A step by step guide to working with a Virtual Assistant

Today’s post is a primer for anyone who has ever wanted to work with me or is curious about my work process. I’m going to walk you through step by step of what you can expect from me and my work process.
 

The process looks like this:

  1. Consultation
  2. Proposal
  3. Contract
  4. Welcome/Orientation
  5. Meetings and project completion
  6. Follow up/Feedback request


 

Let’s break down each step:

Step 1: Consultation/Discovery Call

Purpose

To identify client needs, get to know the client and determine if we’ll be a good match.

How it works

You go to this page and set a date and time that works for you and I will call you. We’ll chat for 30 minutes about your business, your needs and how (or if) I can help you.

What you should know

Generally I lead this call. I have a series of questions I ask everyone to understand what they need and a little bit about their business. Also, before we chat, I do a little research about you and what you do. That way I come into our conversation with some ideas of what you might need and how I can help.

Step 2: Proposal

Purpose

to outline exactly how I can help the client. Let them know the cost and details of the service and what they need to do if they decide they want to work with me:

How it works

After our conversation I write out a proposal of services that will be beneficial to you. This is based on the needs and problems discussed. In the proposal I include cost, service description and instructions for the next step. The proposal is emailed as a PDF file.

What you should know

This proposal can be negotiated, changed and reviewed. Nothing is set in stone. You are welcome (in fact encouraged) to let me know what works, what doesn’t work and how I can make it work for you. I also offer payment plans and alternate methods for clients that meet requirements.

Interested in a discovery call?

Click here to schedule a date and time for your free no obligation session!

Step 3: Contract

Purpose

To create a finalized legal document where we enter into a binding work agreement. This outlines how we will work together and protects us both.

How it works

When a proposal is approved I take all the information discussed and write up a contract. We might skip this if the project or service is small and requires no exchange of personal data. Each contract is specific to the client, the service and our needs.

What you should know

By signing a contract you are entering a legal binding agreement with me. Before you sign, make sure to read the contract and ask questions about anything that is unclear. You can also request changes as necessary. Contracts exist to protect us both, so getting it right is super important!

Step 4: Welcome/Orientation

Purpose

I break down the specifics of how we're working together and any due dates for all parts of the project. (if necessary).

How it works

You’ll receive a PDF document with all my contact info and anything I need from you to get your project done. My job is to make your life easier so I try to be very specific. I break down everything into easy to follow bites with due dates (kind of like a homework assignment).

What you should know

Security is important to me. I only receive passwords (if I need them) through encrypted methods. Do NOT ever send passwords via email, that’s super unsafe!

Step 5: Meetings or Project Completion

Purpose

If we are working on VA hours, we’ll have regular meetings to discuss status on your continuing work. If it’s a one time project, I’ll hand in the completed project and walk you through the work and how to use it.

How it works

After completing the work, I schedule a final meeting via Skype. During our hour meeting I hand in all the work and walk the client through. When I hand in Shopify websites I walk people through the listings, shipping labels and the general functions of the site. This way the client can start using their site immediately.

What you should know

I never mark a project as completed until I have a phone or Skype conversation to the client. It is important to me to complete projects AND make them useful to the client and meets their needs.

Step 6: Follow up and feedback request

Purpose

Check in with the client and ask for feedback so I can improve for the future.

How it works

About a week after our final meeting I send the client an email. I check in to see how they are doing with the work and ask for their honest feedback.

What you should know

Feedback helps service providers like me improve services. It helps us give clients a quality product and experience. Hearing from you is super important!

And that’s it! I work to make the process as painless and as easy as possible for each client. I hope this post was useful!

Vanessa Jiménez is a virtual assistant that helps creative women across the U.S build and run handmade businesses on solid foundations. She lives and works in Puerto Rico. 

To learn how more about how Vanessa can help your business, click here

Let me help your business grow.

Find out how to make your business grow and build a plan of action to reach your goals. Click the button below to schedule a date and time for your FREE session!