BOTTLENECK DISTANT ASSISTANTS

Introduce your business and what you do there.

When I worked with Bottleneck, I was the COO at View from the Top. It's a coaching service for entrepreneurs.

What challenge were you trying to address with Bottleneck Virtual Assistants?

We had a lot of projects, but our team wasn't large enough to handle them. We needed a vendor that would help us find and use a virtual assistant.

What was the scope of their involvement?

Bottleneck not only helped us find the right people, but they also taught us how to effectively use the virtual assistant. We were so satisfied that we moved from having one virtual assistant to having three. Bottleneck also made sure the people they found were onboarded and trained properly. Our virtual assistants help us with administrative tasks, editing videos, and social media.

What is the team composition?

One of the virtual assistants became the lead and the project manager for the other two, which we really appreciated.

How did you come to work with Bottleneck Virtual Assistants?

We met their owner through a professional service and we were impressed with his ability to successfully use a virtual assistant in his business. He understood very well how to work with people remotely and how to find them, so we decided to give him a chance to do that for our business.

How much have you invested with them?

We've spent about $82,000

What is the status of this engagement?

We started working with them in June 2017 and the relationship is ongoing.

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

I worked with virtual assistants in the past and it was often a frustrating experience. Bottleneck found highly professional and proactive people who could work with our brand. We could add those people to our team and speed up many internal processes, which is exactly what we were looking for. Our virtual assistants are qualified and have excellent English language skills, so we've had no turnover with them. Our business has been growing and we received an excellent value and return on investment.

How did Bottleneck Virtual Assistants perform from a project management standpoint?

They're very responsive and proactive. It's been an easy process for us on all fronts.

What did you find most impressive about them?

They're missionaries in this industry because they really help build and understand the industry, adding value to the entire ecosystem. I'm sure they'll continue getting better and become industry leaders.

Are there any areas they could improve?

I can't think of anything.

Do you have any advice for potential customers?

Trust their system and leverage the relationships they already have. They can teach you how to hire and work with virtual assistants.

Please describe your company and your position there.

I am the founder and lead copywriter for my company.

For what projects/services did your company hire Bottleneck Virtual Assistants?

I wanted to provide an online course or webinar. While I could do the copywriting, I needed help with the other aspects of creating the product.

What were your goals for this project?

My goals were to develop, test, and produce an online course or webinar.

How did you select this vendor?

I selected this vendor after becoming familiar with the Jaime (Owner, Bottleneck Virtual Assistants). I chose to hire his team due to my impression of his character.

Describe the scope of their work in detail.

I led content creation while Bottleneck Virtual Assistants worked with the technology, developed content (e.g. discovery and editing), tested the product, and provided feedback. They also handled the active use of the content.

What was the team composition?

I worked with Jaime, the lead manager, and multiple virtual assistants. 

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

Prior to interacting with the vendor, I was unsure which strategy would produce my desired result. They completed the project in record time, and the quality of it was higher than anything I'd done in my business to that point.

How effective was the workflow between your team and theirs?

Their communication was quick and responsive. They quickly delegated and responded to any requests I made. 

What did you find most impressive about this company?

I was impressed by the character and integrity of the team members. They are respectful workers.

Are there any areas for improvement?

No, there are none that I recall.

Introduce your business and what you do there.

I own a couple of small businesses, but the primary one is Getset.co. It's a vacation management startup. I've been working in the market for 25 years. When I retired from a day job, I started this company as a side project. 

What challenge were you trying to address with Bottleneck Virtual Assistants?

I needed a competent assistant. My previous job was a dispersed work environment, so I felt comfortable using a virtual one. As a small business owner, I lacked the financial resources to hire a domestic administrative assistant. I wanted to hire an international team with the relevant skill set to help my company. 

What was the scope of their involvement?

Bottleneck Virtual Assistants assigned a virtual assistant who has worked with me consistently for more than a year and a half. I initially hired her part-time before transitioning her to full-time based on her phenomenal work. She has helped me develop a more technology-based business, handling most of the backend accounting on our software system and managing email communication with vendors. As for scheduling, she arranges the cleaning calendar for our vacation rentals.

I'm also a realtor and recently hired a second resource to help me manage real estate. After I described the type of person I want to hire, they assembled a list of candidates to interview. I could not have gotten a better-suited assistant; she has relevant real estate experience and brings a lot to the table. Currently, she's working on a CRM.

Beyond my projects, Bottleneck Virtual Assistants provides billing services for my husband who just started a small handyman repair business. They've helped him follow up with customers who haven't paid their invoices, keeping the backend on track so that he can concentrate on the frontend.

What is the team composition? 

Bottleneck Virtual Assistants offers a service to manage their assistants' work. They can track their hours and make sure they're at work when they're supposed to be by taking and sending screenshots when they're logged in. It was especially helpful in the beginning. We've built a trustworthy dynamic at this point. Managing a virtual employee is different than it is for in-house resources. 

How did you come to work with Bottleneck Virtual Assistants?

