The Process

Once you’ve agreed to get started, we’ll guide you through our simple, step-by-step process, from onboarding to ongoing support, ensuring a smooth and productive partnership with your VA.

Stage One: Onboarding

This first stage is all about what to expect in the first 2 weeks with your VA. Like with any new team member, it’s important to set clear expectations and keep communication open. You’re building a working relationship, so putting in the effort early on will help make things go smoothly in the future.

The following steps outline how we ensure a smooth and effective start with your VA, from the initial handover to ongoing communication and project management. Each stage is designed to set up a long-term, successful relationship.

Step 1: Getting Started Handover Meeting

There’s some initial time and energy needed to get things off to the right start. Your VA and their team leader will meet with you on Zoom for a detailed handover session.

• During this session, they’ll ask a range of questions to understand your work style and identify how they can offer the best support.

• We’ll help you create a list of tasks for your VA. These will be tasks you dislike, don’t have time for, or lack the skills to do yourself.

• We’ll start with quick wins – tasks your VA can tackle straight away to build trust. Then we’ll move on to key ongoing tasks like managing your inbox and calendar.

• Finally, we’ll discuss projects that your VA can work on when day-to-day tasks are completed, making sure all your service plan hours are fully utilised each month.

• Please allow 60 minutes for this handover meeting.

Step 2: Systems & Tools Integration

We’ll make sure your VA is fully integrated into your existing systems and platforms, ensuring seamless communication and workflow.

This could include setting up an email account for your VA or giving them access to an existing one, along with any other necessary tools and platforms you currently use to manage your business.

To protect your information, we use the enterprise version of LastPass to securely manage your logins. This ensures your VA can access necessary accounts without seeing your passwords, and we maintain full control, including the ability to revoke access at any time.

Step 3: Meet your Lead VA

You’ll have a one-on-one meeting with your Lead VA to discuss your specific needs and how we plan to best support you. This Lead VA will oversee your experience and ensure everything runs smoothly.

Step 4: Handbook Set Up

We’ll create a handbook that outlines your initial key processes and workflows. This handbook will then be developed into a comprehensive operations guide over time within your service plan. It'll document all of the systems and processes that we undertake for you along with all other useful information that you provide to us

Stage Two: Build Momentum

In this stage, you’ll start to see the value of your VA's work as they take on tasks and projects that free up your time. Our aim is to establish a solid workflow, build trust, and keep you updated every step of the way.

We focus on delivering results quickly while ensuring that all of your service plan hours are effectively used. This is where the groundwork laid during the onboarding stage begins to pay off, and you’ll experience the benefits of having a dedicated VA handling the day-to-day tasks, allowing you to focus on the bigger picture.

Step 1: Begin Work

Your VA will start working on the tasks and projects discussed during your handover. We track their time using our electronic tool, so you can see how hours are used.

Throughout the month, your VA will communicate on progress, tasks completed, and remaining hours.

Invoices are issued on the first of the month and at the end of the month, you'll be sent a detailed timesheet that outlines the work your VA and their team completed each day.

Step 2: Communication

Communication is key to a successful partnership! Like any good working relationship, it’s important to understand each other’s communication style and expectations. This process can take some time, but we’re here to make sure it’s as smooth as possible so your VA can help make your life easier.