Prialto

BACKGROUND

Please describe your company and your position there.

I'm the COO of a mid-size benefit corporation. We are a certified Benefit Corporation and leading social enterprise helping organizations maximize the impact of their frontline workforces.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Prialto?

We needed qualified executive assistants to assist our management team members to better organize schedules, take on tasks and improve the overall time management of our team.

SOLUTION

How did you select this agency and what were the deciding factors?

We selected the agency based on a few factors:

• quality of services
• cost of services
• availability for more than one executive
• flexibility in time services

Describe the project in detail and walk through the stages of the project.

Prialto provided us with 3 executive assistants for 3 different executives starting in January. The executive assistants started with calendar scheduling and have since taken on tasks such as expense reporting, inbox management, personal task management and other tasks.

Describe the recruitment process in detail.

We interviewed a few different firms and gave our execs an opportunity to talk to some of the EAs and made a decision.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

With their support, our executives were able to gain time back from small task management.

How effective was the workflow between your team and theirs?

Prialto has been very accommodating. They communicate on email and slack with our team, and whenever there is feedback for the team, we have a direct line with our account manager. They also took personal information security seriously by providing limited access and using secure password tools.

What did you find most impressive or unique about this company?

The company has been flexible to the needs of our team, and have seamlessly integrated in the scheduling efforts. They can scale up units of allocation as needed. Whenever an EA is unavailable, there has also been seamless coverage. They have also been flexible in the timezone coverage required by the EAs for individuals in different locations.

Are there any areas for improvement or something they could have done differently?

We required someone physically present in the location we were working in, which was not possible, but otherwise things have gone reall well.

BACKGROUND

Introduce your business and what you do there.

I’m the managing director and head of our international desk for a commercial real estate services provider. We have over 100,000 employees across more than 80 countries.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Prialto?

We were struggling to get the responsiveness that we needed from our existing staff, so we engaged with Prialto to provide us with an executive administrator who would be able to support us during different time zones and holidays.

SOLUTION

What was the scope of their involvement?

Prialto provides us with administrative support. Their tasks include handling data entry, creating expense reports, and responding promptly to customer inquiries on a regular basis. All of the work is done remotely.

What is the team composition?

We’ve worked with three executive administrators from their side.

How did you come to work with Prialto?

It was through a recommendation.

How much have you invested with them?

We’ve spent around $25,000.

What is the status of this engagement?

We started working with them in July 2019, and our engagement is still ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

On a weekly basis, we grade the performance of their administrators. They’ve integrated themselves seamlessly into our operational workflow and are doing an exceptional job of handling their responsibilities.

How did Prialto perform from a project management standpoint?

Their project management style is solid. We manage tasks using Microsoft Office. For communication, we use Microsoft Teams, WhatsApp, email, and phone.

What did you find most impressive about them?

Their team’s biggest strength is their ability to be ready for any situation. For example, whenever one of their administrators gets sick, they already have someone else to cover for them. Also, if there’s an upcoming holiday, they always send an advance notice about it. 

In terms of cost, their services are reasonably priced.

Are there any areas they could improve on?

The integration of their platform is a little bumpy, so there are times when I’m not sure if I’m actually communicating with them in real time. This is not a major issue for me; it’s just something they can improve on.

Do you have any advice for potential customers?

Make sure to put the time and effort into getting the work done — don’t just assume that they’ll do everything for you.

BACKGROUND

Please describe your company and your position there.

I am SVP of Sales and Market Strategies for a software firm that sells a platform to manage contingent labor.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Prialto?

We needed administrative support to maintain our CRM and assist with sales operations tasks.

SOLUTION

How did you select this agency and what were the deciding factors?

I had worked with Prialto with a prior company and they provide exactly the support I need.

Describe the project in detail and walk through the stages of the project.

It is not a single project, but an on-going stream of projects to help cleanse and maintain our CRM and sales contacts.

Describe the recruitment process in detail.

