Frequently Asked Questions

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General Questions

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What is Adoublem?
Adoublem is an operations management solutions company focusing on small to medium size businesses. We manage people, processes and projects. We provide professional & affordable solutions for business owners. Think of us as a concierge service for your company – the same way you would go to the concierge at a hotel, come to us to get priority help for your business.

Large companies can afford to have experienced managers for every department but if you own a small to medium business, this isn’t always possible. This is where we come in. We manage your projects for you, just like if you had more employees. We have years of experience doing this and we take care of everything, from administrative tasks to designing your website. We are a one-stop place to go to get support help for your business. It’s just like having more employees but you only pay for them when you need them.

To learn more, see our Services page.
Where are you located?
We are located in the Greater Philadelphia Area in Pennsylvania, USA. Because we work remotely, we do business with companies all over the United States.
What are your hours of operation & holiday schedule?
Our business hours are Monday-Friday, 8 AM-6 PM EST.

Adoublem is closed on the following days: New Year’s Day, Holy Thursday, Good Friday, Easter, Memorial Day, Fourth of July, Labor Day, Thursday & Friday of Thanksgiving Week, Christmas Eve, Christmas & New Year’s Eve.
Why should I use your company?
At Adoublem we are experienced in managing people, processes and projects. We help you by managing these areas so you can focus on your core business.

Adoublem Management Solutions stands out from other companies because we are a one-stop, full-service solution provider for your small to medium business. We work closely with you and become a strategic partner that will (very quickly!) know the ins and outs of your business. If you worked with several different companies to handle your administrative tasks, corporate gifts, web design and so forth, you would have to try to communicate what you need to each one of them (can you say frustrating, annoying, expensive?). Because we place a premium on understanding your company we do more than handle your projects – we provide you with valuable insights into running your business and useful recommendations every step of the way.

Our work ethic is unmatched and we aim for your 100% satisfaction and nothing less. We are always available to help & we strive to ensure our communications with you are clear and our processes are simple to follow. You will have a very professional experience from start to finish.
I may want to use your services but I have a question first, should I still fill out the Work Order Form?
Yes, if your question is about the work we do or a project you are thinking about doing, it is best to start by filling out the Work Order Form. This way we will have a better idea of what your project is about & we can customize our communications & service to better meet your specific needs. If you prefer, you can use our contact form as well.
How do I request new work?
It’s very simple. Fill out the Work Order Form to get started. If for some reason you cannot use our online form, please send an email to support@adoublem.com.
Should I choose a one-time project or a package plan?
That depends. If you need help on an on-going basis (for example…website maintenance or weekly administrative help) then select a monthly package plan. With a package plan you get priority service (projects that are part of a monthly package plan always move to the front of the line!) plus a discount on every job you do with us.

On the other hand, if you’re not sure you’ll need help on an on-going basis but would like help once in a while when things get busy or for a specific project, then one-time or individual projects are the way to go. Picking this option will still ensure we do everything we can to get your job done as quickly as possible.
Do I need to schedule my work with you or are you always available?
For individual projects we do our very best to fit every work order in, but there are times when our schedule is full. If you know you will need assistance on a time-specific project, please let us know in advance so we can book you for the time frame you need. Work is scheduled on a first come, first serve basis but we strive to fit everyone in.

For ongoing work select one of our monthly package plans. Please see our Services page for more information.
How do you primarily communicate with your clients?
We primarily communicate by email because of the volume of work we do. We are very respectful of your time and we do our best to communicate with you as clearly as possible.

