Virtual HR for Proforma


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  • Welcome to our Virtual Presentation!
  • Virtual HR for Proforma

    1. 1. Getting back to the tasks that make you $$$
    2. 2. Meet your virtual team <ul><ul><li>10 years experience in promotional products and apparel </li></ul></ul><ul><ul><li>6+ years as a Proforma Franchisee </li></ul></ul><ul><ul><li>Thorough knowledge of all systems and procedures relating to Proforma </li></ul></ul><ul><ul><ul><li>ProOffice ver 2, ProSmart, media uploading, operational forms </li></ul></ul></ul><ul><ul><li>Strong relationships with many ASI vendors </li></ul></ul><ul><ul><li>Strong knowledge of Illustrator </li></ul></ul><ul><ul><li>Value respect and strong communication with clients as paramount to maintaining a strong business </li></ul></ul><ul><ul><li>Our Proforma office has never missed a ship-to deadline and has never had an at-fault order error. Detail oriented with clients and vendors to assure comprehensive order handling </li></ul></ul>Heather Young
    3. 3. Meet your virtual team <ul><li>Professional Graphic Artist for over 20 years </li></ul><ul><ul><li>Print materials, digital composition, sign graphics – all aspects </li></ul></ul><ul><li>Digital product photography and catalog experience </li></ul><ul><ul><li>Products and locations, photo correction </li></ul></ul><ul><li>Print Shop Manager/Graphic Artist </li></ul><ul><li>Creativity and attention to detail will enhance your business image with your clients and vendors </li></ul><ul><li>Electronic document composition and conversion specialist </li></ul><ul><li>Display advertising for trade and specialty publications </li></ul>Linda Cram
    4. 4. Why do you need a Virtual Assistant? <ul><li>To grow your business, it is imperative that you maintain smooth operation in daily tasks and communicate effectively with your existing customers, while simultaneously sourcing and developing new leads to facilitate continued growth. </li></ul>With all these responsibilities you will no doubt find a “gap” or niche where an assistant would be of real value to you. <ul><li>Day to day operations require execution of many tasks, and the effective management of a tremendous amount of information. These tasks are very time consuming but necessary to comprehensively service your customer base. </li></ul>
    5. 5. How a Virtual Assistant fills that gap … <ul><li>A Virtual Assistant’s responsibilities are tailored to your specific needs: </li></ul><ul><ul><li>Answering incoming calls and handling inquiries </li></ul></ul><ul><ul><li>Order entry and follow through including: </li></ul></ul><ul><ul><ul><li>Order Acknowledgements </li></ul></ul></ul><ul><ul><ul><li>Purchase Orders </li></ul></ul></ul><ul><ul><ul><li>Communications during proof, production and delivery </li></ul></ul></ul><ul><ul><ul><li>Order tracking and follow up with customers and vendors </li></ul></ul></ul><ul><ul><ul><li>Billing and completion of the process </li></ul></ul></ul><ul><ul><li>Sourcing products and preparing presentations </li></ul></ul><ul><ul><li>Composition and delivery of professional quotes </li></ul></ul><ul><ul><li>Follow-ups to address questions and concerns </li></ul></ul>
    6. 6. … and expands your capabilities! <ul><li>A Virtual Assistant can build on your marketing plan by tapping into the resources already in place: </li></ul><ul><ul><li>Prepare marketing mail outs using Prosmart capabilities </li></ul></ul><ul><ul><li>Unlike some other Virtual Assistant providers, we offer: </li></ul></ul><ul><ul><ul><li>Professional graphic design services </li></ul></ul></ul><ul><ul><ul><li>Professional forms and documents, customized for your company </li></ul></ul></ul><ul><ul><ul><li>Professional proof documents, tailored to the product type </li></ul></ul></ul><ul><ul><li>Keep your Prosmart up to date and comprehensive </li></ul></ul><ul><ul><li>Follow up on requests for information and literature </li></ul></ul><ul><ul><li>Follow up on e-mail blasts and mailings </li></ul></ul>
