Lydia Wafula - Portfolio

Lydia Wafula_Travel Plan

Travel Pack Presentation

Designed an engaging and visually appealing travel pack presentation to showcase destinations, itineraries, and essential travel information in a professional format. The slides combined clean layouts, well-structured content, and vibrant visuals to deliver information clearly and attractively.

Key Highlights:

Created a consistent slide design aligned with branding guidelines.
Organized content into clear sections for easy navigation.
Incorporated graphics, icons, and images to enhance storytelling.
Ensured readability and flow, making the presentation suitable for client or stakeholder briefings.

Tools Used: Google Slides, Canva (for graphics), and AI tools for design support.

Lydia Wafula - VA Meeting Agenda - 18/06/2025

Meeting Scheduling

This project demonstrates my ability to create clear, professional, and well-structured meeting agendas using Google Docs. The agenda outlines meeting objectives, topics to be discussed, time allocations, and responsible participants to ensure smooth and productive discussions. It highlights my strengths in organization, attention to detail, and executive support — skills that help teams stay focused and aligned during strategic and operational meetings.

Inbox Management.pdf

Email & Inbox Optimization

Description:
In this project, I optimized email workflows by setting up structured inbox management systems within Gmail. This included creating filters, labels, and priority folders to ensure that critical communications were never missed while reducing clutter by over 40%. I also integrated calendar scheduling and task management tools to streamline follow-ups, meeting confirmations, and reminders.

Key Highlights:

Implemented filters and labels for automated sorting of emails.
Designed a priority inbox system to highlight urgent communications.
Reduced response time and improved overall communication efficiency.
Ensured executives stayed on top of critical emails without being overwhelmed by noise

Cash Flow Position Dashboard

Description:
This dashboard provides a comprehensive, real-time view of the organization’s cash position, accounts receivable, and accounts payable. Built entirely in Excel, it consolidates data from multiple financial sources to track daily cash balances, expected inflows, and outflows. The dashboard uses interactive visuals such as bar charts and pie charts to simplify complex financial data, enabling senior management to make quick, data-driven decisions.

Key Highlights:

Designed a Daily Cash Position tracker integrating balances from banks, M-Pesa, and other accounts.
Automated expected cash inflows and outflows for clear visibility of liquidity within the week.
Applied conditional formatting to highlight variances and critical cash movements.
Incorporated visual elements (charts & graphs) for easy comparison of receivables, payables, and available cash.
Improved decision-making by offering a single source of truth for financial oversight.

Tools Used:

Microsoft Excel (Formulas, Pivot Tables, Conditional Formatting, Charts)

Service Center Performance Dashboard

Description:
This dashboard summarizes the monthly performance of a vehicle workshop by consolidating key metrics such as revenue, cost of sales, gross profit, jobs completed, and technician performance. Built in Excel, it provides both financial and operational insights through interactive visuals and variance analysis. The dashboard also highlights customer invoicing trends, vehicle model contributions, and technician efficiency, enabling management to make informed decisions on resource allocation and service strategy

Highlights:

Compared actual vs. budgeted revenue, costs, and gross profit with variance tracking.
Analyzed customer invoicing by client and service classification (individual vs. corporate).
Evaluated technician performance by units serviced and revenue generated.
Monitored vehicle models serviced and their contribution to total revenue.
Integrated trend analysis for jobs completed and revenue growth month-over-month.
Included management insights & action plan to guide operational improvements.

Tools Used:

Microsoft Excel (Pivot Tables, Conditional Formatting, Charts, Variance Analysis)

Warranty Claim Summary Report Dashboard

Description:
This dashboard provides an annual summary of warranty claims and reported failures across multiple vehicle models. Developed in Excel, it tracks the frequency and type of failures, identifies the most common recurring issues, and highlights customers with the highest recorded claims. Through a mix of charts, variance tables, and model-based breakdowns, the dashboard enables management to quickly detect patterns in product reliability and prioritize areas for quality improvement.

Key Highlights:

Consolidated warranty failure cases across different tractor models.
Identified the model with the highest count of failures and the most common issue
Mapped failures by customer, showing top contributors to warranty claims.
Visualized trends using bar and pie charts for failure distribution and customer breakdowns.
Provided actionable insights on recurring failures such as hydraulic pipe leakages and propeller shaft issues.

