If I want you to develop a database, what if it won’t operate on my computer?  What if I don’t have that database software?  Does your fee include a copy of the database software?  Do I simply give you ALL the information I would like in the database, and how I would like to be able to retrieve the data, and you design/create and load the database?  Do you also then train me on how to use it (additional fee?)?

Your needs for both “input” and “output” of your data will be taken into account during the consultation process.  We will ensure that you will have adequate access to your data.

We use popular software titles for office productivity, graphics, and web-design to enable the most convenient file sharing.  If you have a preference that your work be produced with a specific software title, you may identify it during the consultation.

The software we use is available commercially, and we do not license our software for use on your company’s computer(s).  If you need help locating a copy for your use, we can direct you to a source where you can get one.

If your company is using proprietary software, we will enter into an agreement that licenses VOAR to install one copy for our use.  We will surrender the software immediately upon your request.

We can use data provided in a variety of formats and convert it to something your company will find useful.

We have trained users in software and can offer this service if you like, Remember, one of the ways we help your company is to recover the time and money previously expended trying to keep your people current on software titles that are constantly revised. We will train depending upon availability or else recommend other resources to provide you with training if that is what you wish.

Most people can put a Band-Aid on themselves when they get a small cut.  When they have a headache, they know they can take an Ibuprofen. When they need an appendectomy, however, they don’t try and tackle it by studying up in medical journals!  They call a doctor who has all the knowledge and equipment required to get the job done quickly.  Call VOAR when you need an office project to be completed that is beyond what you typically handle.

 

If I am updating my company brochure (let’s say it is a slick with some color copy), do you not only edit and update the content of the brochure for me, but also help with the design (per your FAQ sheet), AND print (or outsource?) the final brochure?  Same Q re promotional flyers, sales promotion flyers, etc. - - do you also design them from concept to final print?  And, again, these are at a fixed cost?

Everything mentioned in your question is what we will do.  We deliver a product to you according to your specifications.  The price is quoted at the time we are determining your needs.  We stand behind our prices once given.

 

I understand with my purchase comes the information on a disk at no additional charge?  Also, you keep my information on file for future reference/updates, or do I give you the disk when I need an update?

All of the above, according to your needs.  You may have us delete your data from our computers at the conclusion of each project if you wish, or you may have us archive it for future reference.  Typically, businesses have us retain their information as a redundancy.

 

Do you develop PowerPoint presentations?  Maybe I don’t have a computer but have to speak at a meeting and know they can provide a laptop…

Absolutely!  We can utilize the stock backgrounds, sound files, and graphics from the PowerPoint library, or we can customize according to your needs.  We also can produce the accompanying handouts that your attendees might like to keep as “take-aways”.

 

Do you provide slides for overhead projectors?  If I need to do a presentation and give you my outline (do you also take rough notes and maybe print presentation outlines?), can you do slides for me?

We create OHP transparencies in B&W and color.  We can create the supplements that you would like to provide your attendees.  We take your information in whatever format you would like to present it.  You can dictate it or provide a rough draft.  You may allow us to enhance it or may prefer to specify that we “use as is”.

 

You say you do “Internet Web pages.”  Do you design websites?  Do you host websites?  Do you design new web pages on an existing website?  Do you only edit existing web pages?  How do you charge, by the page, or complexity, or combination?

This is a big world.  Depending upon your needs, we will fulfill the design and upload to a third-party host that you specify.  If you like, we can help you select a host that will accommodate the traffic you anticipate at an economical rate.

We can supplement your existing website with additional content, update your pages to reflect recent changes, and/or completely redesign it for a fresh look.

Pricing is competitive with the industry and is dependent upon the scope of the project as well as its duration (number of scheduled updates, revisions, etc.)

 

Is there an additional fee for “archiving” my documents?  In what format do you store them?  How long do you keep them?

There is a one-time set-up fee for archiving your computer documents on our media.

Because the archive media are constantly evolving, and because VOAR keeps current with technology, we keep your documents in the formats for which we maintain the hardware and software required to access it.

At certain times, we will copy client data from one media format to another in order to maintain access.  We no longer use 3.5” floppy disks, for instance, and have converted lots of client data to CD-RW.  Some clients have preferred to have their data stored on USB “sticks”, which facilitates in person and on-site data access and frequent editing of large files.

We will store client data for up to two years, and will also dispose of it on a schedule when that is specified by the client.

We do not archive hardcopy documents in bankers’ boxes, but can make those arrangements with a third party if you wish.

 

What if we agree on a price for a particular spreadsheet, and by the time we get it in its final form, it has taken you several additional trips and/or much longer than anticipated - - still the fee we agreed on?

Absolutely. We will agree on how many drafts are to be included while a project is in progress so that changes may be requested. A project that remains within the specifications on which we agreed does not alter the price.  We do our best to create accurate specifications for the project during our consultation so that uncounted effort is not required to “evolve” a project.  Under all circumstances, clear communication with the client precedes any changes.

Client satisfaction is our best reward. The only way to serve the clients’ interests is to remain fair to their needs. By the same token, we expect that we won’t be asked to paint a client’s house blue, completely paint it, and then be asked to repaint it orange for the original price.

 

 

From a marketing standpoint:

 

Do you market ONLY to the “smallest” businesses that have NO office help, or possibly small businesses with a spouse working PT in the office, or maybe a PT secretary/receptionist?

We market to every business with a need for documents and computer work.  Some will be like the proprietor of an antiques store who occasionally would like a flyer sent to all his past customers.  Some will be like the branch manager who anticipates that his/her current staff will soon be overloaded with a busy season.  Some will be the office manager of a wholesaler who is anticipating an employee vacation or leave.

We can assist your PT secretary or spouse particularly well during your peak or busy times by taking the overflow. We work very well with businesses that have their own secretarial/clerical help because these employees can communicate extremely well about what their specific needs are.  In essence, we can become “your secretary’s secretary” when he/she needs extra help.

 

How do you locate potential clients?

Local advertising, referrals from satisfied clients, referrals from related businesses such as printers and office supply stores, referrals from other outside sales personnel.

 

If you are dealing with clients who have no computer, how can this be profitable if you are running back and forth to gather ideas, pick up/deliver documents, etc.?  If we need to meet three times before you have everything you need in order to do, let’s say, a contract form, or maybe we meet three times to see drafts, etc., is there a charge for each trip to my office?

The benefit we provide is to save the client time and money, so efficiency must be part of the equation. What can be done on the phone is done on the phone.  What can be done by fax is done by fax.  What requires in-person visits is done by in-person visits.

Appointments to see a client are not difficult for VOAR because any place of business lies somewhere along a larger circuit.  Just like a city bus makes stops while running its route, VOAR stops where someone needs.

With a first-time client, we may start out to make several visits that will establish our relationship and help us learn exactly what that client’s needs are.  Our objective, however, is to become as familiar with every client as a hamburger is to a bun.  After a while, we’ll be able to serve it up just right without having to keep asking each other where the ketchup should be squirted.

The price is the price, and is set beforehand to include all the effort required to provide the product to the client.  It does not change where the job specification does not change.

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