It was quite simple. I reconnected with the CEO of Prialto at a conference and we discussed starting the program with my new company. We signed an agreement and they appointed a virtual assistant from their team. They also appointed my prior VA as the supervisor of the engagement. We've bonded quickly, and she's more than competent for our needs.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

Our VA has done immense work in updating records in our CRM, creating mailing lists and managing pipeline reporting. It has cut a few hours of administrative time out of my calendar, leaving me available for more customer contacts.

How effective was the workflow between your team and theirs?

Very easy. We correspond real time using Teams, and meet in person once a week on a prescheduled call.

What did you find most impressive or unique about this company?

The company workers are virtual and off-shore. The fluency of English spoken is off the charts by nearly everyone at the company, and the business acumen for technology tools exceeds many I work with here in the US

Are there any areas for improvement or something they could have done differently?

I can't think of any right now.

BACKGROUND

Introduce your business and what you do there.

I’m the head of talent and people for Zus Health. We build tools for other digital health companies to help them accelerate their time to market through data and data sharing. In my role, I deal with responsibilities related to recruiting, onboarding, offboarding, and other HR tasks.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Prialto?

I needed a virtual executive assistant for my department.

SOLUTION

What was the scope of their involvement?

Prialto provides me with Ximena (Productivity Assistant), who helps me with scheduling management. For example, we do a lot of interviews, so she schedules the interviews, coordinates calendars with internal teammates and external candidates, sends interview confirmations, and coordinates the debriefs or meetings required after the interviews. She is also in charge of my own calendar management, helping me avoid overlapping my meetings.

Additionally, Ximena helps me with my email management, keeping my inbox up to date. She has created a set of email management rules, including a flagging system to ensure that I know the most important items in my inbox.

What is the team composition?

We only work with Ximena. Initially, Prialto provided us with two assistants, but Ximena had superior organization skills and was a better fit for us, so we decided to work solely with her.

How did you come to work with Prialto?

I met Prialto through a reference; someone I had been talking to in the venture capital community reached out to me and recommended them. Our chief product officer and I had a meeting with Prialto and decided to move forward with them. 

How much have you invested with them?

We spend around $4,000 per month, so we’ve spent around $28,000 so far.

What is the status of this engagement?

We started working together in December 2021, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement? 

Ximena’s work quality is very high; she’s on top of things, is very proactive, and does what she says she will do.

How did Prialto perform from a project management standpoint?

Ximena constantly reaches out to inform us about emails and scheduling changes to get our approval.

What did you find most impressive about them?

Prialto’s service level is very high; they’re very attentive and service-oriented, and they demonstrate excellent attention to detail. I’ve been very impressed with Ximena’s and Prialto’s work overall.

Are there any areas they could improve?

No. Although we went through an adaptation period initially, the onboarding process was still very fast, and we had Ximena organizing things and scheduling interviews almost immediately. Still, it might not be as quick for others, so the onboarding process could be streamlined.

BACKGROUND

Introduce your business and what you do there.

I’m the co-founder of Andela. We focus on top international tech talent. We started in Africa in 2014 and are now in 32 countries around the world.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Prialto?

They give all kinds of project management, administrative, and executive assistance to our senior team.

SOLUTION

What was the scope of their involvement?

My co-founder and I have been in touch with Prialto for five years. Before the company grew, we used them for all kinds of admin support. They were like an executive assistant, and so far, we’ve worked with four different people in that matter.

Prialto removes the administrative burden from us. They’re an extra support for our complex projects. For example, if we have a full-time project manager in our office, they’re the assistant to that person. They manage spreadsheets, schedule meetings, and track the process toward our goals.

What is the team composition?

We have three people working full-time for us and an account manager that oversees the work. We can get in touch with them at any time. Also, we’ve been personally contacted by the CEO. He just checks in to see how it’s going, so we’ve been in touch a handful of times.

How did you come to work with Prialto?

My co-founder found them first. I’m not sure how, but we were searching for executive assistants. We liked their company values and the way they operated. They were just excellent, so once I met them, I was hooked.

How much have you invested with them?

It’s about $15,000 a year, so we’ve probably spent $75,000, maybe more.

