Introductory Call Protocol for VA-Client Collaborations
CONSULTED:
Farrah Alfonso
Gerald Peter Cagata
Rachel Grace Baguio
INFORMED:
Brenna Evangelista - Operations Manager
PURPOSE:
To establish a streamlined and organized approach to the initial stages of client and virtual assistant partnerships. This protocol aims to ensure clear communication, effective introductions, and a smooth transition from the setup phase to the collaborative discussions. By providing detailed steps for pre-call preparations, introduction facilitation, and post-meeting follow-ups, the purpose is to create a positive and professional experience for both clients and virtual assistants, fostering a foundation for successful and productive collaborations
Step by Step:
Set Up the Call Through Google Meet: Schedule the introductory call using Google Meet. Ensure both the VA and client have the meeting link and time details well in advance.
Email Confirmation and VA Communication:
Send Email to Client: In the confirmation email to the client, mention that the meeting link has been sent separately. Politely ask if they have received it and if there are any issues accessing the link.
Communication with VA: Simultaneously, send a message to the VA through Google Chat or any preferred communication platform, confirming the meeting details and providing the meeting link. Ensure the VA is aware of the schedule and is prepared for the upcoming call.
Day of the Meeting:
Join the Call: On the scheduled day, join the Google Meet call a few minutes before the agreed-upon time.
Introduction: Begin the call by introducing yourself and welcoming both the VA and client.
Introduction of Parties: Introduce the VA and the client to each other. Highlight key skills and experiences to establish a connection.
Agenda Overview: Briefly outline the agenda for the meeting, emphasizing the main topics to be discussed.
Specialist's Role: Mention that a specialist is present to facilitate the introduction, guide the discussion, and ensure a smooth interaction.
Allow Discussion: Step back after the introductions and let the VA and client engage in a one-on-one discussion to discuss the project details.
Exit the Call: Politely inform them that you'll leave the call to allow them to delve into the details. Reassure them that the specialist is available for any guidance needed.
Follow-Up:
Post-Meeting Check-In: After the scheduled meeting time, check in with both the client and VA separately to gather feedback and confirm if everything went well.
Proceed or Adjust: Based on their feedback, assess whether it's suitable to proceed with the collaboration as planned or if any adjustments are needed.
By incorporating these additional communication steps, you ensure that both the client and VA are well-informed and prepared for the introductory call.