There are a few discussions on the forums about operations manuals and I've become curious to know who uses one in their practice. If you do, are you a multi-VA practice or do you work with subs, or have you put one in place even as a sole practitioner?

I'd also be curious know know how you use your operations manual in your virtual assistant business.

Thanks for taking the time to respond!

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I do have an operations manual and use sub contractors. I have this more or less so that if something would happen to me someone else can step in and have a blueprint of my business. It also gives me focus for recruiting new clients and making sure the ball is not dropped.

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Lee Drozak

We are working on one to help our subcontractors do the work to our standards. As Lee says, it´s especially important when something happens and someone else needs to take over.
I saw today a really brilliant example of an operations manual and I´m thinking of copying it. It was a deck of coloured index cards which described the step-by-step process of acquiring and selling houses. It even had a time schedule for the day of the acquisition/sale. It is accompanied by a computer program.

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Hilde
www.vbbassociates.com

I do have an operations manual. Although I have not had a client yet, I wanted to make sure that every aspect of my business had a written procedure. This way when the time comes when I do have a client or I need someone to sub for me I am ready. It's also important to remember to review and revise an operations manual as you experience growth or changes in your business.

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Margaret

Thank you for bringing this up. We were thinking of creating one of these, but didn't know if it was necessary or not at this point. It sounds like a great way to set distinct ways you want to run your business and complete tasks so that you, and potential employees know exactly what to do and how to do it. Great!

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Lauren & Melanie - VaVa Virtual Assistants www.VaVaVirtual.com

Yes I have one and have had it almost from the get go. I love it. I can refer to it as sometimes I forget myself what I did for this or that and I use it with my subcontractors. When I went to the conference the lady who ran the office for me while I was gone had it and never bothered me once while I was at the conference. It was great know that my clients were being taken care of while I was gone. I also give my clients a copy. I don't now how many of them actually read it, but I do give them should any questions arise they will have it handy if they want to use it.

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We're desperatly creating one. It's amazing how the more people you get involved how differently they look at things. Some of us like flow charts while others like everything written step by step. We're adding steps, written process and screen shots. It takes time but worth it in the end.

I am currently working on my operations manual. I like the fact it will provide me with a blueprint as Lee said. I have several procedures outlined already.

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Genovia
Genwil Business Solutions

I hadn't thought of creating one but it looks like it's a good idea.

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Paulette R.
Romero Communications

I already responded and I do have a manual, but I wanted to add this. You don't have to have the whole thing done all at once. Chances are if you are just starting out you aren't completely sure how you are going to handle all things. My suggestion is what you do is create what you have in your head already. The stuff you know you will do and how you will do it, and then just keep it handy and constantly update it as you go and before you know it you will have a very decent one. Here's the thing. They are almost never complete because you are testing and changing things which means you are changing and updating your manual.

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