What is the status of this engagement?

We started working together in December 2014, and our relationship is ongoing. Byron (Productivity Assistant) is our current full-time assistant.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

The most significant one is that we’ve retained their services for quite a long time. Other service providers have come and gone, but we’ve stuck with Prialto, and they’ve been able to scale with our company.

How did Prialto perform from a project management standpoint?

They’ve done really well. Their response time is excellent. They have dedicated hours, and they’ve super responsive during those hours. Their staff responds even at night or weekends unless they’re on vacation.

Most of their team is based in the Philippines, but we have no problem communicating with them. I mostly speak with Byron on WhatsApp. Also, we email back and forth and do Zoom calls once a week to check in as needed.

What did you find most impressive about them?

The quality of the talent is excellent. Everybody that we’ve worked with has been hyper-competent and effective. They’ve onboarded quickly, and they’re wonderful people. My former assistant moved on six months ago, and she still sent my one-year-old child a birthday present. She didn’t need to do all that, but whenever our company reaches a milestone, we get gifts from them in the mail. I’ve gotten coffee from the Philippines because they know that I’m always drinking a cup of coffee when I talk to them.

In summary, they go above and beyond their duty. Prialto’s team feels connected to the work we do, and they’re super supportive.

Are there any areas they could improve?

I don’t have any significant feedback for them. I’ve given individual feedback to each person that I’ve worked with, but it wasn’t any different than what you’d give someone else. It can be challenging to switch from one team member to another, but they work hard in the background to exchange all information and get them prepared for the account. They’re pretty solid.

Do you have any advice for potential customers?

Pay attention and dedicate time to your assistant upfront to really communicate with them. It may seem like micromanaging for the first month, but they’re great at taking feedback. That way, they’ll be able to maintain the same quality level throughout the engagement.

BACKGROUND

Please describe your company and your position there.

I'm the founder of an organization that is working with media and media associations to help promote trust online.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Prialto?

We are growing quickly, and we needed help to continue to grow, and to make sure that our existing members are taken care of.

SOLUTION

How did you select this firm and what were the deciding factors?

I looked at a few, and Prialto seemed to have the most focus on really treating the employees as people, and not as some resource to be used up and discarded. Also, they have such great backup so that whenever we need something that is out of the range of experience of my assistant, they have a great backup team ready to go.

Describe the project in detail and walk through their service package.

I just needed someone to make sure that my inbox doesn't get totally out of control, that I'm following up with people when I said I would, and to help me set appointments. I also need some internet research done. The package is just exactly the right amount of hours for me, and it's good to know that as we grow, they can grow with us.

How many resources from the vendor's team worked with you, and what were their positions?

I talk to my assistant every day. At the beginning we talked to a few other members of the team to get things going, but now it's just as needed, maybe every three weeks or so.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

It's kind of like having a multiplier on my productivity. Prospects have actually thanked me for being persistent with them because we solve a real problem for them, but we just need to pierce their bubble of not talking to anyone new. Using Prialto has helped me to pierce that bubble because all of my following up runs through my assistant.

How effective was the workflow between your team and theirs?

The workflow is exactly right. I have a daily call, usually about 15 minutes early in the day. We both know what we need to get done that day. Then I get this great email every night with what we got done, and what's on tap for tomorrow. It's perfect for me.

What did you find most impressive or unique about this company?

The care and genuine admiration for the people. You can tell when it's just lip service, that's not the case here. They have a fantastic team all the way through.

Are there any areas for improvement or something they could have done differently?

I can't think of anything. It really is the one part of my workday that I'm just constantly delighted with.

BACKGROUND

Please describe your company and your position there.

I've had the pleasure of having three Prialto assistants help me with me with my non profit association management. They have done a stellar job of keeping the back end managed using our client's archaic and cumbersome system. They also are stars at social media and all the things that need to be done to stay current in that arena. They've become an integral part of my team. My VAs have made taught me how to be a better manager while giving me space to grow my business.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Prialto?

