va+ virtual assistant project managment and time log tool

© Pointer Systems 2010 © Fish in Custard 2010

Demonstration By Hannah LewisOf Fish in Custard a VA since 2005

VA +

• An online project management tool for VA’s• Designed with a VA to work for VA’s• Client logon for their progress notes and upload of new

tasks• Clear view of all tasks and deadlines• Simple time and expenses log• One click invoicing and easy quoting tool• Key document backup • Online promotion in directory


VA Plus Home Page


VA Directory

• Promotion of the VA industry through online marketing, news and comment

• Directory, free entry if VA plus member but all VA’s welcome to register

• Directory searchable by geographic location, skill or service

• National/International promotion for VA’s


The VA’s Control Panel


VA’s Control Panel

• The first page you see when logging on and where all options/data is entered through

• Task Related – Project Management Function• Customer Related – Contact data, Quoting and monthly

reports which are time sheets, expenses log and invoices at the click of a button

• Just About Me – VA Focused Calender showing all tasks and deadlines. Look back at invoices and other records.

• Add To Do’s – actions the VA needs to do for their own business


Customer Details


Customer Details

• Customer Contact data• Customer Login details – they can logon and see

the progress on their tasks, upload new task, documents etc Cut down on the number of progress emails and phone calls to clients so save time.

• Customer charging – if like me different clients, different rates, time blocks etc – VA+ uses this data to generate invoices, time logs etc.


New Task


Task Details


Task List


Tasks• Task orientated system• Then there are worksheets which are sub-tasks • Source = Meeting/email/phone call/web etc• Status = awaiting start/pending/in progress/report stage/completed• Category = general admin/invoicing/marketing etc• Type = open end/fixed end/recurring• Depending on this option different date fields appear or recurring selection –

daily/monthly/ignore weekends• You can put in lots of narrative detail• Upload files = creates back up copies of key client documents• In the task details it pulls in customer contact info so no need to look up

somewhere else if need to call them or email. And while you do you can create a log of that contact.


Track Hours


Track Expense


Track Hours and Expenses

• Will round up the time according to the time blocks entered in customer profile

• Data used to generate Monthly reports which are time sheets for customers

• Data used to create an invoice• Always put a narrative or the task working on or if it was

a phone call, report writing etc, this feeds into the monthly report timesheet

• Adds onto invoices, log as things are paid for or mileage to a meeting to keep an accurate track


Contact Log


Contact Log

• Use like a CRM tool for quotes – create a task to quote from and then you can log when you have chased it

• Use as a log of all contact with a client. Unfortunately it does not link with Outlook so you can keep emails in outlook as a log of those, or you can log each time you send one – perhaps it would be good to log an email of the key milestones in a project so you know they are done such as Report sent.

• Great for logging telephone calls, things that were said and agreed – I often get calls when I am working on something else and then the details can be forgotten, so a quick log to jog my memory is useful

• Or you can scan and save letters from clients.© Pointer Systems 2010 © Fish in Custard 2010

Diary Entry


Can add a meeting or report deadline to the calendar. Or if you are off to a networking or training event put it in, so then you can juggle round the other scheduled work. Clients will be able to see that you are not available and why.

Key Date


Can put in key dates in a project for example, when you expect to have copy from a client for the newsletter – or when you need to chase them for it! From this you can create Interim reports on milestones in a project.

Progress Note


A progress note is created each time any thing is done on the task eg. Hours logged, a worksheet entered Or you can create your own progress notes as you move through a task to log what has been done

Worksheet


These are like sub-tasks, they can be set as recurring. Time and expenses can be logged against a worksheet as with a task. I see myself using this in the main with a Task for a client with an open end date then worksheets with fixed or recurring end dates for different projects. There are ways of working with VA+ to suit your VA business, not every VA will use it in the same way.

Viewing Added Entries


To Dos


To Dos are things you need to do that are not task related. All links through with the tasks to the calendar so you can schedule when to work on things

Summary

• VA+ keeps all Client Data in one place• VA+ allows Clients to login anytime to view progress

on a task or to add new tasks, upload file etc• VA+ makes monthly reporting and invoicing much

simpler and quicker. The time saved can be spent on paid client work

• VA+ is a selling point to clients• VA+ provides a promotion opportunity through the

directory© Pointer Systems 2010 © Fish in Custard 2010

For more information please go to:www.vaplus.co.uk or email [email protected]


http://www.vaplus.co.uk/



mailto:[email protected]

va+ virtual assistant project managment and time log tool

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