Create Digital Client Pamphlets – Specialty Services

Purpose

Create standardized digital pamphlets for CVA specialty services (Bookkeeping, CACFP, and Graphics). Client-facing resources that explain: what the specialty includes; how clients use VA services; what we handle internally; what clients must provide; next steps and upload instructions.

Goal: every new specialty client gets a professional, consistent, easy-to-understand onboarding guide.

Scope

Creation and maintenance of pamphlets for Bookkeeping, CACFP, and Graphics & Marketing. Each must be digitally shareable (PDF), printable if needed, consistent with CVA branding, clear, and action-oriented.

Roles

| Role | Responsibility |

| —- | —- |

| Project Manager | Requests pamphlet creation; reviews final content |

| Graphics Team | Designs layout and branding |

| Specialty VA (Finance/CACFP/Graphics) | Provides service-specific content |

| Senior Project Manager | Final approval |

| Director of VA Operations | Knowledge base review and publishing |

1. Task initiation (Hubtasks/Worklenz)

Owner: Project Manager. When a pamphlet is requested or updated:

Create task: Create/Update CVA Pamphlet – [Specialty Name]
- Assign to Graphics Team
- Include: specialty type (Bookkeeping, CACFP, or Graphics); intended audience; requested updates; due date if applicable

Worklenz is the live CVA task system.

2. Gather content requirements

Specialty VA provides finalized written content to Graphics via Hubtasks/Worklenz comment or attached document.

3. Design the pamphlet

Owner: Graphics Team. Using Canva or approved design tools:

One-page layout (front and back if needed)
- Follow CVA branding (approved logos, brand colors, standard fonts)
- Clear headings, icons/visuals, organized sections, easy-to-read formatting
- Outputs: PDF for digital sharing; printable version; editable Canva source file.

4. Internal review

Feedback inside Hubtasks/Worklenz with specific requested revisions.

5. Final approval

Owner: Senior Project Manager. Confirm all revisions completed; verify compliance with current processes; approve final PDF in Hubtasks/Worklenz.

6. Publish to knowledge base

Owner: Director of VA Operations. Once approved, upload final versions to:

CVA Knowledge Base (Eniston — Allied category is the SOP/knowledge home)
- Onboarding resource folder
- Client onboarding templates

Add to standard onboarding workflow so new clients automatically receive the correct pamphlet.

Quality standards

Each pamphlet must: be no longer than 2 pages; use client-friendly language; avoid internal jargon; clearly define responsibilities; include step-by-step next actions; match current CVA processes.

File naming

CVA_Pamphlet_[Specialty]_[MM.YYYY].pdf

Examples: CVA_Pamphlet_Bookkeeping_02.2026.pdf, CVA_Pamphlet_CACFP_02.2026.pdf, CVA_Pamphlet_Graphics_02.2026.pdf

Revision process

Review every 6 months or whenever a process change occurs. Updates follow the same SOP steps.

Deliverables

For each specialty: PDF pamphlet; Canva source file; knowledge base entry; onboarding email attachment.