Frequently Asked Questions



What is the history of Virtual Team Mate?

Annie started VTM in January 2011 making the leap to running a business for the same reason as you did: There was a gap in the market for support for small businesses and start-ups to be done better. With experience in a variety of management roles, the team have talents in financial control, human resources, time management, book-keeping, personal and business administration, transcription and recruitment and we are now available to help you across those areas.

What type of work are you best at?

Different members of the team have different skills so we allocate any task to the best associate. We are happy to take on all administrative and office management tasks and particularly enjoy bookkeeping, transcription and customer service.

What is your favorite way to communicate?

We are happy to work with clients and communicate with them in the way that best suits them. At present we are using

  • Email
  • Facebook Messenger
  • Phone – both mobile and landline
  • Skype
  • Slack
  • Text message
  • Whatsapp

However if you use another method we are happy to include it

What would you do if I gave you an assignment, and you thought you understood it, but then later you realiSed you didn’t understand?

Regrettably, this has happened to us and while it is in embarrassing we would come back to you for clarification.

If I gave you a bunch of assignments, and you realised you couldn’t get them all done fast enough to meet deadlines, what would you do?

We try very hard to understand deadlines so that we can prioritise work. However, from time to time things happen which mean we can’t meet a deadline. This is something we do all we can to avoid but if thought it might happen we would let you know as soon as possible. We would still try to meet the deadline or alternatively, agree a new deadline that is achievable          

What communication problems have you experienced with clients?

We try very hard to keep up the channels of communications with clients. We do offer a number of communication channels and want to work with you to suit your needs. If we are particularly concerned we would call to arrange a meeting to try and resolve the problem so that it works for everyone.

You’re working on an urgent deadline and your computer crashes, or your internet goes down. What’s the first thing you do?

The first thing we would do is let you know, particularly if it was going to have an impact on your tasks. We do have backups and also use iCloud, Dropbox and Google Drive so we should be well protected.

How do you proactively address a client’s needs?

Once we agree to work with a client, ideally we would like to meet with them – either in person or virtually. At this meeting we would hope to discover all the nuances of the business.  Once we have that in place we would prefer to work with you for a couple of months and then have a further progress meeting to see what can be improved and to build our understanding.

What tools do you use in your work?

Currently we use

  • Microsoft Office – Word, Excel, Outlook, Powerpoint
  • Apple iWork – Pages, Keynote, Numbers
  • Facebook Messenger
  • Skype
  • Slack
  • Whatsapp
  • Calendly
  • Fantastical
  • Tweetdeck
  • Trello
  • Wunderlist
  • Free Agent
  • Xero

How quickly do you typically respond to emails?

Usually immediately during working hours, unless we are focused on a project for a client, but always within 24 hours, Monday through Friday.

What are your schedule restrictions?

The office is staffed from 8.30am to 6pm Monday to Friday. Outside of these hours we are available to clients in an emergency.

What are your charges? Do I have to pay a retainer?

We operate on a standard flat rate hourly charge. Unlike many other VA’s we don’t ask for a retainer. We would rather agree with a client what they can afford. With this in mind, we usually agree a budget for each month. This can be in hours or financial. Alternatively, clients will ask us to do a task without a restriction. We will always tailor our offering to suit you.