Virtual Assistant Handbook

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Content in the Wiki page taken from: Virtual Assistant handbook - Google Doc

General Daily Tasks

Check emails/Skype daily to see if there is any correspondence from Travis. Reply to every email message to confirm receipt.

Weekly Meeting We have a weekly skype meeting every Monday, 5:00 PM PST Send a message via slack or email ahead of time if you won’t be able to attend Make sure all weekly and daily tasks are accomplished before the meeting

Updating “My Numbers” Doc

Bdancewear Daily Tasks Abandon Cart Emails (Monday and Thursday Only)

  1. Hover over order, and click down on abandon cart
  2. Click the drop-down arrow of the settings button and select enable quick edit
  3. Click on each of the email addresses, look for Send Retention Email on the Quick Edit Window and click the button
  4. Repeat Step 3 until all retention emails are sent
  5. Click the drop-down arrow of the settings button and select Bulk Updates
  6. Switch to advanced view
  7. Paste the code and apply changes
  8. Add the number of abandon carts in the VA Spreadsheet


Make Order Forms/Do Invoices

  1. Login to bdancewear.com
  2. Hover over Reports, and click down Reporting
  3. On Saved Reports, select “Order Details - 3 Days”
  4. Open report
  5. Locate orders dated yesterday
  6. Copy and paste them by order number to Order Form.xlsm
  7. Press Ctrl + R
  8. Print each of them on the VA Currently Working On Folder using doPDF
  9. Merge order forms using PDFSam
  10. Save the finished order forms on the Ready To Be Printed Folder (Format: mmddyyyy.pdf)
  11. On bdancewear.com hover over Orders, and click down Process Orders
  12. Open each Order ID dated yesterday
  13. If there is a “Capture” on the Payment Log, click Apply
  14. Click Invoice and Save it as PDF
  15. Merge Invoices using PDFSam
  16. Save the finished invoices on the Ready To Be Printed Folder (Format: mmddyyyy Invoices.pdf)

Check Amazon and Make Amazon Order Forms/Do Invoices

  1. Login to https://sellercentral.amazon.com/gp/homepage.html
  2. Hover over Orders, and click down Manage Orders
  3. Click Order Date
  4. Locate orders after the last date when amazon order forms were made
  5. Click Print Packing Slip button and Save those Invoices as pdf
  6. Merge amazon invoices using PDFSam
  7. Save the finished invoices on the Ready To Be Printed Folder (Format: ddmmyyyy Amazon Invoices.pdf)
  8. Copy and paste Order Details by order number to Amazon Order Form.xlsm
  9. Press Ctrl + R
  10. Print each of them on the VA Currently Working On Folder using doPDF
  11. Merge amazon order forms using PDFSam
  12. Save the finished amazon order forms on the Ready To Be Printed Folder (Format: ddmmyyyy Amazon Order Forms.pdf)
  13. Record the Amazon Invoices to the VA task spreadsheet

Check Emails

  1. Login bdancewear@gmail.com
  2. Check all emails and reply to them
  3. ransfer all emails you can’t answer to the “check later folder”
  4. Send Out Your Article Will Post Email (Monday, Wednesday and Friday Only)
  5. Login bdancewear@gmail.com
  6. Search for the email of the article that is posting
  7. Send them the “Your Article is Posting Email”

Posting Articles

Publish Articles on WordPress

  1. Download articles from Gmail
  2. Create a new folder (Format: mm-dd-yyyy StudioName)
  3. Paste articles to folders
  4. Open article
  5. Login to WordPress
  6. Hover over Posts, and click Add New
  7. Enter Title (Format: StudioName Interview with StudioOwner)
  8. Copy article and paste it to WordPress
  9. Save at least 3 photos of the studio on the same folder of the article
  10. Click Add Media
  11. Click Upload Files
  12. Upload 3 photos
  13. Insert photos to post
  14. Copy Signature from other articles and paste it at the end of the post
  15. Schedule (M/W/F)
  16. On the Categories section, check categories appropriate for the article
  17. Add Tags
  18. Set Featured Image
  19. Fill out Title and Description on the SEO section
  20. Click Schedule or Update

Create Interview Social Image

  1. Open Interview Social Image Template.xcf on Gimp
  2. Insert picture of the owner (if there’s any, else any of the 3 photos)
  3. Replace the name of the studio owner
  4. Add logo of the studio
  5. Wave the gimp file on the article’s folder
  6. Export photo on the same folder (Format: StudioName Interview Social Image Template.jpg)

