About the Client
Top School is a Hong Kong-based business in the educational domain. Essentially, they help kids make the most of their potential by finding the right schools for them.
They also help schools fill key positions such as for teachers, administrators, as well as leadership roles.
Requirement
All the (Time-consuming) Tasks
For All the Teams
During early Covid times, the company was forced to shut down their office, and let some of their team members go. But the operations had to continue as usual.
To give their team more time to focus on their core tasks, Ruth Benny, the founder of the company, decided to hire a VA.
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Managing and updating school data
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Lead generation
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Admin tasks
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Filling applications for students
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Email customer support & more
Resource
Meet Anita
Ruth’s First Choice
Anita is a tech-savvy VA. Known for her expertise in digital marketing, social media management, and efficiency in admin handling. From lead generation tactics to customer support, Anita delivers prompt and personalized assistance. Her exceptional communication skills and time management make her a huge asset.
Ruth observed all that during the free trial and promptly hired her.
Challenge
Huge Gaps in
All the Teams
& Facing a
Time-crunch
Outdated school info
They need updated school info to help the students find the best schools for them. When Top School let some employees go, the school database became outdated. This was because updating the sheet was a tediously long process and the team already had their plate full.
Delay in customer support
They were not able to handle all the customer queries on time. As a result, Top School was missing out on opportunities, damaging their painstakingly created reputation, and leaving their clients dissatisfied.
Marketing team overworked
Being a small team, the workload distribution in their marketing department was also skewed. Additionally, the team was facing tremendous pressure to meet the deadlines. They had to extend their working hours and were approaching a possible burnout.
Pending admin tasks
The company underwent huge structural changes during the lockdown, and it affected their consistency.
Everything took a hit - from scheduling posts on the company's business Facebook account to sharing it on over 30+ private and public groups.
Challenge
Zero Tasks Pending!
Maintained a 10+ factor school info sheet
As soon as Anita joined, she started updating the school information sheet. Occasionally, she found the information on the website, but often she had to connect with the school through a call, or an email for specific information.
She maintained the list for many factors including admission dates, school fees, student-teacher ratio, adding a new school, sports facilities, teacher’s credentials, and more.
Prompt customer support
She checked the inbox every hour. She reached out to the concerned team member for information and then reverted to the mail promptly.
Anita filled in the school application on behalf of the students who could not do so and kept parents updated.
Provided marketing aid
She is an expert at lead-gen. She helped the team with lead nurturing and added leads to Monday CRM and MailChimp.
She also posted content from Top School’s Canva content repository on social media accounts. Done in a timely way, it increased the posts’ reach and user engagement.
Multiple admin tasks
She prepared tests based on the students' age and requirements
Sent the access codes to parents for the tests
Downloaded reports to send to parents
Weekly school website checking for new updates
Replied to emails from teachers, schools, and parents
Result
Updated – Eased up – & Stable Teams
Parents found the latest info at Top School
Anita made sure their school database was always updated. It helped the company offer information to parents that was not easily available elsewhere.
The marketing team eased up
Social media management and lead gen-related tasks were offloaded on Anita. It gave the marketing team some breathing space, and motivation to work with new energy on other crucial projects.
Team members felt stable during turbulent times
The initial shock caused by the pandemic was completely diffused by Anita. No matter which team and tasks, she took the pressure off the Top School team – making them feel stable.
Testimonial
Ruth Benny,
Founder of Top School Ltd,
Hong Kong
First off, it was difficult to let our team members go during the pandemic, but we had to. And that created huge gaps in different processes – but Anita handled it smoothly and systematically. She’s made things very easy for all of us.
We Have More Work Portfolios
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