you were made for more
work only in your zone of genius and we’ll work in ours
Too many business owners get stuck working in their business rather than on their business, which means you spend too much time working in the mediocre zone rather than your zone of genius.
Spending too long in the medicore zone will stifle your growth, question your motivation and result in burnout. We want you to maximise your impact and income, so you can do what you were born to do.
We truly believe in the value and return on investment of a virtual assistant. If you are serious about growing and scaling your business with a team, we are serious about supporting you to take your business to new heights.
Our starting package is 40 hours a month. If you just want someone to handle menial tasks, you can find that elsewhere.
We focus on fewer clients per VA and that in turn means we can build deeper more meaningful relationships with our clients. We can really get to know them and their business. You get a VA that isn’t distracted or overloaded working with 15+ clients a week. Instead you get a VA that is focused and bringing their A Game everyday.
how we can support you
- Review of the key systems needed to run a business, including customer service, billing, communication, back-ups, marketing, follow-up and delivery
- Creation of processes, tools and players for key systems within the business
- Implementation of automated business tools & software to manage various systems
- Creation and maintenance of your Standard Operating & Procedures (SOP) Guide
- Management of all client payments and collections process
- Management of systems access and login information
- Ensuring there is an effective backup system in place for all information (including the business owner’s computer!)
- Establish decision making guidelines for team members
- Review content on all websites to look for outdated or incorrect information
- Managing all updates to website content (either themselves or by hiring a technical VA)
- Managing the creation of any new websites
- Finding and managing web/blog designers, graphic designers and copywriters as required
- Setting up everything “behind the subscribe button” for list building
- Setting up everything “behind the buy button” for purchases
- Testing all links, forms and buy buttons on the website to look for errors and inconsistencies
- Ensuring Google Analytics (or some other statistics program) is in place on all websites
- Ensuring the social media applications/plugins are in place
- Sourcing testimonials for inclusion on web pages (as required)
- Setting up a store page that lists all your products/offerings
- Creation of a project plan, including timeline, process, people and other resources
- Setup and maintenance of an online project management tool
- Delegating details of the project to various team members
- Communication of project status and ongoing details to all players
- Following-up with players as necessary to ensure that “stuff gets done” on time
- Managing the budget for the project
- Handling challenges for the project as they arise, with a focus on finding a solution quickly
Revenue Stream Management
- Manage the production and completion of revenue streams including books & workbooks, multimedia products, membership programs, Virtual Events, Live Events, Coaching Programs
- Manage the setup of any applicable tools or software for different revenue streams (i.e.: setting up a membership site using WordPress & WishList Member)
- Manage the deliverability of revenue streams (i.e.: setting up a download page for an ebook)
- Ensure customer service is in place to support each revenue stream
- Ensure that systems are in place so that new clients get immediate access to their purchases
- Setup of fulfillment for any tangible/shippable items
- Manage the ongoing maintenance of revenue streams
- Review revenue streams on a regular basis to look for outdated information or opportunities to refresh/relaunch
- Coordinate with affiliate and JV partners as required for cross promotions
Business Metrics and Reporting
- Keeping track of key statistics for the business on a weekly & monthly basis
- Setting up a reporting system that includes what to track
- Analyse metrics and discuss trends in monthly strategy sessions
- Email Marketing Management
- Video/Audio Marketing Management
- Publicity/PR management
- Being a community concierge to the online course groups in facebook/membership site
- Social Media Management
- Team Management of various marketing tasks
- Creating simple marketing images such as banners, advertisements, memes, etc
- Review and update all Autoresponders
- Review and update your freebie(s)
- Work with business owner to establish details for their affiliate program
- Setting up the affiliate program in the shopping cart
- Setting up a resource page for affiliates
- Coordination of promotional materials for various promotions
- Keeping in touch with affiliates to advise of upcoming promotions
- Follow-up with affiliates as needed to support their promotions
- Managing payment of affiliates
Manage your Launches
- Setup a launch plan based on strategy from the business owner
- Ensure that key players are in place for each stage of the launch
- Establish a clear promotional schedule for each phase of the launch
- Work with a copywriter for launch materials (if necessary)
- Work with affiliate partners
- Manage creation of the sales page
- Keep everyone on task throughout the launch and stay on top of any “dropped balls”