Schedule Articles

  1. Login to hootsuite.com
  2. Hover over Send to, and click Bdancewear for twitter
  3. Click Compose Message…
  4. Tweet about the article and add hashtag at the end
  5. Get the link of the article and shrink it to post
  6. Click add attachment
  7. Click Select files to upload
  8. Select the interview social image of the article and upload
  9. Click calendar and set the date and time
  10. Click Schedule
  11. Again Hover over Send to, and click Bdancewear for Facebook and Google plus
  12. Click Compose Message…
  13. Post about the article
  14. Get the link of the article and paste it to post
  15. Click add attachment
  16. Click Select files to upload
  17. Select the interview social image of the article and upload
  18. Click calendar and set the date and time
  19. Click Schedule

Dancer of the Month

Putting Dancer of the month on Facebook

  1. Find the Dancer of the Month entries on Gmail
  2. Post each of them on Facebook
  3. Email them the link of the post

Selecting Dancer of the Month

  1. The post that has the highest likes will be the winner
  2. Email them

Posting the Dancer of the Month

  1. Find the dancer of the month picture
  2. Photoshop it
  3. Upload to amazon s3
  4. Make an article in the blog
  5. Add to right bar
  6. Make an article for the site
  7. Post on the home page
  8. Post Social Media
  9. Email Them

Collecting Order Comments

  1. Go to bdancewear.com/admin and Log in.
  2. Go to Process orders and copy the Order Comments
  3. Compile all the Order Comments in this file:


Taking care of Gross Payroll

  • Go to The website is payroll2.timeplus.com no www

There are three transactions that are taken from the bank to take care of payroll. One is the payroll provider fee which should be taken out a professional fees (usually the smallest sum), then there is the direct deposit which should be taken out as wages (its usually the largest sum) and last is the taxes which should be coded to 3000-05 Payroll Taxes. Then after that is done go to advisor manual journal entries and click on the previous Gross Up Payroll (the one from the last pay period) then click copy by going to journal options>copy (at the top right) Set the new date to the date of the pay date for the period Credit the total amount of the taxes to the payroll taxes account 3000-05 Debit the Company portion to Payroll Tax Expenses 8000-40 Debit the employee portion from wages and salaries 8000-09


Get Followers for Bdancewear Pinterest Account 1. Log in to Bdancewear Pinterest Account 2. Open a competitor’s account and access it’s followers 3. Choose a follower and comment something nice on one of his/her pins. 4. Then follow them Set Amazon Replenishment CSV File 1. Log in to Amazon seller central 2. Go to Business reports 3. Click the detail page sales and traffic under “by ASIN” on the left side of the screen. 4. Set the “from” date 3 months back and the “to” date to date today. 5. Sort Total order Items to desending 6. Then download the CSV file. Amazon Spreadsheet 1. Open the Amazon Spreadsheet 2. Make a copy of the previous replenishment for recording purposes. 3. Copy the CSV file from title to replenished at. Change the replenishment 1. Change the number of the replenishment alert 2. Then save Replenishment that we should not send 1. Remove the following SKU from the list · HWBriefLWhiCMFBA · RBriefLPinAMFBA · RBriefLPinASFBA · RegDSLivoASFBA · BtysLblaAMFBA · BtysLnavAMFBA · HWdsLgraAMFBA · HWdsLnavALFBA · HWdsLpurAMFBA · HWdsLwhiAMFBA 3ewsdxc 2. Make sure that the line has no bell icon, if there’s a bell icon select it then click set replenishment then remove.


Effective Ecommerce

Daily Task Answering EE Inbox: Log in to the gmail of effectiveecommerce1@gmail.com Review the tab EE Response in the VA spreadsheet Install Texted on Chrome Store Answer email using template if you need to respond off script you need to seek approval to Travis. Transfer emails that needs Travis’ attention to the Travis Check Folder in GMAIL. Forward urgent emails to travismarziani@gmail.com


Weekly Task


Podcast Tasks (Effective Ecommerce Podcast) Make the MP3 File Make the MP3 file using Audacity Name the file in this format (EP (episode number) (Episode Title) Edit Metadata Add new episode to Libsyn Fill out fields Upload MP3 Schedule it 8. Click Publish button

