Vap Short

Getting back to the tasks that make you $$$

Meet your virtual team

10 years experience in promotional products and apparel6+ years as a Proforma FranchiseeThorough knowledge of all systems and procedures

relating to ProformaProOffice ver 2, ProSmart, media uploading, operational forms

Strong relationships with many ASI vendorsStrong knowledge of IllustratorValue respect and strong communication with clients as

paramount to maintaining a strong businessOur 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

Heather Young

Meet your virtual team

Professional Graphic Artist for over 20 years Print materials, digital composition, sign graphics – all

aspectsDigital product photography and catalog experience

Products and locations, photo correctionPrint Shop Manager/Graphic ArtistCreativity and attention to detail will enhance your

business image with your clients and vendorsElectronic document composition and conversion specialistDisplay advertising for trade and specialty publications

Linda Cram

Why do you need a Virtual Assistant?

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.

With all these responsibilities you will no doubt find a “gap” or niche where an assistant would be of real value

to you.

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.

How a Virtual Assistant fills that gap … A Virtual Assistant’s responsibilities are tailored to

your specific needs: Answering incoming calls and handling inquiries

Order entry and follow through including:•Order Acknowledgements•Purchase Orders•Communications during proof, production and delivery•Order tracking and follow up with customers and vendors•Billing and completion of the process

Sourcing products and preparing presentations

Composition and delivery of professional quotes

Follow-ups to address questions and concerns

… and expands your capabilities! A Virtual Assistant can build on your marketing plan

by tapping into the resources already in place: Prepare marketing mail outs using Prosmart capabilities

Unlike some other Virtual Assistant providers, we offer:•Professional graphic design services•Professional forms and documents, customized for your company•Professional proof documents, tailored to the product type

Keep your Prosmart up to date and comprehensive

Follow up on requests for information and literature

Follow up on e-mail blasts and mailings

We keep you on top of your business … A Virtual Assistant keeps you connected and

informed of day to day operations and updates: Online “Orders In Process” reporting

“Click-To” function allows you to jump to a particular order for details;•Dates such as quote date, order date, proof date, projected ship date, etc.•Tracking numbers and current progress of shipment each day•Notes pertinent to the order such as customer comments, vendor notes, etc•Check box simplicity for each phase of order fullfillment

Order details posted to your Basecamp each afternoon

Comprehensive notes and details, we don’t miss the little things

Color-coded order key lets you know at a glance what phase an order is in

… to keep you on top of your game. A Virtual Assistant saves you time by taking care of

the all-important details: Provides a quicker response to customers and vendors

Insures your vital business information is always provided to you;•Conversations with customers•Conversations with vendors•Problem resolution to keep the order moving•Timely billing to keep your income “incoming”!

Provides attentive service to your customers about time frames and shipping Frees up your time to prospect and develop new clients

Provides your customer a second go-to person so they rarely get voice mail

We keep you informed

Information at a glance

Like no other VA providerUnlike 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.

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.

Like no other VA provider

Communication is the key! Using Basecamp, you have a “direct-connect” to

your Virtual Assistant

Everything going on … at a glance

Advise your assistant of changes

Maintain “To-Do” Lists and track progress

Collect related art and data files

Utilize your ProSmart to it’s full potential

Beyond an Administrative Assistant With a professional Graphic Artist on staff, we

can get your customer’s artwork done “in-house”!

Professional quote forms for your franchise, tailored to the product type Virtual samples with crisp, clean artwork

Four-color process and digital photo correction experience

Custom forms creation for your customer

Graphics for web based applications

Document conversion to PDF including interactive forms and documents

We do it all

Tools we bring to the tableFormer Proforma Franchise OwnerProfessional Graphic Artist on staffESP online subscriberProOffice experience and accessProSmart experience and accessIllustrator and Photoshop Experience and SoftwareBasecamp for information sharingProforma E-Mail address for seamless support

Additional offerings from VHRBasic websitesCopywritingImage SourcingDigital Product Photography

Standards we adhere toProfessional work ethicProfessional work attitudeComprehensive job handling – all order line items

processed to ensure more accurate reportingDependable - on the job when you need usReliable - taking care of your businessCommunication is a priority - with both you and your

customers and vendorsAs much or as little as you’d like us to handleYour success is our success – you will soon wonder

how you ever did without us!

How to decide if you need a VAAsk yourself these questions:

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?

If you could take certain tasks off of your plate to free up time and get rid of the hassle, what would they be?

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?

Identify what you DO like to do, as this is where you will excel! Stick to your comfort zone.

Identify what you do NOT like to do. These are the tasks well suited to a Virtual Assistant relationship.

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.

DO make the best choice of VA providers. Be sure you choose the one that KNOWS your industry.

Break it down into manageable bites

When choosing your provider, find out their backgroundsWhat was their past experience?What do they bring to your business?Are they knowledgeable about Proforma’s offerings?Can they represent you professionally?Can they provide value-added services?

And the bottom line …. Can they help you make money?

Choose your VA Provider carefully

How to get started with VHRCall us or email to set up a time we can discuss your needsWe will develop and present a plan based on your needs.We will review with you and modify plan as neededSign and send your contract with paymentOnce 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.

We invoice on the 1st and 15th of the month in conjunction with Net Proceeds.

Thank you! 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:

www.virtualhelpresources.com

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.

Contact UsVirtual Help ResourcesOffice: 407.901.4276

Fax: 407.264.6499

Heather:

Extension 102

heather.young@proforma.com

Linda:

Extension 103

linda.cram@proforma.com

Web: www.virtualhelpresources.com