Inbox Zero Virtual Assistant service reduces your messages to zero twice a day and sorts them into manageable action lists. Your virtual assistant will then work on the scheduling messages. You will be given the messages you want to see.
Inbox Zero solves these common problems:
The mailbox is full, but your schedule isn’t.
Opportunities are missed because it takes hours or days to respond.
Time is wasted on unimportant spam, ads, and routine messages .
Important messages get missed in the blizzard of daily email.
Instead of running the business or seeing clients, too much time is spent on sorting communication.
The important work only I can do is not sorted and clear.
An hour or more a day is spent responding to communication.
Constant communication interrupts your flow and distracts your attention.
Voicemails sit in the mailbox too long waiting for attention.
What does your inbox look like?
INbox Zero Follows a Simple Plan:
Your assigned assistant will process and sort your correspondence before taking action using these simple and tested steps:
Do - can the task in the message be taken care of in 2 minutes or less? Do it on the spot! Time is saved by only touching the item once. If the item is a task, move it to the action item or to-do list.
Defer - will this item take some time to read, process, and reply to? Defer the message to an assigned time. These items make up your action list or to-do list. Some of the bigger items become calendar appointments.
Respond - can you respond in two minutes or less? Reply immediately. Have prepared responses for common inquiries.
Delegate - if you are not the right person for this task, who is? Send them the message and the VA will set up a way to follow-up at a later date.
Delete - after all the important messages are managed the last thing to do is delete or archive what is left. The VA will sort these messages into a folder for you to confirm and delete.
Once the messages are sorted the VA will begin working on the to-do or action item list from the messages. These items include reminders to send, clients to call and schedule, or notifying you or your therapists there are important items in your folder.
INbox Zero pricinG:
Our packages include a setup fee, a monthly subscription, and a fee for group practices.
Once, your mailbox was new and empty. We will spend some time with you organizing and sorting your messages. We will also learn how you would like us to process your mail into the 5 categories.
Your virtual assistant will routinely check one mailbox and voicemail box. They will process and sort your mail and complete the scheduling tasks from those messages twice a day every business day. No time limit, no restriction on messages.
$50 per MEMBER
The bigger the practice the more mail and messages you get. Your assistant can schedule and delegate messages to your group members too. Your assistant can manage 1 owner and 4 group members.
Schedule a call with James
Frequently Asked Questions:
I am ready to get started. When can a virtual assistant start with my practice?
Starting is a process that can be accomplished in as little as 1 week. Setup documents are sent to you and a VA is assigned to your program in the first week. Once you have the setup documents completed you return the documents to the assigned VA. Then you and the VA meet to discuss your documents and process. After the setup is done the VA will start.
I am a solo practice, how much will this cost me a month?
The first month will be $399. Every month after the first will be $299
I manage a group practice of 10 people. How much would you charge me?
My advice is to hire a 32-40 hour assistant in your hometown that can work most days remotely and some days come in and bring your mail, bring in some supplies like coffee, and file a few things. Honestly, its time.
I am the owner of a group practice and I have 4 group members, what is my cost?
The first month will be $599. Every other month will be $499.
How many messages and phone calls will my VA return?
Unlimited, no tracking required.
How many hours will I be charged for going over my time?
There is no overage charge. because there is no time limit.
How long do contracts last and how hard is it to break my contract?
Contracts last for one year and either party can break the contract with one week’s notice.
Why do you charge per mailbox? Why can’t your VA manage all the mailboxes in the practice for $299?
Our service is for a niche market which is solo practices and small to medium group practices. If we charge more we would be competing with part time employees. We manage the practice inbox and voicemail, not the collective group’s email. If you are a solo practice we would manage your inbox.
Why is a group practice more expensive? They are only part time!
More therapists means more messages. More messages means more time and complexity for your virtual assistant.
Why is there a setup fee?
The setup fee covers the tools we purchase for your assistant to manage multiple mailboxes, the extra time it takes to organize and learn a system, and any technical issues that come up in the first month.
What if I want my assistant to do more tasks besides managing the inbox?
Why do you even charge at all? Anyone can do this.
Yes, anyone can do this with a bit of practice. Take a look at your mailbox and voicemail box. Are you that person?