Tools Used:

Microsoft Excel (Data Validation, Pivot Tables, Conditional Formatting, Charts, Dashboard Design)

Calendar Management.pdf

Google Calendar Management

Effectively managed multiple calendars for executives and departmental teams to ensure seamless coordination of meetings, strategic reviews, and project deadlines. Responsibilities included scheduling weekly and monthly performance review sessions, setting up reminders, and avoiding conflicts across busy schedules. Leveraged Google Calendar’s advanced features, such as color-coding, shared calendars, and integration with meeting tools to enhance productivity and communication. This streamlined workflow minimized scheduling errors, improved meeting attendance, and supported timely decision-making at the executive level.

Blog Writer Task.pdf

Blog Post Writing Project

This project involved creating a professional and engaging blog post to showcase a short-term rental property. The goal was to craft a warm, inviting article that appeals to potential guests by highlighting the property’s unique features and encouraging bookings.

Key Deliverables:

Feature Highlights: Emphasis on standout amenities, nearby attractions, or unique aspects to capture guest interest.
Engagement Element: A question included within the content to spark reader curiosity and connection.
Call-to-Action: Direct link to the listing, along with a reference to for more details.
Formatting & Publication: Inclusion of an image and published via Blogger.com.

📲 Social Media Content Creation Combined (Posts,Graphics & Captions).pdf

Social Media Content Creation

For this project, I created a set of social media posts to promote a featured short-term rental property. The goal was to highlight the property’s unique features and location in an engaging, visually appealing way tailored to different social media platforms.

Tools Used: Canva for graphic design, ChatGPT for caption ideation and hashtag strategy.

Content Style & Strategy:

Facebook: Friendly, conversational captions with emojis and engagement prompts. Used a Video reel.
Instagram: Visual-first design with an aspirational lifestyle feel and trending hashtags.
LinkedIn: Professional and polished, highlighting investment and hospitality appeal.
Twitter (X): Short, catchy captions optimized for quick engagement.

Lead Generation.xlsx

Lead Generation Project

As part of a lead generation assignment, I was tasked with researching and compiling a list of 30 qualified U.S.-based business owners who could benefit from hiring an offshore team or working with a virtual assistant service.

Using LinkedIn, company websites, professional directories, and verified sources, I identified prospects across diverse industries and ensured that each entry met the required criteria of being a decision-maker (e.g., Founder, CEO, or Owner).

Tool Used: Apollo.AI, Google Sheets

Vendor Research Task.xlsx

Lead Generation Project: Vendor Research & Database Creation

This project involved building a structured Excel database of trusted local service providers for multiple property locations. The goal was to generate a reliable vendor list for property maintenance, repairs, and support services.

For each property address, vendors were researched and categorized into Plumbers, Electricians, HVAC Companies, Cleaners, Carpenters, and General Handymen. Each vendor met strict criteria: within a 1-hour drive, customer rating of 4.0+, verified contact details, and preferably licensed/insured.

Tools Used:

Google Reviews – business profiles, ratings, reviews, and contact details
Yelp – ratings, customer insights, and vendor verification
Google Maps – distance verification and service area coverage
Microsoft Excel – database creation and organization

VirtualKelly_Customer_Service_Simulation.docx

Lead Generation Project Description

This project involved handling five scenario-based simulations designed to showcase how Virtual Kelly manages lead generation through customer interactions. Each scenario reflected real-world situations with potential or existing clients, focusing on building trust, addressing concerns, clarifying processes, and positioning services to convert inquiries into qualified leads.

The responses emphasized professionalism, empathy, product knowledge, and solution-oriented communication, ensuring that prospects felt valued and guided through the sales funnel.

Lease_1459Monroe_Lydia Wafula.docx

Lead Generation Project – Lipstick Properties

Description:
This project focused on identifying, qualifying, and organizing potential business prospects for Lipstick Properties. The goal was to build a targeted list of leads that aligned with the company’s services in property management and legal compliance. Activities included gathering accurate contact information, categorizing prospects by industry relevance, and preparing structured data for follow-up outreach.

Tools Used:

Grok.AI – Factual Research
Microsoft Word (.docx) – documentation and deliverables

Canva Designs

This collection showcases my creativity and design skills using Canva to produce professional and visually appealing marketing materials. The project includes custom-designed posters, flyers, and business cards tailored to different audiences and purposes.