Make Video For all videos you edit use the checklist on the tab Task checklist Edit the converted video in Adobe Premiere Pro Render When videos are scheduled they need to include a Thumbnail and the info card and all annotations need to be added Make the Blog Page 1. Click Add New Post 2. Copy notes and paste to post 3. Add links 4. Schedule

Post To Facebook Open Effective Ecommerce Page Upload Edited Video


Podcast Tasks (Howtodoyour20s) Make the MP3 File 1. Make the MP3 file using Audacity 2. Name the file in this format (EP (episode number) (Episode Title) 3. Edit Metadata 4. Add new episode to Libsyn 5. Fill out fields 6. Upload MP3 7. Schedule it 8. Click Publish button Make the Blog Page 1. Click Add New Post 2. Copy notes and paste to post 3. Add links 4. Schedule Make Video 1. For all videos you edit use the checklist on the tab Task checklist 2. Convert video using Handbreak 3. Words in black are for all videos, words in blue are just for effective ecommerce videos, and words in pink are just for bdancewear videos 4. Edit the converted video in Adobe Premiere Pro 5. Use ultra key to remove the green screen, make sure to set it to aggressive, choose the darkest part of the green screen and set pedestal to 100. 6. Add outro 7. Render 8. When videos are scheduled they need to include a Thumbnail and the info card and all annotations need to be added

Upload Video 1. Login howtodoyour20s on YouTube 2. Upload finished video 3. Edit Description 4. Schedule 5. Get Link 6. Paste to iframe in post 7. Post all Effective Ecommerce Videos to Facebook as well 8. we always post something on Tuesdays and Wednesdays if you can't find the video or don't have the video post one of our back up videos Add Annotations 1. Go to Creator Studio 2. Click Video Manager 3. Select video to add annotations 4. Add note 5. Edit note 6. Link to channel 7. Go to the outro 8. When the word “subscribe” was mentioned put an image of a finger pointing down the subscribe button 9. When the words “if you have any questions…” was mentioned put the word question and an image pointing down 10. When The words “click here to get the Ecommerce success pack” was mentioned put the logo of the success pack 11. Add spotlight to “Subscribe”, “Twitter”, “Facebook” and “How to do Your 20’s” 12. Add link to them Make Social Media Image 1. Search for the name and photo of the interviewee 2. Open Social Media Template on Gimp 3. Edit photo, episode number and title 4. Save as in episode folder 5. Export Post to Facebook 1. Get the link of the article 2. Compose post at Facebook 3. Add Social Media Image 4. Schedule post 


YouTube Editing Process

Creating folder 1. Duplicate the template folder on Working On folder 2. Rename it with the name of the video to be edited 3. Add video clips from Raw Videos folder to the new folder Creating PowerPoint title 1. Open Combined Intro.pptx 2. Edit title 3. Export to video mp4, 1080p Editing video 1. Launch Adobe Premiere (set the sequence in 1920 x 1080 fps 29.97) 2. Add video clips 3. Export audio 4. Remove audio noise on Adobe Audition (if Nessesary) 5. Export audio 6. Add the edited audio on Adobe Premiere 7. Mute the Video audio 8. Cut the clips 9. Add the exported PowerPoint video 10. Remove green screen 11. Add outro 12. Add end card 13. Export to H.264, YouTube 1080p fps 29.97

Creating Social Media Image 1. Open YouTube Thumbnails.psd 2. Open video and get a screenshot 3. Paste screenshot on Photoshop 4. Edit screenshot 5. Edit Title 6. Export .jpg to folder Uploading to YouTube 1. Upload Video 2. Click on Edit Thumbnail and upload the social media image 3. Schedule the video 4. Click on Publish this video on ‘date’ 5. Add Annotations 6. Add video card


Xero Reconciliation 1. Go to Xero.com and log in. 2. Check accounts that need reconciliation 3. Enter the correct Entry per transaction. 4. Double check if the transaction is reconciled.


Xero Reconciliation Comments Other Youtube Channels Find potential Channels and establish a relationship Use this spreadsheet as a tracker Write potential comments and forward to Erika For checking


Fetch Video Ideas Monitor aforementioned videos and get trending videos and send to travis

Video Scripts · I want you from now after we post a video to take the script from “!To Film folder” and put it in one of the other folders in "All video scripts" whichever is appropriate such as AdWords email marketing Facebook ads etc. · If you don't have the "script" for the video email me, this is needed for the video notes and post page. · Every Tuesday your time I want you to create a draft in mailchimp of the weekly email o How to do it o For next week replicate -7 Secrets to Starting a Successful Online Store o 1. change the title of the email and the subject line to the title of the video o 2. Put in the information from the script o 3. Update all video links o 4. Update the link of the the youtube live to this weeks youtube live

You will also use these when necessary as show notes.

