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Lead Time Guide

Creative Writing

Creative Writing.png

Lead Time:

3 BUSINESS DAYS

Items Needed:

  • Reference or source of material (if applicable)

  • Keywords

  • Word count requirement​

Graphic Design

Graphic Design.png

Lead Time:

2-3 BUSINESS DAYS

(Depending on the complexity of the project)

Items Needed:

  • Reference/inspiraration pieces

  • Brand colors

  • Brand font

  • File size

  • File type preference (PNG, JPEG)

  • Bulleted specific task instructions

  • Social media platform of choice

Product/Course Launch

Online Course Launch.png

Lead Time:

At least 3 weeks before launch date

Items Needed:

  • Brand guide

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

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

Live Webinar

Live Webinar.png

Lead Time:
At least 4 weeks before you start accepting registration

Items Needed:

  • Brand Guide

  • Webinar Platform account (Zoom Webinar, Kajabi Events)

  • Content/outline for webinar slide presentation

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

Social Media Scheduling

Social Media Scheduling.png

Lead Time:

Must be assigned at least 2 business days before publish date

Items Needed:

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

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

  • Schedule to post (Date and Time)

Podcast Production

Podcast Production.png

Lead Time:
Must be assigned at least 5 business days before publish date

Items Needed:

  • 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

Video Editing.png

Lead Time:

Must be assigned at least 5 business days before publish date

Items Needed:

  • Brand guide

  • Raw video file(s)

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

Email Newsletter

Email Newsletter.png

Lead Time:
Must be assigned at least 5 business days before publish dates

Items Needed:

  • Logins or access to your email marketing app

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

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

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

Webpage Creation.png

Lead Time:

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

Items Needed:

  • 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)

PDF Design.png

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

Items Needed:

  • PDF pages outline (editing instructions)

  • Graphics and other media files to be included

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

  • References or design inspiration, template (optional)

Slide Deck Creation

Slide Deck Creation.png

Lead Time:

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

Items Needed:

  • 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)

8point8 VA Team

Lead Time Guide and FAQ

Business Hours

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

A: Our team works on tasks during the following hours:

  • Philippine Time (PHT): Monday to Friday, 6:00 AM – 6:00 PM

  • Eastern Time (ET): Sunday 6:00 PM – Friday 6:00 AM

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Lead Time

Q: What is Lead Time?

A: Lead time is the total time required to complete a task—from the moment we receive it to final delivery. This includes:

  • Reviewing and understanding instructions

  • Asking clarifying questions (if needed)

  • Completing the task

  • Reviewing and editing

  • Delivering the final output

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Why Lead Time Matters

Q: Why is Lead Time important when I'm working with 8point8 VA team?

A: Understanding lead time helps ensure that tasks are delivered on time and meet expectations. It also gives our team enough time to:

  • Clarify instructions before starting

  • Gather any missing information

  • Maintain quality standards

 

To help us work efficiently, please provide:

  • Clear and detailed instructions

  • All necessary files and resources

 

This allows us to complete your task within the agreed timeline.

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Sending Instructions

Q: How do I send my instructions to you?

A: We recommend using the Trello board we’ve set up for you. It helps us:

  • Organize and track tasks efficiently

  • Communicate quickly for clarifications or updates

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If you’re using a different task management tool, you can invite us to your workspace—we’ll replicate the same system there.

​

To avoid delays, please respond promptly to any questions from our team.​

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Common Causes of Delays

Q: What are some common reasons for delays in implementing tasks?

A: While we aim to meet all agreed lead times, delays may happen due to:

  • Unclear or incomplete instructions

  • Missing files or tool access

  • Delayed responses to clarification requests

  • Temporary staffing or availability issues

 

To minimize delays, please ensure timely communication and complete task details.

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Revisions & Feedback

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

A: We prioritize quality and client satisfaction. If you’re not happy with the result:

  • Reply directly in the Trello task card

  • Let us know what needs improvement

 

We’ll work with you to make it right.

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Urgent Tasks

Q: Do you accept urgent or same-day tasks?

A: Our standard turnaround time is a minimum of 2 business days.

 

While we understand urgent requests may arise, we:

  • Review urgent tasks on a case-by-case basis

  • Reserve the right to decline if needed

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We strongly recommend planning ahead. Rushed tasks often carry a higher risk of errors, and quality may be affected.

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Budgeting Task Hours

Q: Can I set a maximum number of hours for a task?

A: Yes, absolutely.

 

When submitting a task, simply include your budget, for example: “Please don’t spend more than X hours on this project.”

 

This helps us:

  • Prioritize key elements

  • Stay within your budget

 

We recommend setting realistic time limits to ensure the best possible results. If needed, we’re happy to discuss options with you.

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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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