We offer 10-15 minutes of complimentary phone consultation per project, if needed. Additional phone consultations or conversations are billed at $25+ per hour.
If I have a current project going on but I need to send you additional information or files, how do I do that?
If you need to send us additional files or information once your project has started, please select the “Existing Project (sending additional info.)” option on the Work Order Form. Or you may use Dropbox – put the files you need to send to us in a Dropbox folder and then send us a link to that folder. Files are returned to you by email or if needed, through Dropbox.
Do I need to schedule work for a minimum amount of hours?
Most services are fully flexible and you can request work for a one-time small or large project, or use our services on a regular, scheduled basis. For first time customers there is a 1 hour minimum for your first order – after that we have a 30 minute minimum for each project.
What are your prices?
Our prices vary by the work we do. Please see our Services page to see our typical prices. If you require more information, contact us here.
When will I be billed for my project?
For individual projects that are not part of a monthly package plan, we bill every Monday for work that has been completed Sunday through Saturday the previous week. Monthly billing is also available for regular clients. Invoices are due on receipt and can be paid by check, cash or by credit card in person or securely online. A 50% deposit is taken for any project over $500, except when other arrangements have been made in advance.

Packages are billed monthly & are due on receipt.

A $50.00 late fee will be applied monthly to unpaid invoices. Please note, on the first month only the late fee will be broken into two $25.00 payments, one at 15 days and one at 30 days.
What forms of payment do you take & what are the payment terms?
We accept American Express, Visa, MasterCard & Discover, Electronic Funds Transfers (similar to paying by check) & cash (for local clients). If you are paying by credit card & you are a local customer, we can swipe your credit card in person when we stop by.

Deposits & Invoices are due on receipt. A $50.00 late fee will be applied monthly to unpaid invoices. Please note, on the first month only the late fee will be broken into two $25.00 payments, one at 15 days and one at 30 days.
Can I pay online?
Yes! When you receive your invoice by email, please follow the steps to pay it online. You can use the bank electronic funds transfer option which is similar to paying by check or pay by American Express, Visa, MasterCard or Discover.
Do I have to sign a contract?
For individual projects you do not have to sign a contract & you only pay for our services when you use them. For each order you place we send you a Project Estimate (PE) by email that will outline the scope of work, the estimated price & timeframe. We ask that you confirm this work by replying your acceptance to the terms in the email. Work cannot begin without an approved PE by the client, unless other arrangements have been made in advance. Every Work Order/Invoice is also pursuant to our Terms & Conditions.

Our monthly package plans do require a contract for our retainer services. These contracts are typically for twelve months & may be canceled at any time with 30 days advanced notice. After 12 months, these contracts continue to auto-renew each year until canceled with 30 days notice. Packages are paid monthly.
Do you have a work guarantee?
All our work is done with your 100% satisfaction in mind. If you feel something is not done right, let us know and we will fix it right away.
Will my information be shared with others?
Absolutely not! All information exchanged with clients is privileged and confidential. Your information will not be used maliciously or shared with third parties.
My company has confidential information - do you have a nondisclosure form?
We take your privacy & confidential information very seriously. Anything you provide to us will be guarded carefully & kept in complete confidence. Our Terms & Conditions Agreement states our nondisclosure & privacy policies.

In addition, we will happily sign your company’s nondisclosure agreement if needed (some restrictions may apply).
What are your Terms & Conditions?

Where focus goes energy flows.

Tony Robbins


 

Virtual Assistants & Ops Management

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How do your virtual assistant services work?
Our office services are here to help you when you don’t have the time or staff to complete a project. Please see our Services page to see what office services we typically offer.

Once you are ready to place an order, fill out a Work Order Form found on our website. When we receive your form, we will email you if we have questions. After that, we’ll send you a Project Estimate (PE) that will outline the scope of work, the estimated price & timeframe. Once you confirm this information by email, we will start the work.

If you need to send us files to work on, you can securely upload these directly from Work Order Form or you can use Dropbox.
Can you tell me more about your Assistants?
Our team includes virtual assistants that fill many of our office & administrative opportunities. Each assistant is professional, experienced & dedicated to your success. Our assistants work independently & remotely and the work they do is managed by us.

Our business is able to capture an untapped market of educated, highly-skilled and driven team members who are full-time freelancers or choose for whatever reason to leave full-time work outside the home looking for more flexibility in their job, whether it was for raising children, less travel time, caring for a parent – or they just realize that in today’s market, more flexibility is very possible for them. Our team also includes highly-motivated college students who are looking for exciting part-time assignments where they can contribute hands-on to the success of a company.

