8point8
Virtual Assistance
Partnering for Success:
Our Collaboration Guide
To ensure your projects are delivered with the precision and flair they deserve, our team has outlined our standard workflow below. Think of this as our "blueprint for success"—it helps us manage our production calendar so we can give your brand our undivided attention.
Disclaimer: The lead times shown below are estimates. Tasks may be completed sooner or later depending on the complexity, number of revisions, or the specific nature of the project.
How long does each task take and what is needed from me?
Lead Time Guide
Before we dive into the creative work, it is important to understand the timing and materials required for individual tasks. This schedule serves as a quick reference to help you plan your content calendar and ensure we have the foundational elements needed to begin production immediately.
Task Type
Project Deadline (Estimate)
Required From You
Optional From You
Social Media Posting
2 Business Days
-
Post dates and times
-
Goal and context of post
-
Your own captions
-
Your own graphics
Creative Writing
3 Business Days
-
Topic and keywords
-
Word count
-
Goal and context
-
Reference links
-
Source materials
Graphic Design
2–3 Business Days
-
Brand colors and fonts
-
Size and file type
-
Goal and context
-
Inspiration photos
-
Design templates
Podcast Production
5 Business Days
-
Audio files
-
Editing notes
-
Goal and context
-
Show notes copy
-
Thumbnail graphics
Video Editing
5 Business Days
-
Raw video files
-
Brand guide
-
Goal and context
-
Intro/Outro clips
-
Ad assets
Email Newsletter
5 Business Days
-
Email app login
-
Goal and context
-
Newsletter copy
-
Newsletter graphics
PDF / Lead Magnets
1 Week
-
Content outline
-
Goal and context
-
Specific media/images
-
Design templates
Slide Decks
1 Week
-
Slide outline
-
Goal and context
-
Media files
-
Pre-written content
Webpage Creation
3 Weeks
-
Website login
-
Building instructions
-
Goal and context
-
Page copy
-
Specific media files
Product / Launch
3 Weeks
-
Brand guide
-
Course materials
-
Goal and context
-
Marketing assets
Live Webinar
4 Weeks
-
Platform access
-
Presentation outline
-
Goal and context
-
Brand guide
While these individual tasks form the backbone of our daily output, many of your goals will require a combination of these services working in tandem. When multiple tasks overlap to support a single objective, we transition from simple task management to full-scale project coordination.
What tasks are involved in my big project?
Common Project Breakdowns
When you are planning a major milestone, such as a launch or a new event, it is helpful to see how these individual tasks fit together. This bird’s-eye view illustrates the complexity of larger projects and highlights why providing clear context and ample lead time is vital for a successful outcome.
If you are planning a...
Usually, this involves these Task Types:
Podcast Launch
-
Audio Production: Pilot episode, Intro/Outro audio
-
Design: Cover art, Audiograms
-
Writing: Show notes, Blog posts
-
Marketing: Newsletter, Promo graphics, Scheduling
Product / Course Launch
-
Web: Sales, Landing, and Checkout pages
-
Writing: Email sequences, Sales copy
-
Design: Slide decks, PDF worksheets, Promo banners
-
Video: Module editing, Promo trailers
Live Webinar Event
-
Admin: Platform setup (Zoom/Kajabi), Registration links
-
Writing: Reminder and Replay email sequences
-
Design: Slide deck, Social media ads
-
Video: Editing the live recording
Lead Magnet / Freebie
-
Admin: Platform setup (Zoom/Kajabi), Registration links
-
Writing: Reminder and Replay email sequences
-
Design: Slide deck, Social media ads
-
Video: Editing the live recording
Monthly Newsletter
-
Writing: Main newsletter copy, Catchy subject lines
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Design: Custom headers, Clickable buttons
-
Admin: Tech setup and scheduling
Understanding these multi-layered projects helps set realistic expectations for your business milestones. To help you navigate the logistics of these assignments and clarify our operational standards, we have compiled the following guide to answer common questions about our working relationship.
What else should I know about working with the team?
FAQ Guide
Navigating the workflow from start to finish is easier when you know exactly what to expect from our team. The following breakdown addresses common inquiries regarding our business hours, communication methods, and how we handle adjustments once a task is completed.
Phase 1:
Before You Assign
Business Hours
We work Mon–Fri (PHT) / Sun–Fri (ET). Your tasks move forward while you sleep.
Understanding Lead Time
This is the total time from request to delivery, including setup, drafting, and quality checks.
Setting a Time Budget
You can specify a maximum number of hours for any task to help us prioritize the most impactful work.
Urgent Requests
Standard turnaround is 2 business days. Rush tasks are reviewed case-by-case to maintain quality.
Phase 2:
During the Process
Sending Instructions
Use your Trello board. This keeps files and communication in one organized place.
Avoiding Delays
Delays are usually caused by missing files, lack of tool access, or slow responses to clarifying questions.
Supporting the Team
Providing clear goals and all necessary assets upfront allows us to hit the ground running immediately.
Progress Updates
The team will check in within 2 business days to confirm we have everything needed to proceed.
Phase 3:
After Completion
Requesting Changes
If you aren't 100% satisfied, reply directly to the Trello card. We will work with you to make it right.
Providing Feedback
Comment directly on the task card. This keeps the project history clear for the entire team.
Final Deliverables
Final outputs are delivered back to the original task card for easy tracking and downloading.