Architect Agency from New York

Our Client is an Architect Agency from New York, Staten Island. It is a small family business with over 20 years of operating history and an outstanding portfolio of architectural design projects throughout the USA.

The business owners were very selective and demanding about team development and growth. That is why for a long time, they were working within a small company of proven specialists, a small company of proven specialists.

What problems need to be solved?

As the business processes grew, the business owner looked for cost reduction and optimization. The best solution was to trust online operations to virtual assistants.

However, as the Client showed a lack of confidence in remote specialists’ work quality, our team had the challenge of justifying the owner’s high demands in dedication to the virtual team.

• High Professionalism
• Reliability
• Data security
• Budget limits

To cover back-office support, special business activities needs and improve business processes, for this project, we proposed remote specialists in such functions:

• Permit Coordinators
• Receptionist
• Architects
• Bookkeeper Assistant

Our cooperation lasts for almost two years, and at any next stage, the business owner expands more and more functions to the virtual team by increasing the number of remote employees.

The client started with one position of a Permit Coordinator. And just in a few weeks decided to increase the number of employees to three Permit Coordinators and the Receptionist. The team got really great training and then developed their own methods of organizing the workflow, prepared detailed manuals and catalogs. 

At some point, the client requested to expand the department to four people, as the workflow increased. 

After 1.5 years, we added three Architects to the team, so the client can be involved in more active projects for renovation and construction.

Approximately at the same time, the bookkeeper assistant joined the team.

Being able to cover diverse Clients’ needs, Front Desk Helpers is now an important part of their success.

To adjust the progressive model of management to the Client’s traditional business communications and operational processes without serious inconvenience.

At the start, we analyze the business processes in the Client’s Company to find out the operation flows that competent specialists can run remotely. Then, according to it, we proposed the plan for business process optimization and ways to implement it, which the Client approved.

A critical factor in mutual satisfaction was an individual approach to the Company’s internal management and a professional assessment of current processes. In addition, while business was developing and cooperation demonstrated success, we expanded the number of tasks that might be delegated to remote staff.

As a result, we built an effective remote team that became the best solution for the tight family company, which wanted to maintain its privacy in business operations, which includes:

• Permit Coordinators
• Receptionist
• Architects
• Bookkeeper Assistant

That project was an excellent experience for us as an example of how innovative management solutions could restructure even a traditional family business.

The remote team has a significant impact on the business:

• Managing client flows;
• Clients satisfaction growth;
• Provided access to high-motivated specialists;
• Increased successful applications approval;
• Fasten the processing of applications;
• Decreased the time for drafts adjustments;
• Build a solid organizational structure.

MS OFFICE 365 

GOOGLE CLOUD

GOOGLE WORKSPACE

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