Sales Process >>> Onboarding Zoom

1. Understanding their business | THE DISCOVERY CALL (15 minutes)

We will meet with them either over Zoom or over the phone to gain a better understanding of their business, their customers, what services they offer, and what systems and processes they already have in place. We’ll ask them lots of questions about the types of tasks that take up their time, what they dislike doing or don’t have the skills or time for. Identifying their pain points and determining if we are the right fit to provide support. 

We outlined at the start that this is just to get to know one another better and that if we believe we are the right fit, we will progress to the proposal Zoom meeting stage. Book this in at the end of the call for at least 24 hours later - giving you time to create the proposal and assess the best fit VA with the VA Team Leader via the Teamwork Chat labelled "Sales + Capacity" (GM is also available to support in this chat if unable to get hold of the VA Team Leader) 

Record this meeting automatically with Fathom and use the transcript to help you draft the proposal.

2. The formal stuff | THE PROPOSAL ZOOM (30 minutes)

Reiterate the key pain points discussed in the Discovery Call, the recommended service plan based on their needs, which team members will be supporting them and who the lead VA is if support is required across more than one of our pillars of support (Admin, Bookkeeping and Creative), go over key Terms of Engagement areas that they should be aware of i.e. 30 days notice to stop pause or reduce their service plan. Show them where they can sign digitally and ask if they have a start date in mind to begin onboarding.

3. Let’s get started | ONBOARDING - INITIAL HANDOVER (60 minutes) + HEAD VA CHECK IN (30 minutes)

Now there’s a bit of upfront time and energy needed to get things off to the best start. We’ll complete an in-depth handover with their dedicated VA(s) and gain access to their platforms and document their existing processes. We’ll help them every step of the way to ensure we have everything we need to hit the ground running.

4. Work begins | SERVICE PLAN 

The VA will track their time using Harvest. The VA will communicate with them throughout the month about their budget and work completed. They’ll send weekly updates, and then at the end of the month, the client will be sent a detailed timesheet.

5. Success | COMMUNICATION IS KEY

Once they have completed a full calendar month with us, the hard work is over, and they will start to see the benefits. Communication will then be the key to continued success!

The Office Administrator and Account Manager have New Client Process templates in Teamwork which they follow to ensure that they are set up in our system properly and the transition to using a VA is smooth for them.

More details about the on-boarding process can be found here.