Virtual Assistant Policies & Procedures
Everyone needs boundaries in place, which includes business policies. Here’s a rundown on how I do business, so you get the most out of my services, make sure we’re on the same page, and work together smoothly.
Virtual Assistant (VA) Relationship
Throughout the working relationship, Jennifer (the VA) will engage in direct and personal conversations. The client can count on the VA to be honest and straightforward in asking questions, making recommendations to improve copy or design, and making requests. The client understands that the power of the VA relationship can be granted only by the client, and the client agrees to do just that: have the Virtual Assistant relationship be powerful.
The client will be provided a Virtual Assistant assessment via Zoom, Facebook Messenger, or Voxer, per specified by the client. I will call you at the agreed upon time to begin the call. If you do not send me an update letting me know you’re running late, or answer, you are allowed one call back five minutes after the scheduled time or the appointment will be canceled.
The purpose of the monthly VA assessment is to provide the client with information based on their defined goals and the experience of the VA in various areas of the WordPress, Editing, and Proofreading arena. This service includes, but is not limited to – assessment, brainstorming, identifying action plans, educating the client, as well as asking and answering questions.
From there, Jennifer will begin your project once you’ve paid and sent her any copy, photos, and instructions needed to begin the project.
Virtual Assistant Services are customized service packages that come in monthly retainers of:
- 8 Hours/month $200
- 16 Hours/month $375
- 32 Hours/Month $700
** Payment due at beginning of each month, or 3 months in full for a 10% discount.**
(ask me about weekly and hourly options)
Contact me to discuss any custom projects and pricing.
For multiple projects, there will be a flat fee for all projects. Payment options are 1) Pay in full up front for a lower price OR 2) Pay in 2 payment of 50% up front and 50% at the end of the month. OR 3) Pay each project individually at a 20% price increase of the flat fee.
Virtual Assistant services will be invoiced at least 3-5 days before the new month to be paid in full by the 1st of the following month. [OR on a monthly basis in advance of that month’s project, depending on the package you choose, on a recurring billing cycle]. When you pay in full, you’ll receive a 5% discount.
I take all major credit cards. Payment is payable through PayPal via invoice from firstname.lastname@example.org (this was the email I set my Paypal up with and don’t know how to change it). The invoice will have The Simplified Office logo at the top left corner.
Extra Virtual Assistant Hours
If you’ve purchased your project, or bundle of hours from me, but you need additional hours, you’ll be charged that additional time at the end of the month. This will be added to your recurring invoice or added as a new invoice.
For example: You pay for 8 hours of work and you need an additional 1 hour, then I’ll include the additional hour of service at my hourly rate of $50/hr at the end of the month, including your invoice for next month.
I take our time very seriously, so if you need an additional rush job (within 1-5 hours same day) on top of what you already purchased, I’ll bill you at my hourly rate of $50/hr plus an additional 20% rush fee.
Schedule Changes/Vacation/Business Trips
I understand Emergencies occur, so this is the exception to the following…
If something must change temporarily or permanently, I will be happy to work that out with you. If you must reschedule our call, I ask you to give me 24 hours notice or I will need to charge you for my time.
In any case, let me know as soon as you are able. I will NOT reschedule any shows. If you have vacation or business trips that will conflict with our sessions, please notify me of these as soon as you have an itinerary and we will discuss when to reschedule. I will do the same with you when I plan trips.
Want to create your ideal schedule? Check out my 3 hr Intensive.
Clients maintain the right to cancel payment at any time in advance of the billing date for the next month’s session. Cancellation must be done in writing (either by posted letter to the company address or by email to the following website address: email@example.com and the letter or email must be received 5 days before the new billing cycle or you will be charged for that month’s retainer.
If at any point either, client or Jennifer Vaaler (VA), decides to terminate working together in the middle of the project, for any reason, Jennifer will only bill for accomplished work only and will give (client) back the difference for the cost that’s left. The goal is to better your business so all efforts will be made towards that end.
Anything that is said or revealed in the sessions between Jennifer and client is privileged information and will not be disclosed to any outside party. The exception is if the information revealed includes disclosure of illegal, unethical or criminal activities. Also, permission must be given in order to post client testimonials and case studies.
To maintain the highest level of privacy, I recommend the following so you don’t have to give me your logins or passwords:
- WordPress Website. Simply add Jennifer as an Admin to your WordPress site. This allows her to have her own login for your website. ( Instructions available upon request).
- All other passwords – domain, hosting, etc. We will use the program http://lastpass.com/ This allows you to securely add all your logins and passwords for me to use, but it will NOT show me your passwords. Simply create a master password for this, then add all your logins and passwords to it as you log into other programs.
Looking forward to working with you! Thank you for your Business.