- Support the business owner as needed throughout the launch
- Be “on call” the day of the launch to take care of any urgencies/changes
- Update all websites and other marketing materials after the launch
- Ensure that the offering itself is delivered as promised
- Identify team needs based on current business goals and projects
- Create measures of success for the role
- Determine what type of specialist would be the best fit
- Craft job posting/details
- Blast opportunity out there via various networks
- Filter initial responses and review portfolios
- Setup interviews
- Narrow choices after initial interviews and request proposal
- Setup second interview (if necessary)
- Check references from other clients
- Review proposals from preferred candidates
- Making the offer to selected candidate
- Ensure there is a signed contract in place for all hires
- Create communication plan with new team members
- Get them proper information and/or training for their role
- Regular reporting on measures of success for their role
- 90 Day Review (for long term) or End of Project Review (for project only)
- Keeping the team motivated in their work
- Handling team challenges as they arise
- Managing the team budget and expenses
Speaker Engagement Management
- Preparation of Speaking Kit
- Reviewing speaking requests on behalf of the client
- Confirming details of speaking agreement
- Coordinating details with Host
- Managing Travel
- Preparation of all speaking materials in advance
- Ordering of any products to be sold on-site
- Onsite management (as required)
We specialise in leadpages, ConvertKit, Asana and WordPress Websites
VA Service Packages
- New to outsourcing but ready to make BIG changes fast for real growth.
- Seasoned delegator, ready for a part time VA and wanting more.
- Ready for a full time VA to take your business to the next level!
INCLUDED IN EACH PACKAGE:
Telephone, Email and Chat Access to your assistant daily
Access to your own Client Dashboard
Monthly 60 Minute Business Strategy and Planning Session with Emma
ADDITIONAL PRICING INFORMATION
- All retainers will be invoiced in advance at the beginning of the month and our payments terms are 7 days.
- Time recording software is used to track the actual minutes we are working in your business, so you can see how we spend our time.
- Additional services such as postage, stationery, printing, copying, mileage will be charged at cost.
- Prices will be reviewed on 1 December each year.
Please note that we only provide our services on a virtual basis. We do not provide call answering services and any onsite requirements need to be discussed.
frequently asked questions
what is a virtual assistant?
A virtual assistant is a self-employed professional who provides support small business owners remotely, on an adhoc, project or ongoing monthly basis.
A VA should be called upon when you need a skilled and highly professional person to provide top class business support and advice in the same way as you would call a solicitor or an accountant for support and advice.
One of the many fantastic things about a VA is that you are getting a higher calibre of administrative knowledge, expertise and service than you would generally find in a temp, or even an employee in many cases. Experienced VAs have spent many years working at a very high level before making the decision to go into business for themselves.
Virtual Assistants are the best fit for clients who don’t have the time, space, budget or large enough workload for employees, but still want and need someone to be at their right-hand; someone who can get to know them and their business, and can proactively contribute to getting things done beyond simply performing tasks.
What tasks can I delegate to a VA?
How much work and what type of work you delegate will depend on the nature of your business and the level of support already available to you. Most Virtual Assistants will happily take on some or all of the day to day tasks that take your time, attention and energy away from building your business and maximising your impact and income. As business owners themselves your VA will have their own systems and processes for getting things started and helping you determine what can be delegated.
It is worth remembering that the true value of a Virtual Assistant lies in the ongoing collaborative relationship itself and you should consider getting a VA that offers a package of diverse services on an ongoing basis rather than just on a project specific basis. This will result in your administration being dealt with in a systematic way rather than on a transactional one off basis. That is how business owners achieve the kind of long term results and stronger business foundations that working with a VA can bring them.
There are two main things you need to consider when deciding what your Virtual Assistant can do for you. These are:
The tasks of today
These are things that must be done if your business is to operate successfully. These might include appointment making, business correspondence, credit control and paying bills.
The goals of tomorrow.
These might include the likes of subscribing to and reading email newsletters that your competitors send out to assist you with your longer term marketing goals; providing a regular update of all the business news you need to know but don’t have the time to seek out for yourself; or developing new systems and processes for your business that will mean better control and increased financial awareness in the future.
