Building the Framework for Flow
Your 90-Day Roadmap to Operational Excellence
"Welcome, Bernadette — we're thrilled to have you join the WELLegacy family."
WELLegacy specializes in premium-to-luxury travel experiences that go beyond typical vacations. We curate wellness-oriented journeys designed to heal, transform, and build lasting legacies for our clients and their families.
Our approach combines intentional travel planning with holistic wellness principles, creating experiences that resonate across generations. Every itinerary is crafted with care, authenticity, and a deep commitment to transformative travel.
We believe travel should be more than a getaway—it should be a catalyst for personal growth, family connection, and lasting memories. Our premium services cater to discerning travelers seeking meaningful experiences that align with their wellness goals and values.
From custom itineraries to group wellness journeys, we handle every detail with precision and care, ensuring each trip becomes a cherished part of your legacy.
Founder & Lead Travel Consultant
Visionary leader curating transformative travel experiences
Social Media Manager
Crafting our digital presence and brand story
Business Virtual Assistant (You!)
Building operational excellence and systems
Executive Assistant
Your primary point of contact
Curating experiences that heal generations and build legacy through intentional travel. We believe in the transformative power of wellness-focused journeys that create lasting impact for individuals, families, and communities.
To provide premium travel experiences that integrate wellness, authenticity, and cultural immersion, creating meaningful connections and memories that transcend typical tourism.
Every journey we design is an opportunity for transformation, healing, and legacy-building. We're not just planning trips—we're crafting life-changing experiences.
Build lasting relationships with our clients through exceptional service, personalized follow-up, and loyalty programs that keep them coming back for their next transformative journey.
Diversify into Corporate Wellness Travel, Group Journeys, and integrate Fullscript business to provide comprehensive wellness solutions for our clients.
Optimize our systems and processes to handle 10x more clients with our existing team, ensuring quality remains exceptional as we grow.
Active Clients: 3
We're in our startup phase with tremendous growth potential ahead.
90-Day Goal: $5,000/month
This milestone may evolve as we refine our business model.
Every decision we make prioritizes our clients' needs, preferences, and wellbeing. We go above and beyond to exceed expectations and create unforgettable experiences.
Your Role: Build systems that ensure no client detail is overlooked and every interaction reflects our commitment to excellence.
We curate genuine, meaningful journeys that create lasting change in our clients' lives. Authenticity and transformation are at the heart of everything we do.
Your Role: Ensure our operational systems support the delivery of personalized, high-touch service that enables transformative experiences.
We maintain the highest standards of honesty, accuracy, and accountability in all our business operations and client communications.
Your Role: Create transparent workflows, clear documentation, and reliable systems that build trust with clients and team members.
We believe in the power of teamwork, continuous learning, and mutual support. Together, we're building something extraordinary.
Your Role: Foster collaboration through clear communication protocols, shared systems, and processes that bring our team together.
Your work will create the foundation for WELLegacy's scalable growth. The systems you build will enable us to serve more clients with excellence while maintaining the personalized, high-touch service that defines our brand.
Personalized travel planning tailored to individual client wellness goals and preferences
Curated group experiences for families, friends, or corporate wellness retreats
Transformative journeys focused on healing, rejuvenation, and personal growth
This video is a complete demo of the Tern CRM platform. You do not need to watch the full video but it's here to help you gain an understanding of the platform.
Understanding where we need improvement is the first step toward building better systems. Here are the key challenges you'll help us solve:
Manual handoffs between team members create opportunities for information to fall through the cracks. We need a streamlined intake process that captures all client details and preferences from the first interaction.
Without standardized tracking methods, it's difficult to maintain visibility into project status, deadlines, and deliverables. This leads to miscommunication and missed opportunities.
Content planning and execution aren't always synchronized with business priorities, resulting in missed marketing opportunities and inconsistent brand messaging.
Email overflow and calendar clutter make it challenging to stay organized and responsive. We need better systems for managing daily administrative tasks efficiently.
You'll work with a carefully selected suite of tools designed to maximize efficiency and collaboration. Here's your technology stack:
Primary Hub: Email, Drive, Calendar, Docs, Sheets
Your main operations center for communication, file storage, scheduling, and document creation. All core business activities flow through Google Workspace.
