About Connect Content
Tom is the Founder of Content Marketing Agency, Connect Content and was fed up with wasting time on all the superficial things in his business that distracted him from client work.
He thought he was ready to outsource his day-to-day to a Virtual Assistant. But he quickly realised that his internal processes and digital set-up would not allow him to work seamlessly with remote staff….yet!
Within 3 weeks, our Systemise & Scale Up Team helped Tom transform his business with automated workflows, documented SOPs and a Virtual HQ.
The Challenge
Client onboarding was tedious
90% of Tom’s client onboarding process was manual, leaving room for error.
Platforms not talking to eachother
He was juggling data across 3-4 systems when he could’ve been using 1.
Getting lost in hundreds of emails
Client emails and staff emails were piling up into a headache.
Processes all stored in his head
Tom knew how and when he needed things done. But none of that was documented.
I came for a VA not really knowing what was involved in that process… and it became clear to me that we couldn’t just drop a VA in my business the way it was.
There were a lot of different systems and things that were only in my head and they weren’t written down. And I was using 3 or 4 systems when I probably could have used one. I realised that was an issue.
Our Approach
Automated client onboarding & payments
Implemented integrations and set-up a payment collection system.
Integrated platforms and automated notifications
Consolidated his platforms and set-up API integrations.
Improved internal workflows and staff communication
Systemised existing workflows and implemented chat tools.
Outsourced and trained a proficient Virtual Assistant
Handed client onboarding and admin over to a Virtual Assistant.
Outsourcing Angel sat down with me from start to finish asking about what systems and processes I’ve got in place and why. The answer was often because I’ve always done it that way, but he [our S&S Expert] was able to ease me towards the solution.
Strategy & Execution
Systemise & Scale Up Program (S&S)
The first step of our S&S Program was to understand all of Connect Content’s, departments and the intricacies of how they function together. It was important to us to understand what parts Tom loved and hated that we could take off her plate.
After a deep dive session, we identified the key areas of Tom’s business that majorly held back his business growth and created stress for his mentality. These were:
Once Tom agreed that he would like to systemise these areas, our Systemise & Scale Up Team was off to work! Here’s what we achieved for Connect Content within 3 weeks of our S&S Program:
Before
Manual and tedious client onboarding process
After
Automated client onboarding sequence
Before
Client payments collected manually
After
Set-up automated client payment platform and client arrears process
Before
Manually following up with leads
After
Leads follow-up email sequence
Before
Staff communicated via email
After
Set-up Instant Messaging platform and integrated with other tools
Before
Tom was juggling admin and client follow-up
After
Outsourced admin and client follow-up to a Virtual Assistant
Before
Business model wasn’t set-up digitally to hire remote staff
After
Set-up a Virtual HQ and digital set-up to hire a Virtual Assistant
While our Systemise & Scale Up Team worked with Tom to implement these changes, our Recruitment Team began shortlisting virtual assistant candidates that met all of Tom’s criteria.
We systemised Connect Content with:
Hiring a Virtual Assistant
Once our Systemise & Scale Up Team completed the final assessment overview of Connect Content’s new systems, processes, tools and documents, they were now fully equipped to begin outsourcing a virtual assistant!
Tom interviewed the shortlisted virtual assistants before deciding on our Virtual Assistant Marie.
Qualifications
Work Experience
Work Samples
Virtual Assistant On-boarding
Since Tom went through our Systemise & Scale Up Program, it was up to our team to train Virtual Assistant Maria on the new tools, systems and processes. This is how we on-boarded Maria:
Virtual Assistant Training Videos
Our Systemise & Scale Up Team created training videos for VA on the client’s updated systems, processes and expectations.
Logins and access
We set-up the VA with all their accounts, logins and access levels using LastPass.
Pre-onboarding
Our team met with the VA to check they understand all the requirements and provide updates on any changes.
Assigned VOM
Every client is assigned a Virtual Office Manager who is responsible for overseeing the VA’s work and communication so that things run smoothly.
Ready to work!
We set up the daily huddles, end-of-day routines and more so that your VA is ready to work! You won’t need to figure out anything on your own.
Outsourcing tasks to Virtual Assistant
Virtual Assistant Marie now looks after the following for Tom:
2 months after the completion of Systemise & Scale Up our team checked in with Tom and Virtual Assistant Marie to make any additional tweaks personalised to the way they like to work together.
The Result
Tom came looking for a Virtual Assistant but left with systemised workflows, improved team communication, better project management and transformed his business into a Virtual HQ that is now equipped for rapid online growth.
Virtual Assistant Marie has been with Tom for 9 months now and he even trusts Marie to manage her own schedule because she’s the resourceful, proactive and organised VA he’s always wanted!
- Tom Etherington
Founder & Head of Content Strategy
Sydney, Australia
I’d say this was invaluable and almost essential if you’re thinking about getting a VA. It just saves it from start to finish and to be honest, even if I hadn’t got a VA would have been valuable in itself.
Just the fact that it was someone looking at your systems and who knows what they’re doing and saying ‘I can make that better
Have you hit the ceiling of what your business can earn?
If you know you can’t grow your business anymore and need to scale in order to be able to service more clients and get some balance back in your life. Take the first step with us today. We’ve got an S&S Team ready to help!
