Virtual Professionals | Guidelines

Why are Virtual Professionals guidelines important?

These guidelines provides a practical and ethical framework for decision-making as it instill a sense of honesty, responsibility and accountability.

1st and Official Policy of Virtual Professionals:

Romantic relationships are forbidden between co-virtual assistants or within the team. When you feel like you’ve developed romantic feelings to your co-virtual assistant, please inform Michelle K., ASAP for further guidelines.

HOW TO MAKE VP CLIENTS HAPPY

PLEASE GO OVER THE 2 ARTICLES BELOW. UNDERSTAND IT AND TAKE IMPORTANT NOTES.

10 Proven Strategies to Manage and Exceed Customer Expectations
Keep clients happy with these smooth-operating tips from the creative community.

WORK IS LIFER | GOOGLE CHAT SPACES GROUP CHAT

You’ll be added on the group chat once MK thinks it’s the right time.

  • Message “IN” in Work is Lifer Google Chat Spaces group chat 15 minutes before your shift starts (Using your own VP GMAIL Account).
  • Make sure to open and start your Top Tracker once your shift starts.
  • JOIN YOUR DESIGNATED GMEET VPM (Virtual Professionals Monitoring) using VP GMAIL ACCOUNT ON OR BEFORE YOUR WORK SCHEDULE STARTS.
    • Before joining the VPM, make sure yourself is already presentable to the team and even with the clients for surprised meeting. In addition, be prepared enough to render your shift and refrain from taking multiple quick breaks.
  • Inform your client every time you will take your break and if you’re done taking your break, let him/her know that you are back.
    • Example: 
      • In taking a break: Hi, (name of your client). I am taking my break now. Thank you.
      • If you’re done taking your break: Hi, (name of your client). I am back from break. Thank you.
  •  Message “BREAK” in Work is Lifer Google Chat Spaces when you have your break and after your break, message “BACK FROM BREAK”. (Using your own VP GMAIL Account).
  • Be mindful of your mobile phone. When a Team Leader OR VP ADMINS chatted you specially on your clients group chat, please check, reply, and acknowledge.
  • Do not forget to send ”The End of the Day Report” to your client before you end your shift and send the signing out message.

Additional VPM Guidelines

Hopefully this won’t be you’re doing, if that’s the case this won’t matter much, but it’s still good to be aware of the updated and Additional VPM Guidelines.

You’ve just signed in for the day. In less than 60 minutes, you’ll be taking short breaks that last 10 to 15 minutes.

No quick breaks are allowed during the first 60 minutes (the first hour).

Preparation before starting:

  • Bring water
  • Gather what you need before starting
  • Use the restroom if needed
  • Address any other urgent tasks or reasoning beforehand

Frequent quick breaks: If you move away from your workstation on camera or off camera without notifying through the IN CALL MESSAGES, you will automatically be removed from the VPM GMEET.

Off Camera:
You will automatically be removed from the VPM GMEET. This means you can take quick breaks, but don’t abuse this privilege. As long as you notify via IN CALL MESSAGES and return within 5 minutes, you won’t be removed. However, if you don’t return within 5 minutes, you will be removed. If you remain away for more than 10 minutes without returning, you will be flagged in the 2025 VP group chat, may receive a DM from the MK VP Attendance account, and you will be called.

Questions:

  • Can you leave the VPM or turn off the camera for quick breaks with an in call chat notification during your shift?
    Yes.

Prioritize getting enough rest.

Camera Placement and Virtual Background:

  • Camera placement: Your face should be fully visible. If you bend down, make sure your full face remains visible.
  • Presentability: Be presentable. We just need to see a good-looking or professional appearance on VPM.
  • Personal hygiene: Freshen up and change clothes if necessary to avoid showing unkempt appearance.
  • Virtual background: No more dark or distracting backgrounds. Let’s keep it professional.

Work is lifer notification (status updates):
These remain unchanged:

  • IN
  • BREAK
  • BACK FROM BREAK
  • OUT
  • TRANSFERRED GMEET XXXX
  • CLIENT MEETING
  • RESTART
  • PC TROUBLESHOOT
  • TOP TRACKER CONCERNS

Preparation before WIL: Make sure you’re ready—eat beforehand, bring water, gather what you need, use the restroom, and handle tasks as soon as you join the VPM.

Start of shift:

  • At least 15 minutes before your official working hours, you should be logged into WIL and have sent your good morning and sign-in notifications to the client.
  • If you haven’t, there’s a risk of penalties.