We tap into this market & help them meet their career goals, but most importantly for you, they use their expertise to help support you. Each one of them in essence owns their own business & that makes them so much more motivated, involved & dedicated to getting your job done quickly & accurately.
Are you like a temp agency?
We’re so much more than a temp agency because we don’t just complete tasks – we are experts in understanding your whole business & managing project for you so you can focus on your core business.

Our team typically works remotely, saving you money & resources. You will be paying only a fraction of the cost of hiring a full-time employee or manager; saving on salary, healthcare costs, office space & equipment.

Working with us you get the support of a whole team, and with that, years of experience and access to a large network of providers for your business. But you won’t be buried by trying to communicate with all the different providers because your projects are always professionally managed by Adoublem so you will have only one point of contact. Adoublem takes full responsibility for the accuracy, quality & time (deadlines) for your project. We communicate with you regularly & if something is not right, we will fix it right away.
Would we need to supply any office equipment?
No, that’s one of the benefits of using our services. We are equipped with the latest software & technologies, plus we have partner resources that we use when we do not have a specific system we may need to complete a project for you.
I need someone to work in my office, can you do that?
Typically we only work on projects that can be completed remotely. There are some circumstances where we are able to work on-site, please contact us for more information.


Your life does not get better by chance, it gets better by change.

Jim Rohn


 

HR & Management

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I already have a supervisor in place, why do I need your management services?
Singers sing. Builders build. Sales people sell. But sometimes there is no rhyme or reason why someone becomes a manager. That’s where we come in, we specialize in management & we have years of experience doing it. Someone may be very good at their task, but that does not mean they are a good or effective manager. We help your staff to get the tools they need to be successful in their job.
Management takes a different skill set – a manager has to think of growing the business forward not just doing the daily tasks. A manager must also know how to motivate & lead people and how to delegate. Without the proper training, managers can make costly mistakes, as well as cause communication problems & internal bickering among the staff.

A good manager leads by example, is in control, is organized & allows people to shine, grow & meet higher expectations. With a good manager in place, your company is growing (making money!) and your staff is happy. That’s what we train your employee to do.
What types of management services do you offer?
We have 20+ years of experience managing employees with organizations from 10 people to over a 100 & we pride ourselves on getting results. We work specifically with you to assess your management needs & implement solutions based on those needs. We can directly manage your local staff, or train the managers or supervisors you have in place by using proven management techniques and creating streamlined operational processes & procedures. We can also create effective & result-oriented performance objectives so that your business continues to grow & be successful with the right people in place.

We also manage operational projects from start to finish so you can focus on your core business.


Fashion changes but style endures.

Coco Chanel


 

Web & Other Designs

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Why should I pick your company to design my website?
Designers are often artists who do web design but that doesn’t mean they always look at your business as just that, a business. That’s where we differ & where we excel, we look at the whole picture. We understand business & we work first to make sure your website (& all your branding) has a business purpose & that it meets your business goals.

We believe in making your site & branding materials beautiful and aesthetically pleasing, but more importantly we believe your site also needs to effectively represent your brand – it needs to represent exactly who you are. We don’t believe in adding every new gadget or pop-up to your site just for the sake of adding it. We believe in effective marketing that will stand out and is beautiful, organized & easy for your customers or clients to use.
How does your website design process work?
The process starts with the Work Order Form that you can fill out on our website. Once we receive your form, we’ll have a quick conversation on the phone or through email to discuss what your goals are for creating a new site. After that, we may ask you to fill out our Design Form which will ask you more specific questions about what you want out of your website, what type of look you would like it to have, etc. Once we have a solid concept plus an estimated price and completion time for your website, then we will send you a Project Estimate (PE). You can confirm your order through email & then work begins.

