Frequently Asked Questions about Working with a Virtual Team Member

Frequently Asked Questions

You may be new to hiring a virtual team member or have been burned by previous experience. We understand and are here to walk you through the process.

We want you to be comfortable and know what to expect. We have pulled together these Frequently Asked Questions (FAQs) to help you understand how Olinda Services operates. Review as many as you can before scheduling your appointment.

An Executive Business Partner functions as your Executive Virtual Assistant but delves deeper into your organization. As we partner together, strategies are developed that grow your business and strengthen your key stakeholder relationships. Lisa Olinda is the Chief Chaos Whisperer with Olinda Services. She oversees all tasks completed to ensure they meet her strict guidelines. Lisa’s background is as a C-Level administrative professional. She works from her home office in Delaware. She works on both Windows 10 and Mac platforms and has the tech required for any on the road or client-based meetings. This tech includes board meetings complete with audio equipment, a projector, screen, supplies, laptop, etc.

Lisa Olinda is licensed in the State of Delaware, United States.

What is an Executive Business Partner?

What can you do?

You can visit Work With Us for more information. Our core services are document management, team building, travel management, calendar management, and email management. These services embrace project management, marketing, and systems.

Do you have partners?

Lisa Olinda partners with high-quality subcontractors to provide graphic design, bookkeeping, transcription, social media management, website design, and more.

Where did you get your training?

Lisa Olinda worked in corporate America with companies like JP Morgan and American Express. She has extensive experience with Non-Profit Boards and has helped establish several small businesses. She has over ten years of experience working with international clients.

Where did you get your training?

Do you work on weekends and holidays?

Lisa Olinda practices what she teaches her clients. With international clients, she can be available for early calls, but she tries to maintain evenings, weekends, and holidays off. In special circumstances, exceptions can be made.

Do you provide backup when you are away?

I always give my clients two weeks’ notice if I am going to be out of the office. If you have work that cannot be completed before a vacation, a backup can be arranged.

Can you use my online tools?

If your online tools are cloud-based and available through the internet we can accommodate.

What is the best way to contact you?

The best way to reach Lisa is via email or the project management tool agreed on. Phone calls can be scheduled as needed.

How fast do you respond?

During weekday hours, emails are responded to within 3 – 4 hours. Weekend emails will be handled first thing Monday morning unless it is an emergency.

Can you access a company email account?

Yes, of course! Email is usually managed via Outlook or webmail. You can have a signature set up and correspondence will seem seamless to your clients.

Do you track time?

Tracking time is time-consuming. The partnership with Olinda Services is built on trust. Time is reserved and blocked off on the calendar to handle each client’s work and ensure there are no distractions.

Billing

Lisa firmly believes in building trust in her partner relationships. You will purchase a monthly retainer. Hours can be carried over as needed for fifteen additional days. If you run out of hours, you will be advised prior to new work starting. If agreed, additional hours can be purchased. Your plan will renew on the same day each month.

How Am I Billed?

Billing is done through QuickBooks. Online payment can be made through your checking account (preferred).

Are your Plans Flexible?

The minimum hours available per month are 10. If needed you can purchase additional plans or hours. You can upgrade, or downgrade as needed.

How do I Terminate My Work with You?

Our plans are renewed on a month-to-month basis with no long-term commitment. We request that you give two weeks’ notice if we are not a good fit for you.

Are there any Additional Fees?

Our plans are all-inclusive. The only additional charges would be special projects which need a subcontractors’ input. That would be arranged on a case by case basis. Also, if travel is needed for an event, all travel expenses will be covered by the client.

How can I Protect my Company Information?

Lisa Olinda and all subcontractors will sign a non-disclosure agreement (NDA) covering the protection of your information and intellectual property. In addition, take advantage of cloud technologies and save information and files on cloud-based platforms like Dropbox or Microsoft365. This means that your sensitive information is stored centrally rather than on an individual’s personal computer.

Hiring an Executive Business Partner Looks Expensive

Yes, hiring an Executive Business Partner can be a major investment in your business. The goal though is to maximize their benefit, so you can relief from the overwhelm of daily administrative tasks.

You do not need to pay an hourly wage, benefits, payroll, taxes, and time not worked (vacation, holidays, sick). You do not need to purchase equipment and furniture while adhering to mandates such as OSHA. Working with a virtual assistant is intended to be a convenient, cost-effective solution to your needs. My clients only give me the amount of work they need for the month.

Will I have to Train You?

Although Lisa Olinda has over 30 years of expertise, some training will need to occur for your systems. If you have never worked with an Executive Business Partner, I recommend that you delegate in steps. I often advise potential clients to take a week and write down everything they are doing. I then recommend your sort them into what makes money and what doesn’t. Do you have something that bores you to tears and is not making you money? That is a great place to start.

With Lisa Olinda, you will find a partner that is quick, efficient, and detail-oriented.

Advice for Working with an Executive Business Partner

If you delegate in steps, you allow the trust to be built, and even with step one, you should find some relief.

Step One – Do exactly what I ask.

This is where you ask your assistant to only do a specific task. EXACTLY what you ask them to do. Nothing more, nothing less. Be very specific.

Example; make 500 copies of the digital file sent to via email at XYZ copy center and mail them to the XYZ venue.

Step Two – Research and report.

This is where you see if they can research a need and find a solution. You are not asking them to decide, just report back to you the information they find.

Example; find a vendor where we can get 500 copies of a digital file printed and couriered to the venue. How much will it cost? How long will it take?

Step Three – Research, Report, and Recommend.

Here you are asking them to evaluate the research they did and make a recommendation based on their preference.

Example; same as step two but you are asking for their preference. This allows you to evaluate their decision-making skills.

Step Four – Decide and Inform.

When you reach a certain level of trust, then you can give more latitude with assignments. Just require that they inform you of the decision made so you are not caught off guard. Don’t micro-manage the decision. If you have given complete information, trust their decision. Often, when we are frustrated with a decision, it is because we did not give clear expectations or guidelines.

Example; We need 500 copies of the digital file printed and couriered to the venue. We can only bill the client $250. Anything over $250 comes out of our pocket.

Step Five – Decide.

This is the ultimate freedom for you. You have built the level of trust where your assistant can just make the decision, leaving you free to focus on higher-level tasks. To accomplish this, they will need to have access to information.

For example. They will need to access the contract where they can see the budget, who needs what, and when.

If you have read through this and are ready to discuss your needs, please schedule a call today.

Frequently Asked Questions

Advice for Working with an Executive Business Partner

Have Questions? Contact Us!

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