Lecture 15 | Module 3: Virtual Assistance — FINAL

T H E F A C I L I T A T O R S A C A D E M Y Lecture 15 | Module 3: Virtual Assistance — FINAL VA Live Simulation Module 3 Final Assessment — prove your VA skills in a real-world simulation Duration: 60–70 minutes • ALL tools must be open and ready Supervised by: Muhammad Sohail Ashraf 20+ Years Freelancing Experience The Facilitators Academy • Lecture 15: VA Live Simulation • thefacilitators.net • +92 304 5224838 How Today Works — Read This Carefully This lecture is different from all others — it is a practical assessment, not a teaching session Today you are the VA. The instructor is the client. You will receive real tasks — you must complete them professionally, on time and to the standard a paying client would expect. Format 4 simulation tasks. Each timed. You work independently — no asking the instructor for help during task time. Tools All tools from Module 3 must be open: Gmail, Google Sheets, Trello, Loom, Grammarly, Toggl. If a tool is not set up — that is a deduction. Grading Each task graded on: Accuracy (40%) + Format/Presentation (30%) + Communication (20%) + Time (10%) Instructor role During task time — instructor plays the 'client'. During review time — instructor gives detailed feedback on each submission. WhatsApp group All deliverables submitted to the class WhatsApp group within the time limit. Late submissions lose Time marks. Spirit This is a safe practice environment. Mistakes here teach you more than any lecture. Be honest about what you struggled with. The Facilitators Academy • Lecture 15: VA Live Simulation • thefacilitators.net • +92 304 5224838 Assessment Rubric — How Each Task Is Graded Understand exactly what earns marks before you begin Criteria Weight Excellent (Full marks) Good (Partial marks) Needs Work (Minim marks) Accuracy 40% Zero errors in data, spelling or facts 1–3 minor errors that do not affect usability 4+ errors or structura mistakes Format & Presentation 30% Correct format, clean layout, proper file naming Minor formatting inconsistencies Wrong format, mess hard to read Communication 20% Clear, professional, proactive update sent Basic update sent but lacks clarity No update or unprofessional tone Time 10% Delivered before deadline Delivered within 2 minutes of deadline More than 2 minutes Score Bands: 90–100% Outstanding VA — Ready for clients NOW 75–89% Strong VA — Minor improvements needed 60–74% Developing VA — Practice specific weak areas Below 60% Needs focused practice — revisit key modules The Facilitators Academy • Lecture 15: VA Live Simulation • thefacilitators.net • +92 304 5224838 Pre-Simulation Checklist Check every item before the timer starts — missing tools cost marks ☐ Gmail open: Logged in and inbox visible. Labels set up. Grammarly extension active in browser. ☐ Google Sheets open: New blank sheet ready. Know how to use TRIM, PROPER, Remove Duplicates and Find & Replace. ☐ Trello open: Your account logged in. Know how to create a board, add lists, cards, labels and due dates. ☐ Loom ready: Chrome extension installed. Test record button. Know how to share a link after recording. ☐ Toggl running: Account set up. Know how to start and stop a timer and assign it to a project. ☐ Grammarly active: Chrome extension showing in top right of browser. Green icon = active. ☐ WhatsApp group open: Class WhatsApp group open on phone or computer. You will submit deliverables here. ☐ Laptop charged: Plugged in or fully charged. Load shedding plan ready — UPS on or 4G hotspot ready as backup. The Facilitators Academy • Lecture 15: VA Live Simulation • thefacilitators.net • +92 304 5224838 Section 1 Task 1 — Email Management 10 Minutes • Inbox triage, professional replies and Loom update The Facilitators Academy • Lecture 15: VA Live Simulation • thefacilitators.net • +92 304 5224838 Task 1: Email Management — Your Brief Read the full brief before starting. Timer starts when instructor says GO. Client Context: You are the VA for Sarah — a life coach with a busy inbox. She has been away for 2 days. You manage her Gmail. Task 1A 3 min TRIAGE: Instructor will share a screenshot of 10 emails in the WhatsApp group. You must categorize them into: Urgent (reply needed today) / This Week / Low Priority / Spam. Submit your categorized list in WhatsApp group. Task 1B 4 min REPLY: Write a professional reply to this email on Sarah's behalf: 'Hi Sarah, I wanted to follow up on our coaching session last Tuesday. I tried the breathing exercise you recommended but I am not sure I am doing it right. Could we schedule a quick 15-minute call this week? — Michael' Reply as Sarah's VA. Acknowledge, answer appropriately and offer to book a Calendly slot. Task 1C 3 min LOOM UPDATE: Record a 90-second Loom video to Sarah summarizing what you did with her inbox today. Include: how many emails processed, any urgent items she needs to know about and what you will do tomorrow. Share the Loom link in WhatsApp group. The Facilitators Academy • Lecture 15: VA Live Simulation • thefacilitators.net • +92 304 5224838 Section 2 Task 2 — Data Entry & Research 12 Minutes • Lead list + Trello board setup The Facilitators Academy • Lecture 15: VA Live Simulation • thefacilitators.net • +92 304 5224838 Task 2: Data Entry & Research — Your Brief Two sub-tasks — time yourself on each. Submit both before the 12-minute mark. Client Context: Ahmed runs a digital marketing agency in Lahore. He needs a lead list of potential clients and a Trello board to track his team's projects. Task 2A 7 min LEAD LIST: Build a lead list of 10 restaurants in Lahore using Google Maps only. Required columns: Restaurant Name | Address | Phone Number | Google Rating | Website (if listed) | Facebook Page (Yes/No) Delivery: Clean, sorted Google Sheet shared in WhatsApp group. File named: 'Lahore_Restaurants_[YourName]_[Date]' Grading: Acc