Virtual Assistant Forums

#1 (**permalink**) 08-05-2011

Hi. I just got my first client and don't have any ideas for a Welcome Packet. I am a paperless, eco-friendly business, so giving the client a folder with papers sort of goes against what I'm all about. (I use DocuSign for our agreement documents and print business cards and postcards for direct mailings on recycled paper only.)

I don't actually know if there is any need for me to send documents to the client, but I'm thinking about promotional items. I mean, I don't want to miss an opportunity to give clients something with my name on it. I am thinking of perhaps ordering some pens and magnets.

Does anyone have any other ideas that would make a new client feel welcomed, excited to work with me, and simultaneously market my services?

#2 (**permalink**) 08-05-2011

You could create your entire packet using word or publisher and then print the whole thing to a PDF document. Which can then be emailed to your client. That way they receive all the info you would like them to have but without having to print needlessly.

#3 (**permalink**) 08-05-2011

Also I believe that there is companies that will do promotional items like pens and things using recycled materials. Vistaprint has a whole section of items they do using recycled paper such as business cards. You might find what you are looking for there.

#4 (**permalink**) 08-06-2011

I used to send new clients a card to say thank you for trusting me with their business, it was received well. I'm a member of Send Out Cards and used that to do it so it was quick and easy.

I think pens, mugs, mouse pads, little gifts like that will always go over well.

#5 (**permalink**) 08-06-2011

Hello, Chela. Hooray! That is wonderful that you are making such a great effort to maintain a green office.

Fantastic!

I also have a welcome packet. Although I too aim to be totally paperless, I have to admit that I also rely on printed material for certain things. And like you, I always opt for the recycled paper. Kudos to you and to everyone who goes this extra small mile.

In Word 2010 there is an option for saving your documents as a PDF, which makes printing and scanning totally unnecessary. I have created a single document entitled "Welcome to eXPERT Business Support Services," which consists of a short letter offering rewards for referrals, a copy of our agreement/contracts, my emergency plan, a contact page, a FAQ page, and depending on the client, I also include information about the specific service I'm going to be providing. I email it off, and even though I prefer not doing this, I offer to mail them the packet via US mail. In most cases, that is never necessary.

Congratulations on your business and I wish you all the best!

#6 (**permalink**) 08-06-2011

I have long sent clients documents and welcome information via email. I haven't sent any traditional paperwork, including a welcome packet in years.

I have been looking at now adding new clients to a mail list with an autoresponder setup that will follow up with them over a period of time that will remind them about processes and procedures, referrals, best ways to work with me etc....

I'm thinking that way they aren't overwhelmed with a bunch of paperwork (virtual or not) all at once and it gives me a chance to connect with (although automatically) them over the period of time I"m working with them.

#7 (**permalink**) 08-06-2011

Great ideas, thanks! I need to get Adobe Standard or Professional so that I can send one PDF e-packet that includes a copy of the signed agreements, my general terms and policies, and a welcome letter that I've created that also talks about the referral program.

Patty, I am curious to know what kind of emergency plans you have.

Renee, the autoresponder for new clients is a great idea.

Cheers!

#8 (**permalink**) 08-06-2011

I'm interested in emergency plans too.

How does an autoresponder work?

#9 (**permalink**) 08-06-2011

Quote:

I am curious to know what kind of emergency plans you have.

I just have a very, very simple, no-nonsense emergency plan, and this is mainly due to my living in South Florida. Every now and then we are threatened by hurricanes, tropical storms, etc. When this happen, many times we lose power (yep, not a good thing in our line of business). I have a back-up plan with another VA in Florida who has agreed to cover my clients if I'm the middle of doing work for them and cannot for whatever reason fulfill my end of the contract (including an illness and all that horrible stuff that we don't like to think about).

Every single new client receives this. Being that I mostly deal with local clients, most of them appreciate the hurricane preparedness. Hopefully, we will never have to be faced with such an emergency!

#10 (**permalink**) 08-07-2011

Originally Posted by alcbiz

How does an autoresponder work?

Great idea on using the Autoresponder to follow up with clients and 'drip' your information to them over time.

An autoresponder is a software program that allows you to add your email messages. It's often also called a 'drip campaign' and it works something like this:

Day 1: Welcome email to clients
Day 3: Policy reminder email
Day 10: Handy tip email
Day 17: Follow-up email
Day 24: Follow-up email

Whenever you get a new client you can add them to your autoresponder series and they will get the emails, in sequence, as you've set them up. As you add new clients they will also get the same series of emails in the same order.

Autoresponders are a GREAT way to save time sending stuff manually and if you do this will every new client it's definitely worth taking the time to setup. My favorite program for autoresponders is Aweber, but there are many out there that you could use