Top Tracker:

  • You can turn it on exactly at the start of your shift. Turning it on before the shift like 15 minutes before your official working hours is also acceptable and prevents penalties.

VPM:

  • You can join exactly at the start of your shift.
  • Joining before the shift is also allowed and helps avoid penalties.

2025 | GOOGLE CHAT SPACES

You’ll be added on the group chat once MK thinks it’s the right time.

  • This group chat is intended for the whole team conversation.
  • ADMINS, TEAM LEADERS AND VAs who are not on the intended group chat for you, they will give you a chat here.

MK WILL CREATE A GROUP CHAT INTENDED FOR YOU AND YOUR TEAM LEADERS ONLY. ADDRESS ALL YOUR CONCERNS ON THIS GROUP, ALL ABOUT WORK / CLIENTS.

ONLY DM MK IF IT’S ABOUT CASH ADVANCE, SALARY, RATE AND VERY PERSONAL MATTERS.
You’ll be added on the group chat once MK thinks it’s the right time.

GREETINGS TO CLIENT

Good morning and signing in message to clients.

  • Every Monday to Sunday, MK / VP ADMINS will be sending an email on or before 6:30 PM PH Time.
  • Also, I’ll be sending the caption and the graphic on Work is Lifer GC. If MK or VP ADMINS missed to send on Work is Lifer, please check your VP GMAIL or the Facebook Virtual Professionals Page.
  • Please download the graphic.
  • Copy the caption and edit it accordingly to be sent out to the client as your good morning and sign in message to clients. Make sure to include the emoji. If you’re having a hard time locating the emoji, use what you can use best. Please see the sample message below.
  • The Team Leader will showcase the sample.

If you have questions or concerns and for those with special cases not mentioned on the instructions, please consult MK or VP ADMINS for guidelines. Please address on your designated group chat or GMEET.

If Google Chat is not something your confident in using, please go to Google or Youtube to educate yourself.

DO NOT FORGET TO SEND OVER YOUR END OF THE DAY REPORT BEFORE YOU’RE SIGNING OUT MESSAGE TO CLIENT AND OUT CHAT ON WORK IS LIFER.

SAMPLE 1 – END OF THE DAY REPORT, Team Lead will show samples.

SAMPLE 2 – END OF THE DAY REPORT, MK or VP ADMINS will show samples.

Resignation and Termination

  • Please check your independent contractor agreement.

Set up Virtual Professional Gmail Account once you received your login credentials.

MK or VP ADMINS will provide your Gmail account, password, and instructions.

Set up Virtual Professionals GMAIL Signature

MK or VP ADMINS will provide your GMAIL account, password, and instructions.

Setting up your Virtual Professionals Zoom account

Please google search on how to set up your Zoom account and please use your Virtual Professionals photo taken from the photoshoot. Please see the sample below.

15 Tips to Guarantee You’ll Always be on Time.

Never Be Late Again: 15 Tips to Guarantee You’ll Always be on Time

Tardiness refers to the failure of the virtual assistant to report for work or resume for work on time. Any virtual assistant shall be considered habitually tardy if he/ she incurs tardiness regardless of minutes per day, please see the following consequences below.

Consequences of late in Work is Lifer

  • 1st offense – Warning
  • 2nd offense – Warning
  • 3rd offense – Warning
  • 4th offense – Warning
  • 5th Offense – Penalty 1K starting your start date.

Consequences of over break in Work is Lifer

  • 1st offense – Warning
  • 2nd offense –Warning
  • 3rd offense – Warning
  • 4th offense – Warning
  • 5th Offense – Penalty 1K starting your start date.

If late ins and over breaks sums up to 5, you’ll be in penalty.

Evaluation or assessment – VP Guidelines

MK or VP ADMINS has sent over a link to the answering document wherein you can input and organize all your answers.

  1. Why do we need to have guidelines? Answers must consist of 100 words or more.
  2. What are your top 3 ways on how to make VP clients happy? Answers must consist of 150 words or more.
  3. What are your thoughts about having good work ethics? Please come up with an essay consisting of 200 words or more.
  4. Give 5 possible reasons for valid absences along with its conditions. Answers must consist of 150 words or more.
  5. Enumerate your life plans in the next 3 years. Be detailed as you can. Answers must consist of 150 words or more.

If Google Document is not something you’re confident in using, please go to Google or Youtube to educate yourself.

When you’ve reached this part, please start answering your document and follow the instructions given on the document itself.

Reminder: If you cannot fully commit with Virtual Professionals, this position is not for you. Thank you!