A Simple Process A Virtual Assistant, or VA, is the office support of the 21st century. Virtual Assistants are currently working as Executive Assistants, Secretaries, Data Entry Personnel, Clerks, Tax Advisors, Accountants, Medical Transcribers, and a host of other administrative support tasks. Virtual assistants are independent contractors that provide all the services of traditional office staff from their own office. Hiring a VA is a cost-effective solution for small and home-based businesses. The mission of Simple Process, Inc. is to provide high quality, efficient administrative support to businesses of all sizes. Our continual goal is to maintain a professional and ethical standard within the business community through the utilization of superior knowledge, expertise, technology and client services. The goals of Simple Process, Inc are simple and provide a solid foundation on which to build upon. These goals include providing all levels of administrative support; maintaining professional relationships; keeping current on technology; and, turning a profit within a one-year time. Administrative Support Administrative support is a corner stone that builds a business into a Virtual Assistant world. In order for this operation to run smoothly it is important that these objectives are meet from the inception. � Gather training information on the most current software available for Power Point, Excel, Word, Outlook, Accounting Programs, etc. � Setup meetings with training facilities and local colleges to enhance knowledge on office programs. � Meet with local office suppliers, and set up an account for basic supplies. � Organize office space. � Contact several different mail services and evaluate their services and fees. Designing the workspace and insuring that creditable suppliers and mailers are in-order will make a tremendous difference in how much time we have to get the � real� work done. Additionally, we will have a backup plan should one of our suppliers suddenly go out of business or double its prices. We will keep a current list on file of alternate training facilities, suppliers, and mail services. We will continue to scope out the professional and trade organizations for product and services. Monitor � About.com� for the business-tobusiness information flow and to keep up on resources and trends in our market. We will rely on the technical department to keep us informed on new technology entering the market. We will train and have these programs on board for our clients as they enter into the business world. Keeping on top, and trained, on the newest technology will help build a good clientele foundation. We will monitor and keep a running log of supplies ordered so we can adequately forecast and budget for our needs. Maintaining Professional Relationship In order to maintain our professional relationship with clients, Simple Process, Inc. must consistently provide a quality of service that is greater than the industries industry�s standard. We start by familiarizing ourselves with each of our client�s needs, values, standards, goals and work styles. When we begin to work with a client, we will provide them with a Client Profile, which will give us the information we need to deliver exceptionally, personalized service. In addition to providing exceptional customer service, Simple Process, Inc. must also adhere to strict ethical business practices in administrative and financial support in order to build a long term, trusting partnership. Simple Process, Inc.�s Code of Ethics: � Maintain strict confidentiality. Confidential information will be disclosed only upon written consent. � Comply with all legal obligations to provide professional services. � Offer only services that we perform well, and aid the client in finding assistance for any service that we are unable to perform. � Avoid conflicts of interest and insure that the client is aware of any potential conflicts. Also, Simple Process, Inc. will maintain a membership with the International Virtual Assistant Association (IVAA), a self-governed, non-profit professional association. Certification with the IVAA is the ultimate symbol of professionalism in the areas of ethics, office skills, and written communication skills for Virtual Assistants worldwide. We will also be registered with the World Wide Web Chamber of Commerce and the local Chamber of Commerce. As a result, clients are not only building a partnership, but also a relationship with a trusted confidant, who is dedicated to their ongoing success. Technology Keeping up with technology is crucial to establishing a business in the Virtual Assistant market. Since Simple Process, Inc. is partially a web-based business, staying abreast of advances in technology is a multi-dimensional undertaking. First, there are the hardware and software packages necessary to facilitate the administrative needs of the organization itself. The company must maintain a number of the latest Office Suites and Accounting and Bookkeeping packages in order to service business that use different products, and to insure compatibility of files transferred. The creation and maintenance of an interactive web-site requires Simple Process keep up with the advances in web-development, as well as computer and Internet security. In order to complete these objectives successfully, and ultimately keep up with technology, the company will evaluate alternative courses of action. One possible solution is to assemble an in-house team of technical experts and web developers to handle all IT functions and Internet projects, and to stay current on developments in technology. Another alternative is to outsource all technical needs and to rely on outside experts for technical information. The chosen solution is a third, more cost effective and efficient solution. The company will combine internal talent and knowledge with external expertise. The companies CIO will be responsible for the daily networking and hardware needs and researching office automation technology, as well as keeping current on office suites and financial software. The CIO will handle training, either by attending formal training or self training, and then working one on one with staff members. There are a number of web sites, including Microsoft�s SmallBiz and ZD Net Small Business Advisor, which are designed to provide small businesses with free information regarding new technologies. Regular research via the Internet; networking with other IT professionals; reading trade magazines; and, attending trade shows will provide sufficient information on advances in these areas. Many of the factors that make outsourcing appealing for some, such as better access to specialized skills, remain crucial in recessionary times (Vijayan, 2002). Internet and computer security and privacy require specialized skills and the salaries would be too costly for a start-up business. Completed orders and personal and confidential information will be transmitted regularly via the Internet. A good Web-developer utilizes the latest technology to meet the creative and security of e-commerce and Internet use. The Web-developer will handle all aspects of the Internet presence, and handle the task of keeping abreast of related innovations. Additionally, it will be the responsibility of the CIO to follow up with research on recommendations given by the web developer, and to be proactive with research and inquiries with the regard to security and Internet issues. Profitability The financial objective is to maintain a positive cash flow at all times and to be able to turn a profit within a one-year time frame. The start-up capital will initially consist of resources contributed by the four partners. This will ensure our debt load is kept to a minimum or non-existent. The financial planning will be considered a major factor in the overall strategic planning, determining the various levels of support we will solicit. We will establish a schedule in which to analyze and evaluate the financial position of the company. During this time, we will make any necessary decisions based on the current profitability of the company, and initiate forecasting for the future. If the trend within our company and the industry is of a positive nature, we may choose at that time to consider outsourcing the labor. If the trend is of a negative nature, we may continue to keep the work in-house, divided amongst the four partners until a time when the market trend changes. If at any time we agree that our working capital is running low, we will evaluate our alternatives and make a determination on the best strategy to follow. This strategy may consist of either two options: initiating cutbacks in viable areas such as technology, or public relations; or, consider applying for financial aid with either the Small Business Administration or a financial institution. The overall health of the business is dependent upon the level of administrative support we offer, maintaining professional relationships, keeping current with technology, and our fiscal position. Trends in business change and initiating a smart plan ensures stability in an unstable time.