|
Frequently Asked Questions (FAQs)
If you have never outsourced your secretarial/admin requirements before you probably have a number of questions that require answering. Below you may find answers to some of these questions. However, if we have not managed to answer your queries here, please do not hesitate to contact us and we will be happy to help.
We have never outsourced before, how does this work?
Simple! You send us the work that needs completing via fax, email, post etc. The work will then be completed according to your criteria and within timescales agreed and returned in the most appropriate method. If required, work can be sent for approval prior to final presentation.
Subject to your location, we may also be able to offer a collection and delivery service.
We have tight deadlines, can you keep within these?
Yes, East Coast Secretarial Services will never undertake work which cannot be completed within the agreed timescales.
I currently do all this type of work for myself, why would I need you?
By doing these tasks yourself, how effective are you? The time spent doing the administrative work yourself is probably time better spent doing chargeable work, building and developing your business.
We are a large company and already have a Secretary/PA, why would we need to outsource?
There are many reasons why you may consider to outsource. What happens when your secretary/PA takes annual leave or is off sick? Does the work just pile up awaiting their return, or do you use temporary agency staff?
If the work is left to pile up, your customers may be left wondereing why they have not heard from you which may result in lost business. If you use temporary agency staff, how much is it costing you and how much training will need to be provided before the work is being carried out effectively? Perhaps your business has peaks and troughs or you are submitting tender documents for one-off projects? Maybe your regular in-house secretary becomes overwhelmed with the last-minute / urgent tasks leaving the day to day work building up until the day comes when this work also becomes urgent.
Do you ever have extremely confidential work that you would prefer no employee to see - send it to us, we provide a completely confidential service.
We are not local to you, does this matter?
No, we can accept work from anywhere in the world by whichever means is best suited to you, i.e. post, fax or email.
How long is your quote valid for?
All quotations are valid for 14 days from date of issue.
Do you work normal office hours?
Our normal office hours are 0800 - 1800 hrs Monday to Friday. However, for urgent work we are happy to discuss your requirements and work with you to ensure your needs are met. We are very flexible.
What procedures do you have to protect and back-up my work?
All work is saved on hard-drives and we also back-up this data on a daily basis. We have anti-virus software which is automatically updated daily. All outgoing emails and any associated attachments are automatically scanned prior to sending.
How long does it take to transcribe a tape or recording?
Generally, a one hour audio recording which is of good sound quality and well dictated, will take between 4-5 hours to transcribe. Poor audio quality or microphone positioning, the number of people speaking, foreign accents etc., will substantially increase the length of time taken to transcribe a recording.
I have never used dictation equipment before, what tips if any could you give me?
Speak clearly, spell any unusual names or technical terms. Make sure there is no background noise as microphones tend to pick up even the slightest noise which may result in poor audio quality. If you are particular about punctuation, dictate your full stops, commas and new paragraphs etc. Otherwise, we will place these into the transcribed work where we feel they are appropriate. Avoid using Voice Activated recording, these methods of recording often miss the first couple of words of a sentence.
I only want a few things typed, and not necessarily on a regular basis, can you work with that?
Yes of course, no job is too large or small. We are happy to work with individuals or large and small businesses requiring ad-hoc secretarial assistance.
Do you offer a collection/delivery service?
Yes, within a 10 mile radius of Woodbridge, Suffolk. Please contact us for rates.
Can we meet to discuss our requirements?
Yes of course, we would be pleased to meet with you at your premises at a mutually convenient time.
Do I have to sign a contract with you?
All major work undertaken is subject to acceptance of our general Terms & Conditions (available on request). Before any work is accepted we also ask that you complete a 'Booking Form'.
How is payment made to you?
On receipt of invoice by BACS transfer or by cheque with valid bankers card. Monthly retainer accounts can be established under mutually agreed terms. For one off and ad-hoc projects, payment is required immediately upon completion. Regular Clients may choose from two payment options (ask for our Terms & Conditions).
For projects where the quotation is over £50.00, we request a 50% deposit.
| 
FAQ
