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8point8 VA Team

Lead Time Guide and FAQ

Q: What are 8point8 VA Team's Business Hours/Days?

A: 8point8 works on your tasks during our business hours which are from Monday to Friday 6 AM - 6 PM (Philippine Time) or 6 PM Sunday - 6 AM Friday (Eastern Time, USA).

 

Q: What is Lead Time?

A: Lead time is the amount of time needed to complete a task from the moment we receive it until we deliver it to you. This includes the time needed to understand your instructions, clarify any questions we may have, complete the task, review and edit it, and then deliver it to you.
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Q: Why is Lead Time important when I'm working with 8point8 VA team?

A: At 8point8, we believe that understanding the lead time for a specific type of task is important because it ensures that we can deliver the expected output to you on time. This also gives us enough reaction time to clarify instructions or ask any questions we may have about the task before we begin working on it. To help us work more efficiently, we encourage you to provide clear and detailed instructions, as well as any necessary files, during the task submission process. This will help us better understand the requirements of the task and ensure that we can complete it within the lead time we agree upon. [Go Back to Top of FAQ]
 

Q: How do I send my instructions to you?

A: We recommend using the Trello board that we built for you. This task management system helps us to efficiently manage your tasks. It also enables our team to easily ask for clarifications or updates, so we highly encourage you to respond promptly to our messages to avoid delays in task implementation. If you already have a task management app that is not Trello, you may invite us to your workspace and we'll build the same task management set-up there.
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Q: What are some common reasons for delays in implementing tasks?

A: At 8point8 VA Team, we do our best to complete tasks within the lead time agreed upon. However, delays may occur due to a variety of reasons. Our team will immediately inform you if we are understaffed or unavailable. In most cases, common reasons for delays are unclear instructions or inadequate information provided, missing files or access to necessary tools, or delays in your reply to our clarification questions. To avoid any delays, we highly recommend that you provide clear and concise instructions, necessary files, and communicate with us in a timely manner. [Go Back to Top of FAQ]

 

Q: What happens if I'm not satisfied with the output of the task?

A: We take quality control seriously and strive to provide high-quality outputs for every task. If for any reason you are not satisfied with the output, please let us know immediately by replying to us in the Trello task card and we'll do our best to make it right. [Go Back to Top of FAQ]

 

Q: Does 8point8 accommodate urgent tasks? Like tasks that need to be done within the day?

A: Our general turn around time is a minimum of 2 business days lead time. While we understand that urgent tasks are sometimes unavoidable, we reserve the right to decline urgent task requests on a case-by-case basis. We hope for your understanding and respect. It's important to note that we highly recommend that you plan your tasks and projects ahead to give our team enough time to react, confirm instructions, bring up clarifications, and the actual implementation of the task itself. From experience, urgent tasks are the ones that have the highest margin of error, and when things are rushed, the quality cannot be guaranteed. Please keep this in mind whenever you assign work to our team. [Go Back to Top of FAQ]

 

Q: Can I set a budget for how many hours maximum the team can work on my task?

A: Absolutely! We understand that managing your budget is important and setting a maximum number of hours for a task is an effective way to control costs. When you send your task instructions, simply include the specific budgeted hours that you want to allocate for the project. For example, you can say "Please don't spend more than x hours working on this project" when you send your instructions. This will help our team prioritize and focus on the most important aspects of the task to make sure we stay within your budget. We highly recommend setting a realistic time frame to ensure that we can complete the task to the best of our abilities. Feel free to discuss your budget constraints with us, and we'll work with you to find the best solution.
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ut
FAQ

TASK TYPE

LEAD TIME

ITEMS NEEDED

3 Business Days

  • Reference or source of material (if applicable)

  • Keywords

  • Word count requirement

8point8 - Tabular form of Lead Time Guide for clients For Website by parts (1).png

Creative Writing

Lead Time Guide

Graphic Design

2-3 business days
(depending on
the complexity
of the project)

  • Reference/inspiration pieces

  • Brand colors

  • Brand font

  • File size

  • File type preference (PNG, JPEG)

  • Bulleted specific task instructions

  • Social media platform of choice

Product/
Course Launch

At least 3 weeks
before launch date

  • Brand guide

  • Course materials for the launch (videos, downloadables, module outline)

  • Content/outline for email sequence (registration, marketing)

Live Webinar

At least 4 weeks
before you start
accepting registration

  • Brand Guide

  • Webinar platform account (Zoom Webinar, Kajabi Events)

  • Content or outline for webinar slide presentation

  • Content/outline for email sequence (registration, marketing)

Social Media Scheduling

Must be assigned
at least 2 business days before publish date

  • Post caption (optional; please note if you’d like us to provide the captions)

  • Post graphics (optional; please note if you’d like us to provide the graphics)

  • Schedule of post (date and time)

Podcast
Production

Must be assigned
at least 5 business days before publish date

  • Podcast audio file

  • Show notes copy (optional; please note if you’d like us to provide the show notes)

  • Instructions for audio editing

  • Podcast thumbnail graphic

​Video Editing

Must be assigned
at least 5 business days before publish date

  • Brand guide

  • Raw video file(s)

  • Additional assets to include in
    the video (intro, outro, midplay ad)

  • List of editing instructions

Email
Newsletter

Must be assigned
at least 5 business days before publish date

  • Logins or access to your email marketing app

  • Newsletter content copy (optional; please note if you’d like us to provide the copy)

  • Newsletter graphics (optional; please note if you’d like us to provide the graphics)

Webpage
Creation
(Sales page,
landing page, waitlist page, homepage)

At least 3 weeks before publish date. Lead time may vary depending on
the complexity
of the design.

  • List of page building instructions

  • Graphics and other media files to be included

  • References or design inspiration, template (optional)

  • Logins or access to your website WordPress, Kajabi, Squarespace)

  • Webpage copy (optional; please note if you’d like us to provide the copy)

PDF Design (Worksheets,
lead magnets,
habit trackers, journal prompts)

At least 1 week before publish date. Lead time may vary
depending on the number of pages.

  • PDF pages outline (editing instructions)

  • Graphics and other media files to be included

  • Page contents (optional; please note if you’d like us to provide the PDF content)

  • References or design inspiration, template (optional)

Slide Deck
Creation

At least 1 week before deadline. Lead time may vary depending on the number
of slide pages.

  • Slide deck outline (editing instructions)

  • Graphics and other media files to be included

  • Slide contents (optional; please note if you’d like us to provide the content)

  • References or design inspiration, template (optional)

As a busy entrepreneur, we understand the value of your time. We are committed to providing you with the best possible service to help you achieve your business goals. However, to make this happen, we need your guidance and leadership. Our team cannot complete tasks without your mentorship.

By respecting our lead times, you become the hero of your own business. You not only help us deliver quality work, but also ensure that your tasks are completed in a timely and efficient manner. This allows you to focus on growing your business and achieving your goals.

Let's work together to make your business a success. Our team is excited to partner with you and provide you with top-notch virtual assistance services. Together, we can create magic and achieve greatness.

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