human outsourcer instead of voice transcription software? Like (the one) I tried already, Dragon Naturally Speaking 12.

I configured it and it understands me pretty well, actually. So I’m wondering what is the benefit because Dragon doesn’t cost me anything and an outsourcer would cost me money per hour.

Francis
Francis:

Okay so let me jump in here. First of all, account the question. Dragon as a transcription software is free? Is that correct?

stefan employer interview
Stefan:

No, it’s not free. I got it and I think there’s a full feature trial. You can try it out but I just got it so there’s no problem from my side.

I only used it for a day and I found it okay but the problem was it’s still kind of like writing it like on the keyboard. It feels the same way. It’s still the same tedious work, actually.

It’s just with your mouth instead of your hands. That’s why I’m wondering if it’s so much better to talk and then transcribe it.

Francis
Francis:

Okay. So as I understand it; using transcription software, Text to Speech software, is tedious because the way you have to speak so that the transcription software understands you is not natural. 

stefan employer interview
Stefan:

Yeah, because I have to tell somebody new line (to enter a new line break) and it’s not like we are talking. It’s different. 

Francis
Francis:

Yes, I agree. I think also that is one of the main purposes or reasons I love transcription so much. So when I will record something for transcription including this interview, I will not hesitate to speak in a natural way, I will use pauses, natural hmmms and aawhs.

I would ask questions and I can, at any point in time, interject a comment like “Abi (My Transcriptionist), please transcribe this literally”, “Note to my assistant: Please insert this and that”. 

So as I’m talking, I can always when I have a new idea which strikes me, open sort of a new paragraph and tell my idea away from my head. And then continue. So you cannot free brains with a voice transcription software.

If we were doing all what we did until now which is probably already like 300 words of content. With the transcription software, we would have failed. Right?

Because it wouldn’t have gotten much further than the first typo or punctuation. Let’s not speak about putting paragraphs into the text in a natural way. A human transcriber will take care of human elements, pauses or punctuation. 

stefan employer interview
Stefan:

Ok

Francis
Francis:

Also, a smart human transcriber, let’s say high quality transcription person who has decent understanding of English could be able to separate endless sentences like this on I use right now into shorter sentences.

I have to be honest with you, in my case, I haven’t asked my transcriptionist to shorten my sentences for me. I haven’t done that. But I could do.

I assumed that I would need to invest a little bit more money in a transcriptionists which some basic editing works. But that could be done by this same person. 

Continue reading part 2 – Transcription service cost comparison

Filed Under: Interviews, Stefan Interview Tagged With: audio transcription software, machine transcription, voice transcription software

March 7, 2016 By Francis Leave a Comment

Establishing Effective Virtual Communication With Your Assistants

Virtual communication - connecting togetherLong-distance communication with your virtual assistants is part-8 of the second interview from Stefan from Germany, who lives the Four Hour Work Week lifestyle in Thailand.

Click here to read part 7– Why outsourcing fails?

Summary:

  • Daily communication from both parties is essential for successful outsourcing results.
  • One effective way of virtual communication is video instructions. 
  • Start out talking like you would talk normally and then adapt your video presentations based on the feedback of your assistant on if you make it difficult or less difficult.

Start of the Interview:

Francis
Francis:

As I’ve said before, it is very important especially at the beginning to have daily communication. Not necessarily from you to your assistant but from your assistant to you. In other words, he writes you daily emails or makes a presentation or he calls you and you take time, when you have the time, to respond to all his emails. 

The most efficient way for you to talk to your assistant, in my opinion, is video recording. If you make video screen recording, you can in a very fast way, tackle a lot of different subjects without needing to explain what you’re talking about because the assistant can see what you’re talking about. 

If it’s a designer job, you open your screen recording, point to what you like and what you don’t like. And as you talk, you open a new window – open Google, research something. Show how you would research and ask him to really closely review the videos and learn from that. 

And while you talk about when you will be available and how is he doing and what you like and what you don’t like. At the same time you open a window, you show him stuff; you show him a tool; you show him a forum where he can research and tell him, “Open an account and asks questions there. I have made great experience with this forum, for example.”

Or at the same time you have the video running, you put an E-book for the first training into the Dropbox and tell him he can find them in the Dropbox and please review it for 3 hours. This E-book will answer all your questions.

This will keep the time you need to interact with micro-managing his work to minimum. And from all the feedback I received from my assistants, they all loved video recordings. 

stefan employer interview
Stefan:

Okay. I don’t have the experience with how others think about video recording. But when I have video recording then I see, for example, I have a problem and I go to YouTube find the tutorial for something.

I’m very annoyed by people who are talking about something and they take 2 or 3 minutes by showing me this is a browser and you go there, and then click on it. Then you open it and you drag it to your screen and then you read it. Really stupid stuff… 

Francis
Francis:

Yeah. For you, it’s stupid. For someone else, it’s perhaps very useful.

stefan employer interview
Stefan:

But the very important stuff is only like 2 seconds and they skip it which is very nerve wrecking for me because I have to analyze what did he do, how did he do that? Because they skipped like 2 minutes and then he’s like what is he doing?

Then I go back and the very important stuff was 10 seconds and the other important stuff. So I want to prevent that from doing that myself when I’m doing, as you proposed, video recording.

Francis
Francis:

Yes.

stefan employer interview
Stefan:

How did I “Don’t do that mistake”?

Francis
Francis:

Since you don’t record a video to post to YouTube to get many views, you don’t do that for that reason.

stefan employer interview
Stefan:

Yes.

Francis
Francis:

But you can do it. You can publish your video right after sending it to your assistant and create some content this way if you want. But you are doing the video for the sole reason of training your assistant, so do the video as it feels natural to you.

Don’t force yourself to do it a different way than you would do it naturally. But ask in the video as you talk tell him, “Whenever there’s something unclear in this video, let me know.” 

Then adapt your style of video recording to whatever your assistant feedbacks to you. If for example he says, “Yeah, I know what a browser is and please don’t tell me to click on things. I will figure that out.” Then you make it easier. 

If you send him a recording and, for example, you open a window and say, “Yeah, you just login to your WordPress dashboard then you show the published post and you SEO optimize them.”

stefan employer interview
Stefan:

Yes.

Francis
Francis:

Then your assistant says, “What’s a dashboard?” Then, you know to make your video simpler. Then you say, “Yeah, you click on this URL (you do it). Then here is the login button. Here you find the dashboard. Here you find the published post. Here you find the draft post, etc.” Then, you know you had to go back and back simpler.

In my opinion, start out talking like you would talk normally and then adapt your video presentations based on the feedback of your assistant on if you make it difficult or less difficult.

If your assistant doesn’t tell you clearly, this is not understandable; you will find that out automatically if you can implement your instructions or not. If you cannot implement it then it’s clear he hasn’t understood it. 

If you explain more simple than he needs it then you cannot know. Then you need his feedback and he has to tell you, “Yeah, you can make it more complicated.”

But if you repeat something 2 or 3 times then on the second video, you don’t have to explain “Here’s the dashboard from WordPress, etc.” anymore. You can just say, “Yeah, review the last video if you don’t know how to do it.” Have them keep and review the videos until they know it. 

stefan employer interview
Stefan:

Yes.

Francis
Francis:

The idea is to record one time on your end as an employer and the employee has to review the video as often as needed until they are able to ask questions or ask for clarifications or simplifications.

Your job is done once when you do 1 video. The assistant’s job is done when they have implemented the work or given you feedback that they need more instructions. Then, the next video comes.

Continue reading part 9 – Discussing different types of communication

Filed Under: Interviews, Virtual Assistant for Small Business

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