We use Google Drive to manage our internal team templates, businesses, and more. Join the GetVirtual Shared Drive to get access to our materials and be a part of our program.

We use Google Sheets to manage our projects. Get access to our GetVirtual Client Sheet to get started with our program.

Slack is a dynamic tool we use to communicate with our network of students across universities. Join our GetVirtual Slack workspace to begin shadowing and taking on projects.

Project Managers and Team Members collaborate using Trello boards. Here are the basics of Trello! Create a Trello board for your project and begin managing it through there.

Use the How to Use Wix Guide to learn how to customize a Wix template for a client:

1. Review the "How to Use Wix Editor" section.

2. Review the "Get to Know the Wix Dashboard" section.

3. Review the Wix Tutorial video provided if you would like more support. Use the timestamps in the Table of Contents in the tutorial descriptions to learn about specific topics.

Use the tutorial provided to learn how to set up an Intagram Business Page:

1. Review the whole overview on Creating an Instagram Business Page.

2. Review the step-by-step guide to Set Up an Instagram Business Account.

3. Review all of the information to Shop on Instagram.

4. Contact the Study/Volunteer team (Nikky Cherukuthota and Anagha Vijay) when you are done.

Use the tutorial provided to learn how to set up a Facebook Business Page:

1. Review the whole overview on Exploring Facebook Business Pages.

2. Review the step-by-step guide to Set Up a Facebook Business Page.

3. Review all of the information on Best Practices for Your First Post.

4. Review all of the information in Ideas for Facebook Business Page Posts.

5. Contact the Study/Volunteer team (Nikky Cherukuthota and Anagha Vijay) when you are done.

Use the tutorial provided to learn how to connect Instagram and Facebook to post simultaneously:

1. Review the How Do I Link or Unlink my Instagram Account to my Facebook Profile question answer.

2. Review how to Share Posts from Instagram to a Facebook Page.

3. Review the Connecting Facebook and Instagram Tutorial video if you would like more information.

4. Contact the Study/Volunteer team (Nikky Cherukuthota and Anagha Vijay) when you are done.

A client signs up to receive support using the GetVirtual Website.

An Intake Interviewer is assigned to intake the during a Project Progress Update meeting. The Intake Interviewer contacts the client using the Intake Interview Email Template and CCs info@getvirtual.org

A student conducts an intake interview using these steps and the template provided:

1. Students make a copy of the Intake Interview Script. 

2. Students fill out as much of the script as possible prior to the interview. 

3. Students do not share the script with clients. During the interview, students ask if it's possible to record the interview if it is held over Zoom. 

4. Students use the template to ask critical questions and simultaneously type the answers in the space below each question. 

5. After the interview is complete, students add a sub-folder to the Business Folder with the name of their business. They add the filled out Intake Interview Script with the title: [Insert Business Name] Intake Interview to the sub-folder for that specific business.

6. The student shares insights on the project's scope at the Project Progress Update to see if GetVirtual can take on the project.

A decision is made during the Project Progress Update to accept, waitlist, or decline the client based on the project scope and resources available. 

Using the Project Status Email Template provided, the Intake Interviewer either coordinates the transition of the point-person role to the new project manager designated, waitlists the client, or declines the client's project scope.

If the Project Manager designated to a project needs more information to clarify the project's scope, they can use the Diagnostic Interview Script. The goal of a Diagnostic Interview is to narrow down the project scope enough to develop an accurate Project Proposal for the client.

The Diagnostic Interview helps GetVirtual obtain a comprehensive understanding of the way our small business clientele operates. While not necessary for simply developing a new website or online store, it should be used for any project beyond that scope (ex. marketing, business strategy, etc.). 

After the scope of the project is finalized, the Project Manager develops a Project Proposal using the Project Proposal Template. They specify the project's tasks, create a timeline for said tasks, and discuss the proposal with the client during a Kick-Off meeting.

After the Project Manager has created a Project Proposal, they schedule a Kick-Off meeting with the client. During the Kick-Off meeting, the Project Manager discusses and confirms the entire proposal with the client. If any changes need to be made, the Project Manager sends the client a revised proposal for approval after the meeting. The Project Manager ensures that there is a launch date scheduled into the Project Proposal, and confirms it with the client.

After the client has approved of the Project Proposal, the Project Manager is ready to execute the tasks in the proposal according to the timeline. The Project Manager enters the project's launch date on the GetVirtual Client Sheet.

The Project Manager communicates with the rest of the GetVirtual network through the official GetVirtual Slack workspace if they require any Team Members. The Project Manager and Team Members complete the Project Proposal Tasks according to the Timeline (Point V in the Project Proposal Template).  For any questions or concerns, the Project Manager and Team Members can contact the relevant teams via Slack or email for support:

1. Contact the Project Oversight Team Yuliya Monastyrska and Ananya Misra (ymonasty@ucsc.edu and anmisra@ucsc.edu) for support with the project scope, internal team conflicts, timeline changes, launch date extensions, or clients.

2. Contact the Study/Volunteer Team Nikky Cherukuthota and Anagha Vijay (ncheruku@ucsc.edu and avijay1@ucsc.edu)  for support with bandwidth limitations, Curriculum resources for training, or the Project Process.

Once all the tasks have been executed for the project, the Project Manager updates the Project Proposal to represent completion of the timeline and schedules a Launch meeting with the client. At the launch meeting, the Project Manager provides the client with the updated Project Proposal and any final materials necessary for the project to be considered complete. The Project Manager closes out the project with the client and confirms that they have launched at the meeting.

The Project Manager follows up with the client after the launch meeting with a close-out email, in which they thank the client for their time and ask the client to provide a testimonial if they are interested. The Project Manager updates the team on the launch during the next Project Progress Update. The team changes the project status, and the project is completed.

After the launch of the project, it is crucial that we follow up with the client and ask for a testimonial for the work we completed for them. The testimonial is a useful tool in promoting our high quality works and also gaining feedback. Make sure to ask the client if they would like you to write the testimonial for them and they can edit it. Small business owners are busy, so providing them with a ready testimonial will make both their and your life easier.

We also send a survey to assess how well the project was managed. GetVirtual provides high quality work, and the surveys allow the clients to provide us with positive and negative feedback. In the scenarios that the client was not satisfied with the work, the Project Oversight Directors Yuliya Monastyrska and Ananya Misra (ymonasty@ucsc.edu and anmisra@ucsc.edu) will talk to the project manager and the client to understand the scope of the dissatisfaction and work together to fix the issue and proide the client with a better experience.