The following case studies outline examples of how my Administrative services have helped clients free themselves up to focus on other priorities. (Names have been changed to preserve client confidentiality.)

CASE STUDY: “Virtual Finance”

Overview:

Tracy and Brad were attorney partners in a virtual law firm. Each worked out of their home offices, and the lifestyle and low operating costs suited them. What wasn’t working well, however, were their billing procedures, which were consistently creating stress and unpredictable cash flow. As a two-person firm, their Quickbooks invoicing would often be delayed as they got swamped with legal work. And as a full two thirds of their clients were consistently late in paying their invoice, it was crucial to track down these overdue payments. Additionally, the firm needed help with email inquiries plus filing their vital digital documents.

Objectives:

  • Create procedures for a consistent, predictable billing system.
  • Catch up on reaching out to all past due clients; do the same for all “late” clients going forward.
  • Name/file the backlog of digital contracts and client-related paperwork, and archive on their server.
  • Respond to email inquiries in a timely manner.

Solutions:

I set up a schedule for the remaining year that allocated time for client invoicing on the first of every month. Hours for sending out reminders on the 15th were also plotted out in advance; this guaranteed Tracy and Brad regular space in my schedule. Emails and phone calls for requesting past due funds were always done politely and tactfully.

Conclusion:

The partners were now free to concentrate on what they do best, and they gained peace of mind from knowing that a proper schedule and procedures were “running in the background” as they serviced their clients. Cash flow improved almost immediately; most of their clients just needed a gentle reminder!

CASE STUDY: “Help, We Need A Vacation!”

Overview:

Sam & Cynthia had owned and operated their private software training school for over five years, but as sole proprietors, they had not taken a vacation because they did not have a staff member to run the school in their absence. They were approaching burnout and called to see if I could give them some assistance.

Objectives:

Serve as an onsite “substitute Cynthia”, running the school for the 3 weeks they were out of the country. Open & close the premises, interface with instructors and students, process bills and payments, answer phone calls and student inquiries, complete registrations, generate custom class estimates and update the database.

Solutions:

Prior to the vacation, we completed my training and did an onsite  “test run” of several days to quickly get me up to speed on all operations (including their complicated database and record-keeping system), and to give me general experience on the wide variety of situations that arise in Cynthia’s typical working day.

Conclusion:

The assignment went so smoothly that I was hired to come in for one day every week in order to give Cynthia a regular day off. I became an integral part of helping them run and market their business, which continued for the next four years. And yes, they got to take several more vacations!