Knowledge Base: SOPs, Project Tracking, Documentation
Our central repository for standard operating procedures, project management, and team knowledge. You'll build and maintain our Notion workspace.
Design Tool: Presentations & Documentation
Create beautiful, professional presentations and documentation with AI-powered design assistance. Perfect for client-facing materials and internal resources.
Communication: Team Chat & File Sharing
Real-time team communication, quick questions, file sharing, and daily coordination. Check Slack regularly for updates and requests.
While you won't have direct access to Tern (our travel advisors' trip management platform), you'll create complementary systems that ensure seamless operations. Here's how we'll bridge the gap:
Establish clear communication channels where travel advisors share client and trip updates from Tern. Create templates for consistent information sharing.
Build a Notion database that mirrors key Tern data, allowing you to track projects, deadlines, and client information without direct platform access.
Design spreadsheet templates for status tracking, invoicing, and reporting that integrate with information from Tern via manual updates from advisors.
Schedule regular check-ins with travel advisors to stay aligned on client needs, project status, and upcoming deadlines.
Document every step from initial inquiry through booking completion, identifying touchpoints, handoffs, and decision points.
Build a project management system in Notion/Sheets that tracks all active projects, deadlines, and deliverables.
Design an invoice tracking system that prevents delays, eliminates duplicates, and provides clear payment status visibility.
Create comprehensive documentation and reusable templates for intake forms, project briefs, and invoicing procedures.
Marketing content planning is currently disconnected from business operations, leading to missed opportunities and inconsistent brand messaging across platforms.
There's limited coordination between the social media manager and the rest of the team, resulting in content that doesn't always align with current client projects or business priorities.
Create a seamless marketing coordination system where content planning, client stories, and business goals are perfectly aligned.
Enable Emmanuel to create compelling content that showcases our work while maintaining operational efficiency and brand consistency.
Establish regular coordination meetings with Emmanuel to align content planning with business activities, client milestones, and promotional priorities.
Build a centralized content calendar accessible to all team members, showing planned posts, campaigns, and content themes for the month ahead.
Design a clear process for submitting marketing requests, including approval paths, asset requirements, and timeline expectations.
Create standard procedures for sharing photos, client testimonials, and other marketing assets, including version control and file naming conventions.
Efficient administrative systems are the backbone of smooth operations. Your focus here is creating order from chaos and building sustainable habits that keep the team organized and responsive.
Design a comprehensive email management system including folder structures, label taxonomies, and canned response templates for common inquiries.
Implement calendar best practices that maximize productivity and minimize scheduling conflicts.
Build a Notion database for tracking recurring administrative tasks, ensuring nothing falls through the cracks.
Every SOP follows a structured review process to ensure quality and accuracy:
Focus on creating these essential SOPs first:
Client Intake Process
Project Management Workflow
Invoice Generation & Tracking
Marketing Content Coordination
Email Management System
Calendar Management Protocols
Weeks 1-2
Assess current state, identify pain points, interview stakeholders, document existing processes
Weeks 3-4
Identify gaps, prioritize improvements, research best practices, create improvement roadmap
Weeks 5-6
Build new workflows, create templates, draft SOPs, design tracking systems
Weeks 7-10
Roll out new systems, train team members, gather feedback, make adjustments
Ongoing
Track performance, optimize processes, update documentation, continuous improvement
Pause: Need more information or stakeholder input
Proceed: Clear path forward, implement the solution
Escalate: Requires leadership decision or significant resources
Target time reduction in key processes through automation and optimization
Team feedback score on new systems and processes
Team members actively using new systems within 30 days of implementation
Monthly revenue target after first 90 days (subject to adjustment)
Remember, we're in startup mode—these metrics will evolve as we learn what works best for our business. Your input on refining these KPIs is valuable and encouraged.
Monitor Slack channels throughout your work hours for urgent requests and team updates
Submit progress updates every Friday covering accomplishments, challenges, and next week's priorities
Weekly team meeting to review progress, address blockers, and align on priorities
Reporting Chain: You report directly to Ryan Arthur (Executive Assistant). For strategic decisions or policy questions, Ryan will escalate to LaTanya as needed. Always keep Ryan in the loop on major initiatives.
