Overview
Ensure graphics meet Allied Assist quality and consistency so visual content supports brand image across platforms. When posting about a child’s birthday, do not add the birth year month and day only.
Purpose
Review and validate quality, accuracy, and consistency of graphics before they are deployed. Check brand-guideline compliance.
Digital Handbook Guidelines
All digital handbooks are built primarily in Microsoft Word and finalized/exported through Adobe Acrobat — not fully designed in Canva.
Word = master document for handbook content
- Canva = cover pages, divider pages, branding graphics, visual elements only
- Adobe Acrobat = final PDF formatting, fillable fields, signatures, digital distribution
Build content in Word first, keep formatting clean, add branding/graphics second, export PDFs through Adobe. Standard for future handbook and large policy projects unless otherwise directed.
Graphics vs other VA tasks
Graphics / Web: follow graphics steps below
- Other VA tasks: use Non-Graphics Task Turnaround Standards
Presentations
All presentations must be created in Microsoft PowerPoint.
Graphics Package vs Specialty Fee
No longer included under general VA graphics time (clients must purchase a specialty package $375+):
Website design or rebuilds
- Video editing (Kai/AI/HeyGen)
- Advanced graphics or automations
- App development or form integrations that exceed normal scope
If the VA can be trained to do it, it is general VA work. If it requires expert knowledge, it is specialty. “If the client can train you, it’s general. If they can’t, its specialty.”
Graphics workflow
Read the full task brief and review the client’s brand kit. Begin first draft within 2 hours of assignment (CVA-approved template reimagined, or from scratch with brand samples).
2. Apply quality checklist before submitting: correct fonts/colors/logo; aligned uncrowded layout; no spelling/grammar/data errors; clear CTA/phone/hours; high-res proportionate images; Canva link and PNG/PDF/MP4 exported correctly.
3. Post a detailed task comment (draft status, ETA, waiting-on, Canva link / file).
4. Submit for internal review (assign QC reviewer in the task; revisions within 6–8 hours of notes).
5. After edits, finalize export, re-post as Final Version with files, mark complete once reviewer approves.
Design turnaround targets (working days)
Social media posts: 6–8 hours
- Flyers / posters: 1 day max
- Postcards / banners: 1 day max
- Newsletters: 2–3 days
- Handbooks / docs: 2–3 days
- Logos: 2–3 days (with drafts)
- Presentations: 2 days
- Video edits: 3–5 days
- Website pages (basic): 2 days
- Journals / books: milestone-based (up to 6 weeks)
- Minor text/image website changes: 1–2 business days
- New section on existing page: 2–4 business days
- New templated landing page or blog post: 35 business days
- Full new webpage (custom): 3 business days
- Major website updates: 3 days
- Emergency/critical fixes: same day (within hours)
CVA Non-Graphics Task Turnaround Standards
Non-negotiable benchmarks for weekly scorecards.
Marketing: social posting same day (4–6 hrs from approval); captions 24h; blog 2–3 days; CRM templates 1–2 days; basic SEO 2–3 days; email campaign 2448h; basic ads setup 2–3 days; newsletter 2–3 days; SoTellUs reviews 1–2 days.
Sales: lead entry same day; follow-up 24h; product upload 24–48h; enrollment/billing setup 1–2 days; retention 24–48h; collections same/next day; basic course setup 23 days; invoicing same/next day.
Customer service: inquiries 26h; live chat under 5 min; phone follow-ups same day; FAQ 1–2 days; onboarding setup 1–2 days; complaint initial same day; surveys 24h; basic event planning 3–5 days.
Operations: data entry same day / ≤24h; documents/forms/checklists/file org/spreadsheets 1–2 days; system updates same day; incentive tracking 2–3 days.
Technical: basic support same day; troubleshooting 2448h; software updates / minor website / email cleanup 1–2 days; templates 23 days; implementation / training setup 3–5 days.
HR: job posting same day; resume screen 24–48h; interview scheduling 24h; onboarding setup 1–2 days; payroll coordination same day; HR issue same day; policy docs / performance tracking 2–3 days.
Finance: expense/invoice same or next day; bookkeeping / KPI 1–2 days; reporting 23 days; CACFP entry same day; basic grant draft 3–5 days.
Personal (tracked, low priority): calendar same day; reservations 24h; orders same day; research 1–2 days; travel 2–3 days.
Start time: acknowledge within 2 hours; work begins same business day. If a deadline will be missed, update BEFORE the deadline. VA mistake = same-day correction. Multiple small tasks are not a delay excuse.
Performance targets: on-time ≥95%; rework ≤3%; response same-day.
Common mistakes to avoid
Copying public designer work; duplicating templates across clients without rebranding; forgetting CTA/contact; delivering without update or file link; wrong export settings.
Source: SweetProcess DOCX export (Drive pack). Migrated to Eniston category Allied. Do not treat as dual source of truth with SweetProcess. Drafting notes and “would you like this exported” footer from the source file were not copied.