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Virtaforce Company Limited
Ho Chi Minh City, Vietnam

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How we work

From the first call to daily delivery, every engagement runs through the same four stages.

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Scope

We start with a call to map the work: the tasks, the tools you use, the hours you need covered and how you will judge the result. Together we agree which of our services fits the work, or which mix of them. You get a written scope to confirm before anything else happens.

What we do

  • Walk through the work with you on a call
  • List the tasks, tools and access needed
  • Agree the service, the hours to cover and how results are judged

What you get

  • A written scope to confirm
  • A clear picture of who does what

Document

Before anyone starts, we write the work down as step-by-step procedures, using your existing guides where you have them. Where AI is part of the service, as in AI Heartline, this is also when we set up what it answers, the tone it uses and when it hands a conversation to a person. You review and correct it all, so the team and the AI learn your way of working.

What we do

  • Write each task as a step-by-step procedure
  • Build on the guides and templates you already have
  • Where AI is used, set up what it answers and when it hands over to a person
  • Set the rules for when to escalate to you

What you get

  • Procedures you have reviewed and corrected
  • One place where your way of working is written down

Staff

We assign people from our own team to your work and train them on your procedures and tools. For New Era EA, we match one dedicated executive assistant to you and how you work. Each engagement has a lead who is your point of contact.

What we do

  • Assign people from our own team
  • For New Era EA, match one dedicated assistant to you
  • Train them on your procedures and tools
  • Name a lead for the engagement

What you get

  • A trained team, ready to start
  • One point of contact

Run and improve

The team does the work every day and checks quality to the process and threshold you set. Along the way it looks for repeated work, systemizes it and automates what makes sense, so the time it frees goes into work you could not delegate before. You get a report every week, and the procedures are updated as your work changes.

What we do

  • Do the work every day
  • Check quality to the standard you set
  • Find repeated work, systemize it and automate what makes sense
  • Update the procedures as your work changes

What you get

  • A weekly report: the work done, the improvements made and what's next
  • Timesheets with tasks and work notes
  • Work done the same way every time

Once you're running

Four things stay in place for as long as we work together.

A man points to a printed procedure while two colleagues look on

  • A lead who knows your work

    Every client has one named lead: someone who knows your procedures, manages the team day to day and is the person you talk to.

  • Quality checked your way

    You decide how quality is checked: the process, how much of the work is reviewed and the threshold it has to meet. We run the checks to that standard.

  • A report every week

    Every week you get a report in the client portal and a summary by email: the work done, the improvements made and what we suggest next. If you want to go through it in a meeting, we set one up.

  • Agreed hours, logged in timesheets

    Coverage follows the hours and shifts agreed with you. Timesheets show the hours worked, with the tasks done and work notes.

Go deeper

Tell us about the work

Describe the role or workload you want handled, and we will come back with how we would staff it.

Get in touchhello@virtaforce.com