Personal and family support
In addition to the above, which are predominantly business biased, your Virtual Assistant can help you with your family and household administration. Researching summer schools for your children, liaising with estate agents, reserving tables at highly sought after restaurants, ensuring your vehicle insurance is renewed on time, the list is endless. Any tasks that involve making your life easier and saving you time are all part and parcel of a good Virtual Assistants day to day activities.
You may decide to just delegate the tasks of today in the first instance but when you are looking for a Virtual Assistant it is always worth seeking out one that is more savvy and on the ball than you initially need her to be as it will serve you well in the long run.
To give you a better idea of how we can support you, click here.
Is there anything my VA can't do for me?
Virtual Assistants are not Unicorns. No matter how highly skilled and experienced they are, they are not an expert in everything. Just like we expect you to focus on your zone of genius, our VAs focus on theirs and that is getting the time consuming tasks done and making things happen. If your VA can’t perform a specific tasks, we’ll find you one that can. That is the beauty of working with a VA Agency.
In addition, VAs cannot perform tasks such as reception duties, running errands and making cups of tea for visitors – technology will have to move on in leaps and bounds before any of these tasks can be performed remotely! If you do need a receptionist and you can’t afford to hire an employee or you don’t have the space then you need to consider a call answering service.
It is also important to remember that you shouldn’t ask your Virtual Assistant to perform duties that you really need a different sort of professional to do. For instance, your VA might be handling your day to day marketing activities but wouldn’t be qualified to develop your long term marketing strategy. For that you would need a professional marketing consultant. If you expect your VA to perform at the same level as a marketing professional your expectations are totally unrealistic and you will be only end up very disappointed.
What sort of relationship do you have with a virtual assistant?
Administrative tasks happen again and again and again. They are not one off occurrences but an ongoing activity that needs to be fully understood and dealt with in order to ensure your business runs smoothly and grows profitably. It is important therefore to build an ongoing collaborative relationship with your Virtual Assistant.
We firmly believe in building long term collaborations, because it ensures that your VA develops a clear knowledge and understanding of you, your business, your objectives and your clients and can subsequently provide you with the best possible service.
The longer you work together the more the synergy between you develops. And that is where the magic happens. Before you know it, the ease of working with a VA turns from days into weeks, weeks into months, months into years, all before you know it. And then you will wonder how you ever functionned without one!
What is the difference between an employee and a VA?
VAs are not employees.
This is one of the greatest challenges faced in the industry.
Understanding the nature of your relationship is crucial to successfully working together and ensuring that your expectations are in line with each other.
If what you want and need is the most basic secretarial support, then you might just want to work with a local temping agency. If, on the other hand, you want the benefit of working with someone who really wants to know you, your business, your customers, and who wants to be deeply involved in your success, you’ll want to work with a Virtual Assistant.
VAs are not employees! They are independent professionals running their own businesses. If you decide to use the services of a VA then you must understand right from the start that they are not going to be available to you eight hours a day, five days a week like an employee would be. A VA will plan their working week around all of their clients (of which you are just one). The relationship you have with your VA will be that of client and professional rather than employer and employee.
On the whole people work with VAs because:
- They don’t have the workload for a full time person
- There isn’t the space in the office for another person
- They enjoy working by themselves and don’t want the company
- They don’t have to provide equipment
- They don’t have the costs associated with an employee i.e. PAYE and NI, holidays, sick pay
- They don’t ever have the cost or stress of having to fire an employee including tribunal costs, administration of grievance procedures etc.
If any of the above apply to you then working with a VA will certainly offer you the very best and most cost effective alternative in meeting your administrative support needs.
4 steps to hiring
how to get started
book a call
We understand that each business is unique. During our call we like to get to know you, understand your current challenges, what your desired results look like and map out how we can work together to maximise your impact and income.
Prepare the paperwork
If we agree to work together, we’ll send you an email with a contract and an invoice. All you need to do is sign the contract and pay the invoice in advance before we commence work.
You’ll receive a welcome email along with the login details for you to access to your client dashboard. We’ll answer any questions and hold regular calls to make sure we are on the same page.
We’ll then schedule a kick off to call to go through all your processes and systems, set expectations, get a detailed understanding of how you work, who your customers are and establish how best we can support you to take your business to the next level.