I found Bottleneck Virtual Assistants through a Google search. I was impressed by how much they care about and represent their assistants. They function as an H.R. department if there's ever an issue. I want my employees to feel secure and protected. Additionally, the company is working on providing health insurance for their employees, which is important to me. 

How much have you invested with them?

I've probably spent $22,000 over the last year and a half. 

What is the status of this engagement?

We've been working together since May 2017. Our relationship is ongoing, and we look forward to the future. 

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

I hired my first assistant within the first few months of founding my startup, so I don't have any comparative data from before and after. My quality of life has definitely improved since I've worked with Bottleneck Virtual Assistants. I trust my assistant. She's very attentive and detail-oriented. 

The option to work at home without being interrupted by coworkers is a positive of working remotely, so she is very focused. I was always being pulled away and sometimes missed tasks or left them incomplete. Now, I can delegate many of those responsibilities to my assistant. She works on the processes we developed together automatically and independently. We are very clear about what her hours and what her role entails.

How did Bottleneck Virtual Assistants perform from a project management standpoint?

Our arrangement includes a 15–30-minute daily Skype call to touch base. The rest of the time, we email each other for short messages. The team has a very good system. Training and onboarding didn't take very long. We worked together to find a method to use the new software our company had just developed. We put all of our processes into a shared knowledge document on SharePoint so everyone can access them. If our assistant were ever to leave, I would have the information ready to train the next person. 

What did you find most impressive about them?

Bottleneck Virtual Assistant's best strength is how they leverage their resources. They offer in-depth training for supervising and communicating with virtual assistants, so I feel confident working with their provided resources. They continuously send useful materials like webinars and articles to help small business owners improve their communication and business skills. 

Are there any areas they could improve?

I can't think of anything. I'm very pleased with the work Bottleneck Virtual Assistants has done and hope they continue to grow their business.

Do you have any advice for potential customers?

Spend a lot of time figuring out what you will need the assistant to do and provide that information to Bottleneck Virtual Assistants for the interviews. They will find top-notch candidates that you need and want. 

Please describe your company and your position there.

I serve as past president and current treasurer of a professional chiropractic fraternity. We also own historical property under another Delt 100 Alumni, LLC for which I’m president.

For what projects/services did your company hire Bottleneck Virtual Assistants?

We needed help managing our alumni database and payment information, as well as email monitoring, map management, and communication.

What were your goals for this engagement?

I don’t have the time to handle all this work, so I needed a virtual assistant (VA) company that had self-driven individuals.

How did you select this vendor?

I have a personal relationship with the owner, Jaime (Owner & Managing Director, Bottleneck Virtual Assistants). He is one of the nicest people I have ever had the pleasure of knowing, and treats his employees like family. This was extremely important to me since I’ve heard horror stories from virtual assistants being treated poorly by their employers or clients. Jaime has a zero tolerance for this, and I will never utilize another virtual assistant company.

Describe the engagement in detail.

I filled out their intake form and had a conversation with an account manager. They sourced three candidates for me to interview via a Zoom call, who were all extremely qualified. Ultimately, I was so thrilled with two candidates that I hired one for the fraternity and one for my personal organization. I couldn't be happier with my decision as both have been incredible to work with.

What was the team composition?

I work directly with the VAs. I have an account manager in the Philippines that I can contact in the event I have an issue with one of them.

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

Now, I spend less than an hour a week working on fraternity-type stuff. The VAs take care of everything. In addition to the fraternity, they manage all my daily tasks with my business.

How effective was the workflow between your team and theirs?

The workflow is incredible. In three years, I’ve only had two issues, which were resolved within eight hours from the point of contact. I couldn't ask for a better service in this regard.

What did you find most impressive about this vendor?

The way they treat their employees is remarkable. I don't do business with people who treat others poorly. The culture that Jaime has built at Bottleneck Virtual Assistants is second to none.

Are there any areas for improvement?

No.

Please describe your company and your position there.

I'm the president of Websites and Leads, a digital marketing agency focused on moving its clients from a static business card web page to a dynamic lead conversion marketing tool.

For what projects/services did your company hire Bottleneck Virtual Assistants?

I was looking to expand my team with virtual employees.

What were your goals for this project?

I wanted to minimize my involvement in every aspect of the business.

How did you select this vendor?

I knew their owner/managing director from a business group we belong to. I grew to respect and trust him.

Describe the project in detail.

Bottleneck Virtual Assistants help manage my day-to-day activities. They’re in charge of project management, sales, and administrative support.

What was the team composition?

I’ve interacted with two individuals over a three-week timeframe.

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

So far, we have a plan in place for hiring the right staff members and are in the process of developing an onboarding procedure.

How effective was the workflow between your team and theirs?

Their collaboration has been extremely helpful. Their work is beyond well thought-out and efficient.

What did you find most impressive about this company?

They’ve proactively addressed every one of my concerns, which makes this collaboration a breeze compared to the other firms I've interacted with.

Are there any areas for improvement?

It has been the best experience in working with a virtual assistant firm, so I can't say there are things I want them to change.