Specifications and Content
In order to start development, we require all content, text, logos, and other sites that you like the look of to make sure we design your site exactly the way you want.
Initial Design
Once the first half of the payment is made, development begins on your website. The first step is creating the layout and framework that your web site will be built upon (sometimes called your theme or template).
Design Review
When the initial design is finished, we’ll send you a mock-up for your approval. You can ask for any changes to the design at this point. Once the design is approved, we can move to creating your site into what will become your final website.
Finishing the Website
At this point it is very important that you have sent over all text and pictures for all of the pages on your site, in order to get your site done on time. All of your content will be placed into the template made in the previous phase, all your pages will be created and linked together.
Final Review
Your site is now finished, and awaiting your final review. You’re free to make minor changes at this point. Once you’ve approved, the site is ready to go live.
Going Live!
Now that you’re happy with the finished product, you can make the final payment, and your site will be live.
What information should I put on my site?
There should be a primary goal with your website – and what you put on your website should be in line with these goals. For example, if you run a retail business, your website should include as much information about your products and services that would encourage your customers to buy from you.
Who writes the copy/text for each of the pages on the website?
In some cases, the client will email us with the copy for each page at the start of the project. Other clients feel more comfortable using our copywriting or copyediting services which are available for $125-$300/page.
How much input do I have?
We welcome your input and we encourage you to be fully involved in the process. The more input we receive from you the better able we will be to satisfy your needs and produce a site that will have the desired look and impact that you want. It’s your website, we want it to look the way you want it. At the start of your project, we will ask you to fill out our Design Form which will ask you about other sites that you really like, any colors that you prefer, and anything else that might help.

After this, we’ll ask for your input after we create the initial design for the site. We’ll send it to you for approval and you’ll be able to tell us about any changes you might have. Based upon that, we’ll create your actual site, which you’ll also have the opportunity to make minor changes to before going live.
What information do you need from me to get started?
We need all text, images, logos, and any other information you want on the site.
Can I use my existing website address if you design my site?
Yes, you can use any domain name you have, and any hosting you have.
How long will it take to build my website?
The time frame varies due to the size of your website, the complexity & our current client schedule. Typically it takes about 6-8 weeks to complete an average website. If you’re in a real hurry, it’s usually possible to have a simple homepage on the internet in less than a week.
I just started a small home business, I don't have much to invest, but I need a site, can you help?
Yes, we work with small businesses and can help you get your site online quickly, easily, and within your budget.
Once my website is complete, what do you charge for future updates?
Website maintenance & updates are billable at our hourly rate of $50. For smaller updates that don’t take long to accomplish, we offer a half hour rate of $25. We will not nickel and dime you on updates – if you want to change your telephone number or update your email address, do not expect a charge.

For web maintenance, you only pay for the months that you use our web maintenance services.
The first step is to decide whether you would like to send us your updates/changes on a weekly basis, or once or twice a month. For example, you can send us your updates every Friday or on the 1st of the month & the 15th or just the 15th of every month. It is your choice depending on the amount of changes you think you will have each month.

After the frequency is decided on, the next step is to fill out the Work Order Form found on our website. The simple steps to submit the form are listed below. Once your updates are submitted, it can take 1-5 business days to update your site (though typically it is done within 1-2 days).

Here are the steps to follow to submit your web maintenance request:
Note: once the form is submitted it automatically goes into a queue to get the work done.

1. Go to the Work Order Form.
2. Select the “Web Maintenance Plan” option.
3. Enter your Name & Email.
4. Enter the changes you need in the box provided – either explain the change(s) or enter the exact text you would like to add to the website.
5. Upload any pictures or files you want to add to the site.
6. Select “I have a monthly package plan and do not require an estimate” for the question asking if you would like an estimate sent to you.
7. Click Submit.

Can I choose you to design my site and use my own web hosting?
Yes, you can use any web host you like. Once your website has been completed you will have to provide us with your web hosting ftp login username and password so that we can upload your website for you. We can also set up hosting for you for an additional fee.
Do I have to give you a deposit upfront?
Half of the total estimate is required before we begin work on your site. The remaining half is typically not due until your website is successfully completed.
I have a logo and other business materials that I'd like incorporated into my site, can you do that?
Since all of our sites are created from scratch, we love working with your existing logos or materials for the website. This will allow us to give you a web site with the same design as the rest of your materials.
Do I have to host with you?
We do not host website ourselves though we can set up hosting for you that you can pay for either monthly or annually. We can also take care of renewing your hosting services for you when they come due.