In today's fast-paced business landscape, entrepreneurs and business owners are constantly seeking ways to optimize their operations and boost productivity. Virtual assistants (VAs) have emerged as valuable assets, offering flexible and cost-effective solutions to manage various tasks. At our virtual assistant outsourcing agency, we prioritize delivering exceptional services tailored to each client's unique needs. Our client journey is carefully crafted to ensure a transparent and comfortable experience, from the initial discovery call to signing a renewable one-year contract.
Step 1: The Discovery Call - Finding the Perfect Fit
Our experienced representative listens attentively, ask relevant questions, and address any concerns. They also record the discovery call so as to draw any useful pointers even after the call. If you may not be comfortable with this we would only record an audio as opposed to a video. This approach allows us to gain valuable insights into the client's unique needs and expectations, ensuring that we match them with the most suitable VA from our talented pool of professionals.
Step 2: The Follow-Up Email - Tailoring the Offer
The follow-up email includes a detailed quotation for the specific services requested during the discovery call. Our pricing is transparent and flexible, ensuring that clients understand the value they will receive from our VAs. A part time VA ranges between 40K-60K per month depending on the scope of work you have shared. We also provide various service packages to cater to diverse business needs, empowering clients to choose the option that aligns best with their objectives and budget.
In our follow up call or email we share the profile, resume and contact of the VA who is a match for your needs and is ready to be onboarded by you or your team. You will then need to share with us when you would like to start with our VA and how you would like to communicate with them.
Step 3: The Paid Trial Week/Month - Experiencing the Difference
During this paid trial period, the client collaborates closely with the VA to delegate tasks and assess their performance. A strategy call at the start is advised where you share the first tasks for your VA. We encourage open communication and feedback, as we value both the client's satisfaction and the VA's growth and development. You can forfeit the services at any point if unsatisfied with the outcomes. Every week your VA will share a detailed report of the week's deliverables and you will also receive an invoice from us. Yes, we bill weekly in this trial period.
Step 4: Signing the Renewable One-Year Contract - Building a Long term Partnership
If the paid trial week/month proves satisfactory, we proceed to sign a renewable one-year contract. This step marks the official beginning of a mutually beneficial partnership between our agency and the client.
Our renewable one-year fixed contracts exemplify our commitment to providing consistent and reliable support, fostering a strong sense of trust and reliability. Throughout this partnership, we continue to maintain open channels of communication, ensuring that the client's evolving needs are met and exceeded.
Before Your VA starts
Orientation:
•Add your new VA’s details to relevant company email lists and team calendars (e.g. weekly team meetings)
•Provide any tools, softwares, logins the VA needs to do her job
•Advise VA what email they are expected to use
•If the VA is required to use company email, please provide them with setup details
•Prepare list of tasks the VA will need to complete for the week
•Prepare list of tasks the VA will need to do on their first day
•Indicate the priority task
Training
•Provide VA with any training materials they need to read before their first day
•Provide VA with access to any processes and procedures they can familiarise with
before they start
Communication
•How often would you like your VA to update you everyday?
•Which communication channel would you like them to update you with, for example
email, voice msg, project tool, FB, Skype etc?
•When would you like to do a meeting with VA? (At least once or twice in the first week
is recommended)
First week/month
The VA builds knowledge of internal processes and performance expectations; feels settled into the new work environment. You both are getting a bit more comfortable and your VA is actively learning about the company needs, and building stronger relationship with their manager/peers.
•Discuss a training plan for processes and/or systems relevant to the job role.
•Schedule catch-up to review progress, clarify any further questions and provide feedback
•Review training plan progress and revise where needed.
•Schedule and conduct weekly one-on-one meeting for first 4 weeks
- Gradually give VA additional responsibilities and projects that are challenging and doable
- Revisit performance and determine whether you would like to go on with them for a longer period {6 months/ a year}
After the trial Period
The VA is becoming fully aware of their roles/responsibilities, can work independently and produce meaningful work. They can contribute to new ideas, processes,improvements and feel fully integrated into the company in the long run.
•Continue to have regular one-on-one meeting (weekly or fortnightly)
•Conduct a three month performance review
•Discuss performance and professional development goals.
•Give VA additional responsibilities and projects that are challenging and doable
•Have VA shadow you in meetings or email conversations to give them exposure to
others and learn more about department and company
•Ask VA to assist in creating processes for the work they are doing and automate tasks more
•Review training plans and needs
•Celebrate successes and recognition of VA’s contributions
•Continue providing regular information and formal feedback
We hope you found this client journey mapping useful in your decision making process on hiring a VA. To book a discovery call with us please use the contact information we have provided. We would for you to start thriving through the art of delegation!