    7. 7. We keep you on top of your business … <ul><li>A Virtual Assistant keeps you connected and informed of day to day operations and updates: </li></ul><ul><ul><li>Online “Orders In Process” reporting </li></ul></ul><ul><ul><li>“ Click-To” function allows you to jump to a particular order for details; </li></ul></ul><ul><ul><ul><li>Dates such as quote date, order date, proof date, projected ship date, etc. </li></ul></ul></ul><ul><ul><ul><li>Tracking numbers and current progress of shipment each day </li></ul></ul></ul><ul><ul><ul><li>Notes pertinent to the order such as customer comments, vendor notes, etc </li></ul></ul></ul><ul><ul><ul><li>Check box simplicity for each phase of order fullfillment </li></ul></ul></ul><ul><ul><li>Order details posted to your Basecamp each afternoon </li></ul></ul><ul><ul><li>Comprehensive notes and details, we don’t miss the little things </li></ul></ul><ul><ul><li>Color-coded order key lets you know at a glance what phase an order is in </li></ul></ul>
    8. 8. … to keep you on top of your game. <ul><li>A Virtual Assistant saves you time by taking care of the all-important details: </li></ul><ul><ul><li>Provides a quicker response to customers and vendors </li></ul></ul><ul><ul><li>Insures your vital business information is always provided to you; </li></ul></ul><ul><ul><ul><li>Conversations with customers </li></ul></ul></ul><ul><ul><ul><li>Conversations with vendors </li></ul></ul></ul><ul><ul><ul><li>Problem resolution to keep the order moving </li></ul></ul></ul><ul><ul><ul><li>Timely billing to keep your income “incoming”! </li></ul></ul></ul><ul><ul><li>Provides attentive service to your customers about time frames and shipping </li></ul></ul><ul><ul><li>Frees up your time to prospect and develop new clients </li></ul></ul><ul><ul><li>Provides your customer a second go-to person so they rarely get voice mail </li></ul></ul>
    9. 9. We keep you informed
    10. 10. Information at a glance
    11. 11. Like no other VA provider Unlike any other Virtual Provider, Virtual HR will assemble all of the information gathered during the order process, scan all the documents or gather the PDF’s from the vendors and customers, and package them into one PDF file which contains all of the forms pertaining to each job as an archive of that information. These archives will be uploaded to Basecamp for your reference or for download on a regular basis, usually at month’s end.
    12. 12. Like no other VA provider Never again will information be lost or mis-filed if you need to refer to it for a reorder or for billing issues. Our copyrighted order tracker form heads up each archive so you can see hand-written notes, dates, information at a glance. Our system helps you reduce the mountain of paperwork that you may currently be dealing with. Archives can be provided on CD for storage as well.
    13. 13. Communication is the key! <ul><li>Using Basecamp, you have a “direct-connect” to your Virtual Assistant </li></ul>
    14. 14. Everything going on … at a glance
    15. 15. Advise your assistant of changes
    16. 16. Maintain “To-Do” Lists and track progress
    17. 17. Collect related art and data files
    18. 18. Utilize your ProSmart to it’s full potential
    19. 19. Beyond an Administrative Assistant <ul><li>With a professional Graphic Artist on staff, we can get your customer’s artwork done “in-house”! </li></ul><ul><ul><li>Professional quote forms for your franchise, tailored to the product type </li></ul></ul><ul><ul><li>Virtual samples with crisp, clean artwork </li></ul></ul><ul><ul><li>Four-color process and digital photo correction experience </li></ul></ul><ul><ul><li>Custom forms creation for your customer </li></ul></ul><ul><ul><li>Graphics for web based applications </li></ul></ul><ul><ul><li>Document conversion to PDF including interactive forms and documents </li></ul></ul><ul><ul><li>We do it all </li></ul></ul>