LaTanya: Travel industry expertise, client relationships, wellness travel
Ryan: Operations, systems, executive support
Emmanuel: Social media, content creation, brand voice
Urgent: Direct Slack message to Ryan
Standard: Post in #operations channel
Strategic: Bring to Friday review meeting
Collaborative learning is expected and supported. We're building this together—your questions help us all improve. Never hesitate to ask for clarification or support.
Hours: 10-15 hours per week
Days: Monday, Wednesday, and Friday 5 hrs per day max
Flexibility: Some weeks may require more or fewer hours based on project needs
Availability: Responsive during your scheduled work hours
Anticipate needs, identify problems before they escalate, and propose solutions without waiting to be asked.
Communicate clearly and concisely. Ask questions when uncertain. Document decisions and rationale.
Embrace feedback, continuously improve systems, and adapt to changing business needs.
Long-term Vision: Your ultimate success is creating scalable systems that work independently of Tern, enabling WELLegacy to grow efficiently while maintaining our high-touch, personalized service model.
Focus: Understanding current state and building relationships
Deliverables: Audit report, process maps, quick win implementations, initial SOP drafts
Focus: Building new systems and creating documentation
Deliverables: Complete SOP library, functional PM system, invoice tracker, marketing workflow
Focus: Rolling out systems and measuring success
Deliverables: Fully operational systems, trained team, metrics dashboard, optimization plan
Purpose: Protects confidential business information, client data, and proprietary processes
What it covers: Client information, business strategies, financial data, operational procedures, and any sensitive information you access during your work
Your responsibility: Maintain strict confidentiality of all WELLegacy information during and after your engagement
Purpose: Defines the terms of your engagement, compensation, and working relationship
What it covers: Scope of work, payment terms, work schedule, deliverables, termination clauses, and independent contractor status
Your responsibility: Fulfill contracted obligations and maintain professional standards
Purpose: Ensures compliance with data protection regulations and safeguards client information
What it covers: Data handling procedures, security protocols, access controls, and breach reporting requirements
Your responsibility: Follow all data security protocols and report any potential security concerns immediately
Purpose: Clarifies liability boundaries and risk acknowledgment
What it covers: Limitation of liability, indemnification clauses, and acknowledgment of independent contractor status
Your responsibility: Understand your liability boundaries and maintain appropriate insurance coverage
Mondays:
Daily:
Fridays:
Monthly:
We embrace AI to enhance efficiency, aiming for it to support approximately 30% of your workload. It's a tool to augment your capabilities, not replace human judgment or creativity.
Utilize AI for tasks like grammar and spell-checking, refining wording for clarity, and expediting research or content drafting. Its application should always be context-aware and benefit the overall workflow.
AI must never compromise WELLegacy's brand quality or diminish the human touch. Avoid outputs that lack genuine opinion, thorough research, or personalized insights. Your discernment is paramount.
For documentation, AI can draft initial content. However, your role demands meticulous review, editing, and ensuring the final output reflects human-level quality, detail, and accuracy.
By leveraging AI thoughtfully, you'll help us maintain our high standards while gaining significant productivity advantages.
Date: Friday, November 21st, 2025
Attendees: You, LaTanya Arthur, and Ryan Arthur
Purpose: Official welcome, answer questions, clarify expectations, and set you up for success. LaTanya will be available to meet with and ask questions to.
Preparation: Review this presentation and set up a brief plan of action to present to LaTanya.
Priority 1: Complete and sign all legal documents
Priority 2: Work through the VA Task Sheet starting with Week 1 setup steps
Priority 3: Submit any additional access requests via Slack #operations channel
Priority 4: Prepare questions for your onboarding meeting
Starting a new role can feel overwhelming, but you're not alone. The entire WELLegacy team is here to support your success. Don't hesitate to ask questions, request clarification, or seek guidance.
The systems you build will shape how WELLegacy scales and serves clients for years to come. Your work is foundational to our growth and success.
We're excited to have you on the team and can't wait to see the operational excellence you'll bring to WELLegacy. Together, we're building legacy experiences that transform lives.
"Welcome to WELLegacy, Bernadette — your systems will shape how we scale our legacy."
Welcome to WELLegacy, Bernadette