Through this work, I highlight my ability to:

Create clean, eye-catching layouts that capture attention.
Incorporate branding elements such as logos, colors, and fonts for consistency.
Balance text and visuals to communicate messages effectively.
Adapt designs for both print and digital use.

This portfolio piece reflects my strong attention to detail, creativity, and ability to transform ideas into engaging visual content that supports brand identity and communication goals.

2024 Half Year Vs 2025 Half Year Analysis Dashboard.png

📊 Project: 2024 vs 2025 Half-Year Analysis Dashboard

Project Overview
This Power BI dashboard was developed to compare the company’s half-year performance in 2024 versus 2025. The dashboard provides a visual and interactive analysis of revenue, costs, and gross profit across different projects and business units.

What I Did

Designed a clean and interactive dashboard in Power BI to visualize KPIs (Revenue, Cost, and Gross Profit).
Integrated multiple datasets to ensure accurate half-year comparisons across 2024 and 2025.
Built trend analysis charts (line graphs) to show month-on-month changes in revenue and gross profit.
Used visual storytelling tools like donut charts and tree maps to highlight project-level contributions to overall revenue and profit.
Enabled project-level filtering for quick drill-down into performance by department or branch.

Skills & Tools Used

Power BI (data modeling, DAX, and visualization)
Data cleaning and preparation in Excel
Business performance analysis and reporting

Outcome
The dashboard empowered management with an easy-to-use tool for tracking financial performance, identifying high-performing projects, and making data-driven decisions for the remainder of 2025.

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Task & Workflow Management with Trello

Project Overview
This Trello board was designed to streamline task management and track progress for departmental and organizational projects. It provided a centralized system to manage daily tasks, monitor project statuses, and ensure timely completion of deliverables.

What I Did

Created a structured workflow with task lists categorized into “To-Do,” “In Progress,” “Half-way Done,” and “Completed.”
Developed detailed task cards with checklists, deadlines, labels, and comments to improve clarity and accountability.
Coordinated with multiple departments by tracking tasks such as meeting minutes preparation, tender applications, and strategic reporting.
Used Trello’s features (labels, checklists, and due dates) to prioritize work and monitor completion rates.

Key Benefits

Improved visibility into task ownership and progress.
Increased efficiency through a digital task-tracking system.
Reduced miscommunication by centralizing updates and comments within task cards.
Enhanced accountability with clear deadlines and progress tracking.

Tools & Skills Applied

Trello (project and task management)
Workflow structuring & prioritization
Collaboration & progress monitoring
Communication and coordination across teams

Outcome
The Trello board simplified project coordination enabled timely submission of reports and documentation, and improved overall team productivity by ensuring tasks were well-organized and trackable.

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Task Management with Notion

The Notion boards presented in the images showcase a highly organized and visually appealing personal dashboard that integrates multiple areas of life and work, ensuring efficient task management and progress tracking

This Notion dashboard is an excellent example of an intuitive, multi-functional tool for tracking tasks, goals, and projects across various aspects of life.

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Project Management with Asana

Structured Task Management
Created clear task categories. Each task was assigned due dates, priorities, and progress statuses for accountability.
Workflow Organization
Utilized Asana’s List, Timeline, and Dashboard views to break down the project into To Do, Doing, and Done sections.
Timeline & Dependencies
Mapped out the entire project on a visual Timeline/Gantt Chart, highlighting task dependencies, deadlines, and critical paths to avoid delays and overlaps.
Detailed Task Planning
Developed subtasks under each phase. This ensured no detail was overlooked and facilitated smooth execution.
Collaboration & Transparency
Assigned tasks, tracked workloads, and shared updates within Asana to keep all collaborators informed and engaged throughout the project lifecycle.

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Airtable Purchase Order Tracking System

The Airtable system is designed to streamline and track procurement and inventory management processes effectively. This system provides an interactive and real-time dashboard for monitoring purchase orders, stock movement, and supplier data.
Used as an invaluable tool for: Real-Time Data, Efficient Tracking, Cost Management, Customizable Views-Easily filter data based on your specific needs, whether by supplier, item, or timeframe, and Inventory Control: Gain insights into your stock levels and turnover to maintain optimal inventory.

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