    20. 20. Tools we bring to the table <ul><li>Former Proforma Franchise Owner </li></ul><ul><li>Professional Graphic Artist on staff </li></ul><ul><li>ESP online subscriber </li></ul><ul><li>ProOffice experience and access </li></ul><ul><li>ProSmart experience and access </li></ul><ul><li>Illustrator and Photoshop Experience and Software </li></ul><ul><li>Basecamp for information sharing </li></ul><ul><li>Proforma E-Mail address for seamless support </li></ul>
    21. 21. Additional offerings from VHR <ul><li>Basic websites </li></ul><ul><li>Copywriting </li></ul><ul><li>Image Sourcing </li></ul><ul><li>Digital Product Photography </li></ul>
    22. 22. Standards we adhere to <ul><li>Professional work ethic </li></ul><ul><li>Professional work attitude </li></ul><ul><li>Comprehensive job handling – all order line items processed to ensure more accurate reporting </li></ul><ul><li>Dependable - on the job when you need us </li></ul><ul><li>Reliable - taking care of your business </li></ul><ul><li>Communication is a priority - with both you and your customers and vendors </li></ul><ul><li>As much or as little as you’d like us to handle </li></ul><ul><li>Your success is our success – you will soon wonder how you ever did without us! </li></ul>
    23. 23. How to decide if you need a VA <ul><li>Ask yourself these questions: </li></ul><ul><ul><li>Are there administrative tasks that you hate to do, or don’t do well, that take up a large amount of your time and drain your energy? </li></ul></ul><ul><ul><li>If you could take certain tasks off of your plate to free up time and get rid of the hassle, what would they be? </li></ul></ul><ul><ul><li>Do you feel that your time could be better spent on selling and developing your business, rather than pushing paperwork and calling vendors for updates or tracking information? </li></ul></ul>
    24. 24. <ul><li>Identify what you DO like to do, as this is where you will excel! Stick to your comfort zone . </li></ul><ul><li>Identify what you do NOT like to do. These are the tasks well suited to a Virtual Assistant relationship. </li></ul><ul><li>Delegate at your own speed. It’s not necessary to turn over your business responsibilities all at once. You’ll find that your comfortable releasing more and more tasks to a trusted VA as time passes. </li></ul><ul><li>DO make the best choice of VA providers. Be sure you choose the one that KNOWS your industry. </li></ul>Break it down into manageable bites
    25. 25. <ul><li>When choosing your provider, find out their backgrounds </li></ul><ul><ul><li>What was their past experience? </li></ul></ul><ul><ul><li>What do they bring to your business? </li></ul></ul><ul><ul><li>Are they knowledgeable about Proforma’s offerings? </li></ul></ul><ul><ul><li>Can they represent you professionally? </li></ul></ul><ul><ul><li>Can they provide value-added services? </li></ul></ul><ul><ul><li>And the bottom line …. Can they help you make money? </li></ul></ul>Choose your VA Provider carefully
    26. 26. How to get started with VHR <ul><li>Call us or email to set up a time we can discuss your needs </li></ul><ul><li>We will develop and present a plan based on your needs. </li></ul><ul><li>We will review with you and modify plan as needed </li></ul><ul><li>Sign and send your contract with payment </li></ul><ul><li>Once we receive all paperwork and payment you will receive a login for your basecamp project account where you will receive updates and communicate with us regarding task. </li></ul><ul><li>We invoice on the 1 st and 15 th of the month in conjunction with Net Proceeds. </li></ul>
    27. 27. <ul><li>Thank you! </li></ul>Your Productivity Resource We appreciate your time and interest in our services. Please don’t hesitate to contact us with any questions or concerns you may have. You can reach us online at: We’ll be adding a brief survey to our new web site which you can fill out to will help us tailor a program to your specific needs.
    28. 28. Contact Us <ul><li>Virtual Help Resources </li></ul><ul><li>Office: 407.901.4276 </li></ul><ul><li>Fax: 407.264.6499 </li></ul><ul><li>Heather: </li></ul><ul><li>Extension 102 </li></ul><ul><li>[email_address] </li></ul><ul><li>Linda: </li></ul><ul><li>Extension 103 </li></ul><ul><li>[email_address] </li></ul><ul><li>Web: </li></ul>