Onboarding

Clients’ on – boarding

We’ll get stuff done for you!

At Scale-up Virtual Assistants, we recognize that a smooth onboarding process is important for client satisfaction and long-term relationships.

Here's a more detailed breakdown of our on-boarding process:

1. Discovery Call

Understanding the client and their pain points.
Identifying specific tasks and areas where the virtual assistant can provide support.
Determining the client's communication preferences and expectations.
Explaining the expertise, and value proposition of Scale-up Virtual Assistants.
Sending a follow-up email summarizing the discussion and outlining potential solutions.
Documenting the client's needs and preferences for future reference.

2. Scope Evaluation

Defining the tasks, setting clear deliverables and deadlines for each task.
Estimating the time required to complete each task and hence the cost.
Assessing the necessary resources, tools, and software.
Determining the appropriate virtual assistant package or hourly rate. The package will include the cost of the paid tools and softwares.
Drafting and sharing a detailed contract with the client that outlines the scope of work, deliverables, timeline, and pricing. If in agreement with the terms of the contract, the parties will append the signatures.

3. Setting Up Platforms

4. Ongoing Engagement

Scheduling regular check-in meetings to discuss progress, address any concerns, and provide feedback. Maintain open and transparent communication.
Tracking the virtual assistant's performance and ensuring they are meeting expectations.
Soliciting feedback from the client and virtual assistant to identify areas for improvement.
Making necessary adjustments to the scope of work or processes to ensure client satisfaction.

5. Payment

Clearly outline payment terms, including invoicing frequency and payment methods.

1. Hourly Rate:

The clients pay for the actual time that the VA takes to finish the tasks.
It is ideal when the client’s needs fluctuate from week to week, the time required to complete a
task is difficult to estimate, for projects that have a defined start and end but an uncertain time
commitment and when clients need occasional help.

2. Monthly Retainer:

Clients pay a fixed monthly fee for a predetermined number of hours.
It is ideal for consistent and ongoing tasks such as regular bookkeeping and social media
management, when a client requires core business functions to be handled and when a client
requires a dedicated amount of time from a VA.

3. Project-Based Pricing:

Clients pay a fixed fee for the completion of a specific project (e.g., setting up accounting
software, preparing financial reports).
It is ideal where there is a clear scope of work (deliverables and timeliness) and the cost of
doing the work is known to the client.

4. Tiered Packages:

Combine elements of hourly rate, monthly retainer and project-based pricing to offer bundled services at different price points. For example, a monthly retainer of up to 20 hours a month and then an hourly rate.

Free Consultation

Making Virtual Assistance Virtually Pain-Free

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Unlock A World Of Expertise

Administrative and Operational Pain-points

Inefficient utilization of digital scheduling tools, lack of workflow automation.
Scale-up Virtual Assistants Solution: Implementation of calendar management systems. (e.g., Google Calendar, Calendly), automation of appointment reminders and follow-ups using tools like Zapier, time-blocking and task prioritization using project management software (e.g., Asana, Trello).

Manual data entry, lack of document management systems.
Scale-up Virtual Assistants Solution: Implementing cloud-based document management systems (e.g., Google Drive, SharePoint) with version control.

Inefficient email filtering, lack of email automation.
Scale-up Virtual Assistants Solution: Setting up advanced email filters and rules based on sender, subject, and keywords, Implementing email marketing automation platforms
(e.g., Mailchimp, HubSpot) for bulk communication.

Manual bookkeeping, lack of integration between financial tools such as HoneyBook etc.
Scale-up Virtual Assistants Solution: Proficiency in cloud-based accounting software (e.g., QuickBooks Online, Xero), automating bank reconciliations and financial reporting.

Keeping track of numerous tasks, deadlines, and dependencies.
Scale-up Virtual Assistants Solution: Setting up and maintaining project management
tools (e.g., Asana, Trello, Monday.com), creating and assigning tasks, setting deadlines, and tracking progress, generating regular task status reports.

Disparate data storage, lack of standardized workflows.
Scale-up Virtual Assistants Solution: Implementing cloud-based storage solutions and establishing standardized file naming conventions, developing and documenting standardized operating procedures (SOPs), workflow automation using tools such as
Microsoft Power Automate, or similar tools.

Lack of clear communication leads to misunderstandings, delays, and errors.
Scale-up Virtual Assistants Solution: Facilitating communication between team members and stakeholders, scheduling and organizing project meetings, documenting and distributing meeting minutes and action items and managing project related email
communications.

Inadequate risk identification and mitigation.
Scale-up Virtual Assistants Solution: Gathering information on potential project risks, maintaining a risk register and tracking risk mitigation efforts.

Difficulty in keeping stakeholders informed and engaged.
Scale-up Virtual Assistants Solution: Maintaining stakeholder contact lists, distributing project updates and communications and assisting with stakeholder feedback collection.