For the most recent video you can use these show notes


BJJWOD Videos: Instructional Videos

1. Sync Video and Audio 2. Add steps as seen in the instructional video 3. Put Intro and Outro 4. Upload to the BJJWOD channel and update spreadsheet

Info Cards: For effective ecommerce videos use these email captures for the ecommerce success pack: effectiveecommerce.com/ESfacebook – Facebook related videos effectiveecommerce.com/ESstarting – Kickstarters, Setting up an online business, etc effectiveecommerce.com/ESother – Use if video does not fall on other categories effectiveecommerce.com/ESemail – Email Related effectiveecommerce.com/ESadwords – Adwords Related


301 Directs: All 301 redirects should be all lowercase.


Guidelines in creating Thumbnails: · Do not put too much words · Make Text readable. Make it bigger · Match Sir Travis’s pose to the thumbnail theme e.g. Theme: Fail = Pose: Annoyed face

Thumbnail Guidelines For Images Go you Google Images Search the desired logo Click More tools Choose Labeled for reuse with modification Check if the website is from wikipedia or other free content sites Select best images and save

How To Put An Image On YouTube With The YouTube Video Editor Log in to your YouTube Channel Click Creator Studio Click video manager Select the video that you wish to edit Click the drop down Click enhancements Click "try the youtube video editor" Select the video that you wish to edit and drag it down to the timeline To add an image click the space besides the video clip Click the camera icon Click add photos to project Click upload photos Click select photos from your computer Select the photo Click open Now it's uploading Drag it down next to my video clip Adjust the brightness or contrast I can pan and zoom I can preview the effects side by side with the original video Click "create video" It says "this video is currently being processed sorry about that" So while it's processing optimize the video Click the pencil icon where it says "info and settings" and here you can change the title, put a different description in here and change the tags Click save changes While you're optimizing the video you can change the privacy settings from private to public then click "publish" Check the video displays correctly with the new image you added.


IGTV Guidelines for posting IGTV videos Post IGTV videos from 6AM-7AM PST

Screen Share: Please rename all untitled video (REC##) and put on necessary folder VA>New Task>New Videos and transfer to !Screen Recording Delete all Test Videos Performance Nut Butter Daily Task Check email Travis@Performancenutbutter.com by logging in via LastPass Forward urgent emails to Travismarziani@gmai.com Respond to customer service concerns using this guideline Respond or decline marketing emails Forward social media concerns to brittany@performancenutbutter.com Forward emails to Travismarziani@gmail.com if you’re not sure how to handle issues Transfer all emails from the main inbox to the appropriate folder

Social Media Coordinator Tasks Please refer to the Social Media Coordinator Handbook.

Amazon Manager Please refer to the Amazon Manager Handbook

Affiliate Marketing Representative Please refer to the Affiliate Marketing Rep Handbook

Community Manager Please refer to the Community Manager Handbook

Content Editor Please refer to the Content Editor Handbook

Writer/SEO Specialist Please refer to the Writer/SEO Specialist Handbook

Paid Ads Manager Please refer to the Paid Ads Manager Handbook



Other to organize

from now on make sure you move the files out of D:\Dropbox\Podcast\!Effective Ecommerce\!Raw Video and Audio Files and into the correct folder.

Also

I took a look at How To Recover Your Lounge Chair and all the files were messed up, what I mean is it wasn't properly linked in premiere pro make sure all the video files and everything are in the folder before you start the project. I attached a screen shot of the error.


also for this project have you gotten a chance to add the external audio?


also make sure the combined intro is being exported as 1920x1080 not 720p.



Lastly I just added a new file in D:\Dropbox\Podcast\!Effective Ecommerce\!Raw Video and Audio Files called EN13 4 Content Marketing Ideas for November, please edit it so it starts when I start talking and it ends when I stop. Also add the powerpoint powerpoint introduction Ecom News Intro in D:\Dropbox\Podcast\!Effective Ecommerce\Common

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