The online system we use is so slow and the precious time is sucks could be used on so many other things. We originally hired them to help with that but now they are doing all the outbound marketing too.

SOLUTION

How did you select this vendor and what were the deciding factors?

We knew this vendor from our other chapter.

Describe the project in detail and walk through the stages of the project.

The team and I work together on many projects. We have a daily huddle and a team lead. Together we support three clients.

How many resources from the vendor's team worked with you, and what were their positions?

Three and they all do the same thing - we all do, whatever it takes. Social media, outbound marketing, mailchimp, accounting, etc.

RESULTS & FEEDBACK

Can you share any outcomes from the project that demonstrate progress or success?

I was able to pick up another client because of the saved bandwidth.

How effective was the workflow between your team and theirs?

We have processed that we've finessed over time - and I suggest that managers do the same that would with any team. Have a daily briefings and make sure everyone knows what they are responsible for.

What did you find most impressive or unique about this company?

This the only VA company Ive worked with so I dont know what is unique. My team and I are in complete sync.

Are there any areas for improvement or something they could have done differently?

None

BACKGROUND

Please describe your company and your position there.

Alexis Haselberger Coaching and Consulting, Inc, is a time management and productivity coaching and consulting business that helps people do more and stress less through coaching, workshops and online courses.  I am the founder.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Prialto?

Virtual assistant functions; administrative work, both one-off tasks and ongoing. Research tasks, repeatable weekly processes, etc.

SOLUTION

How did you select this firm and what were the deciding factors?

I interviewed a number of VA firms and like the fact that Prialto is straightforward about what they do, the VAs are all their employees and are trained and I always have a backup who is well trained on my processes so there has never been any interruption of service.

Describe the project in detail and walk through their service package.

I hired Prialto for a VA. I opted for 1 unit of VA service, which works out to a couple of hours a day. It's about 1/3 of a FT person. The intake process was clear and I worked with an engagement manager to define the tasks and projects for my VA to do, and who matched me with a VA.

The VA created a set of written processes for all my tasks and processes so that it's very easy for someone else to take over. After onboarding, I work directly with my VA. He handles a set of recurring weekly processes as well as one-off tasks when needed.

How many resources from the vendor's team worked with you, and what were their positions?

Engagement manager and VA.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

Having a VA has been invaluable to be. As a solopreneur, prior to using Prialto I was handling EVERYTHING myself. Now, I'm able to offload processes and tasks that are important for the functioning of my business, but not a good use of my time.

How effective was the workflow between your team and theirs?

It's very clear. I have a weekly meeting with my VA to get a general update and I am sent a recap email at the end of each day about what he worked on and what was completed. The response times are very quick; when I send over a new process or task I receive a same day acknowledgement.

What did you find most impressive or unique about this company?

I really like that Prialto is a team that is focused on the growth and development of everyone. The VAs are all employees so it's not just a bunch of contractors without loyalty. Additionally, I really appreciate that there is never a gap in coverage. If my VA is out sick, there is clear communication about who will be covering his tasks and there has never been a ball dropped during these instances.

Are there any areas for improvement or something they could have done differently?

One area for improvement might to be allow for more selection of the VAs from the client's perspective. I did have a VA at first that I didn't mesh well with, and she was swapped out for someone else. It might have helped if I'd been able to participate in the matching process.

BACKGROUND

Please describe your company and your position there.

I'm Founder and Managing Director of a growing professional community for finance, ops, and hr leaders nationwide.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Prialto?

Prialto has support my work efforts, now for the second time in my career, incredibly well. They've assigned me one of their productivity assistants and that person has become indispensable and a core part of my team.

SOLUTION

How did you select this agency and what were the deciding factors?

While there may be a few companies that market themselves as providing these services, I've never gained a really solid comfort level with their approaches. In contrast, Prialto's team is very professional and their onboarding process is well designed and got our working partnership up to speed quickly.

Describe the project in detail and walk through the stages of the project.

Their productivity assistant manages my day-to-day schedule, coordinates meetings, helps with upcoming events, and over the least 3-4 months has done a masterful job of administratively supporting the re-design of our external website.

