Getting Started
How do I begin working with The Task Alchemist?
The first step is a complimentary Strategy Session. This isn’t a sales pitch; it’s a diagnostic call where we identify your operational bottlenecks and determine if our agency model is the right fit for your growth.
What is your onboarding process?
Swift and structured. Once you sign the agreement, you’ll receive our Onboarding Packet immediately. We conduct a Kickoff Call within 48 hours to align on goals, access, and priorities, ensuring we can start executing in less than 3 days.
What are your payment terms?
Retainers are billed automatically on the 1st of each month via secure ACH or credit card. Project work (like Audits or Safety Checks) requires a 50% deposit to secure your slot on our production calendar.
Do I need to purchase new software to work with you?
We bring our own internal tools (Bloom.io, Asana, JumpCloud) to manage our work for you. However, if we recommend specific software for your business (like a CRM for your sales team or a safety platform for your crew), those subscription costs are the responsibility of your company. We will always advise you on the most cost-effective solutions.
How do we communicate during a project?
We believe in structured, transparent communication. For Retainer clients, we utilize a dedicated Client Portal (Bloom.io) and project dashboards (Asana) for day-to-day updates. We also hold scheduled bi-weekly strategy calls to ensure we stay aligned on high-level goals. We avoid ‘inbox chaos’ by centralizing all requests.
Our Solutions & Packages
What types of services do you offer?
We are an integrated Operations & Safety Agency. We provide Strategic Administrative Solutions (Executive Support, Ops Management) and Safety Program Administration (Backend Compliance, Data Analysis). Uniquely, we also provide Creative Production (Websites, Branding, Presentations) to help you look as professional as you operate.
How do your Operations and Safety services work together?
Operations is the engine; Safety is the brakes. Most consultants only fix one. We optimize your back-office efficiency while simultaneously ensuring your safety documentation (SDS, Training Logs) is audit-ready. This integrated approach reduces liability while increasing speed.
Are you a Virtual Assistant or an Agency?
We are a Strategic Agency. Unlike a standard VA who waits for tasks, we are Principal Consultants who proactively build systems, manage vendors, and produce high-level assets. You don’t train us; we audit and improve your operations.
Working Together
Why is there a setup fee for retainer packages?
The setup fee covers the intensive initial work required to build your operational foundation. During the first week, we conduct a deep-dive audit of your current systems, set up your client portal, build your project dashboards in Asana, and configure your secure file management. This ensures that when your monthly retainer officially begins, we hit the ground running with zero friction.
Do unused retainer hours roll over to the next month?
To ensure we can guarantee capacity for all our clients, unused hours do not roll over. Our retainer model reserves a specific block of our time exclusively for your business each month. If you are consistently under-utilizing your hours, we can discuss adjusting your package during our quarterly review.
What is your cancellation policy?
We require a 30-day written notice for all retainer cancellations. This ensures we can offboard your data securely and transition your assets back to your internal team professionally.
What if I have an urgent request?
We pride ourselves on responsiveness. However, requests requiring a turnaround of less than 48 business hours are considered ‘Rush Services’ and may incur a 50% surcharge. This ensures we can prioritize your emergency without disrupting workflow for other clients.
What are your business hours?
Our standard business hours are Monday through Friday, 8:00 AM to 5:00 PM PST. Our Strategic Advisory tiers offer extended and priority response times for clients who require it.
Do you work with clients outside of Southern California?
Yes. Our Strategic Administrative and Creative Agency services are available nationwide. However, our specialized Safety Program Administration (specifically Cal/OSHA compliance) is focused on California-based businesses or companies with California operations.
Do you guarantee results?
While we cannot guarantee specific market outcomes, we guarantee our deliverables. If an asset (like a Safety Manual or Website) does not meet the agreed-upon scope, we revise it until it does. Our 95% client retention rate speaks to our commitment to quality.
Ready to Get Your Questions Answered?
If you have a question that isn’t answered here, we’d love to hear from you. Schedule a complimentary consultation to discuss your specific needs and learn how we can become your partner for resilient growth.
Book Your Free Strategy Session