The Business Process Analysis
The Business Process Analysis: By taking an in depth look at your business operations we build a customer-based view of your systems and procedures.
We examine what works, what needs development, so you have a smooth-running business that is responding to enquiries promptly and professionally.
We will analyse your current Customer, Processes and Software systems, suggest solutions you can take away to implement yourself or we work with you to establish.
If you do not currently have a system or process in place and feel you are going round in circles then this service is ideal for sole traders who are ready to scale up but don’t yet have the systems in place to hand over to their new team.
Coordinating your operations, people, systems, metrics, and finances, we are passionate to see your business run smoothly and easily, giving you consistency and scalability.
Walk away with your operations clearly mapped out and ready to action.
The Customer
The Customer Journey – Putting the customer first we assess the customer journey through a business making sure you are making it easy for customers to do business with you.
Prospect Contact Management – Responsive actioning of the constant contact of emails, calls and messages.
From first contact through to invoicing, maximise your opportunities by plotting the touch points to give clients a positive customer experience.
Processes & Workflows
Who does what, when, where, how and why?
Analysing current systems to plot out our business processes, building professionalism, consistency, and scalability to the business.
Software & Systems
Using our ever-growing experience of popular and specific software systems we help find the right system for you. We are currently using or have experience 0of the following systems and software. There are always new apps to explore, just let us know anything specific.
Operating systems – Microsoft Office 365, Google
Productivity – Clickup, Trello, Planner, Jobber, ServiceM8
Diary & Time Management – Calendly, Acuity, Appointlet, Timeular
CRM – Capsule, HubSpot, Pipedrive
Document management – Dropbox, DocuSign, HelloSign, Mailchimp, Survey Monkey
Virtual Assistant Services
Flexible monthly retainer services tailored to meet your business needs.
Let us organise and action the constant contact of your daily admin that helps present your business professionally to your prospective clients.
By taking this workload off your shoulders you get to focus on something more productive, regain valuable time, get to see the family or maybe even get some much needed you time.
Choose from our range of services to build a solution that is right for you.
Customer Service
Email Management
With enquiries coming at you from all angles it can be hard to keep all the plates spinning.
Time to let our customer service retainer help process the growing level of enquiries, ideally suited to businesses who need quick and efficient action to clear any bottlenecks in their customer journey.
Tame your inbox, do you have hundreds of unread emails? Do you struggle to see the wood for the trees?
We help assess and establish an email processing system that works for you!
CRM Management
Data & Document Organisation
Keep track of your leads.
Develop measurable nurture sequences.
Turn warm leads into customers .
Audit preparation
Collate and organise business documents.
Document Creation – Business letters, Professional Notes, Reports, CV’s, Newsletters, Quotes, Purchase orders
Retainer prices are based on the level of service required with prices ranging from £160 – £550 per calendar month.
FAQs
Why use a VA?
Trent VA is a business service that provides flexible admin solutions to cut costs for our clients. With no employer responsibilities, systems fees, or insurances to pay, using Trent VA saves our clients an average 50-70% on providing the same service in house.
How do you access our data and systems securely?
We take data security very seriously and at Trent VA we are registered with the ICO as data processors. We also use secure methods of password sharing meaning we can log into systems remotely without even seeing your login details.
I’m not sure you’ll understand our industry.
Our clients spend 90% of their contract working with one dedicated team member. This way we gain a deeper understanding of the business as we learn the ropes just as an employee would. If you haven’t already check out our testimonials take a look to see what our clients say.
Will I meet our VA in person?
Possibly, possibly not. Although we are based in the East Midlands our clients and team members are located all across the UK, so it may be possible to meet up, but we mainly keep in touch though WhatsApp or Zoom.
Will there be a formal agreement?
Yes, so we clarify what tasks are being done and how we will issue a contract. This helps both sides understand the work agreed, and that it also covers the legal stuff around GDPR and IR35.
Confidentiality
Our contracts include a confidentiality clause whereby all work is handled in strict confidence. They also cover copyright.
Will I be locked into the contract when I sign? If not, how long do they last?
No, we do not lock anybody into any contract or agreement, our retainers self-renew every month for 12 months. We will review regularly, amend, and issue a new contact, as necessary.
When will my work get done?
This very much depends on the work requested. We aim to process work within agreed timescales using our professional skills to complete tasks as required. Yes, that can sometimes mean we work odd hours, but that is our choice.
When will the work start?
As soon as the contract is signed, we will start onboarding your work. We use secure online signature systems to complete this and no work will start until signed contracts are in place.
What happens if there is an error in the work?
We always ask that clients check work, any errors by us will be redone asap, if it’s something that got missed in the instructions then we will add this to the work rota.
When and How do I pay?
Invoices are issued in arrears on (or as near as) the 1st of the month and have 7 days payment terms. All payments can be made by BACS (we find setting up a standing order works best), sorry we no longer take cash or cheques.
How do cancel my services?
We ask for 1 months written notice for all cancellations, if the retainer is cancelled mid-month a pro rata figure will be agreed.