Describe the recruitment process in detail.

Thankfully, with Prialto, they recruit and train and program manage every partnership.

RESULTS & FEEDBACK

Can you share any outcomes from the engagement that demonstrate progress or success?

Without them, we never would be as effective and organized as we have been over the last 6 months.

How effective was the workflow between your team and theirs?

During the onboarding process we spent time exploring how we would effectively communicate, partner, and complete work together and these discussions have led to a very successful model of interaction.

What did you find most impressive or unique about this company?

This is the second time that I've engaged Prialto and their model is continuing to evolve, improve, and provide more value over time.

Are there any areas for improvement or something they could have done differently?

The partnership has been a strong one since we were introduced to our Prialto Productivity Assistant. However, just like in any relationship, the more you can invest in the partnership early, the better gains you'll see in the long-term.

BACKGROUND

Introduce your business and what you do there.

I’m the sole proprietor of SHRM HAWAII. I manage nonprofit organizations, so I take them in as contract jobs.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Prialto?

Because I’m a sole proprietor, I’m in charge of every task related to the organization management. A lot of times, I would rather not take a contract if it implies time-consuming work or if it limits how many clients I can take. Thus, I brought in Prialto to help me with those time-consuming tasks.

SOLUTION

What was the scope of their involvement?

Whenever I run a nonprofit organization, I take care of their membership, websites, fundraising, and programming, and I also run their board and arrange their meetings. This work implies a lot of small tasks and special requests that Prialto takes care of.

For example, if a board member wants me to take phone calls, which I can't do because I have meetings all day, they take those calls. Additionally, I usually implement technology to gather information, but some clients want me to collect the data personally to provide a special touch. In those cases, Prialto helps me gather that information.

What is the team composition?

The account representative is my main point of contact. If I have any trouble, I go to her. She also onboarded me and taught me how things worked. I’ve also talked to a lot of people from Prialto, including the owner, a manager, and a couple of virtual assistants.

How did you come to work with Prialto?

I belong to an association, so I have counterparts in every state. My counterpart in California was having good success with Prialto, and she introduced me to them.

From there, the owner contacted me directly, and he put me in touch with a manager, who told me how we would work together. Then, I got assigned an account representative, and we started working together.

What is the status of this engagement?

We started working together around May 2020, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement? 

Thanks to Prialto’s services, I’ve been able to take in new clients, and I’ve made more money from those clients than what I’ve invested.

As for the quality of their services, it is hard to put metrics on human capital. I can either get less or more value out of someone than somebody else; it all depends on the type of work and how well the training goes.

However, I’ve found it invaluable that I can throw anything to an assistant and not have to worry about it. They’re very good at following up and reminding me of things. Although I heavily invest in technology solutions, sometimes there’s no replacement for the human work.

How did Prialto perform from a project management standpoint?

Prialto’s process is very smart. They don’t just hire someone and take care of their payroll; they have teams, support, and constant training. There were a lot of virtual assistants out there, but Prialto offered a better approach.

The first assistant that I worked with didn’t work out for me very well. I take responsibility for that; I had never had a virtual assistant before, and I didn’t manage it correctly. However, as we were training this assistant, the manager also took the training, so we didn’t lose time training someone new. The manager stepped in after the assistant didn’t work out, and he trained the new assistant. They did a really great job ensuring that we didn’t have to start over from square one.

We have Zoom calls, and the assistant has their own email account with my domain. In case I have to change assistant like I did, the new person just takes over the account so that I don’t lose any information or time setting up new accounts. Overall, it has been a very seamless experience.

What did you find most impressive about them?

Although I appreciate Prialto’s structure and the education they give to their employees, the thing that I appreciate the most is their kindness. There’s not a lot of kindness in the world. They’ve worked around things for me, and they’ve shown up when they didn’t have to. Overall, they’re great partners.

Are there any areas they could improve?

No. I know that Prialto is growing really fast, and I assume that they’re going through some growing pains, but I haven’t seen it myself.