Want to know the differences between Ad Hoc, Retainers and Packages? Look no further!

I know that every client has different needs and preferences when it comes to hiring someone. In this post, I want to break down the pros and cons of each option, so you can make an informed decision about which one might be best for you and your business.

First up, let's talk about Ad Hoc work. This is when you hire me for a one-off or a few hours of work here and there. The pros of Ad Hoc work are that it's usually slightly cheaper than the other options since you only pay for the exact time you need (to the hr). Plus, it gives you the flexibility to hire me as and when needed, without committing to a long-term relationship.

However, the cons of Ad Hoc work are that  sometimes work can take longer than you anticipated, which means the cost could be unpredictable which can make it harder to budget. It can take a little more time to build a relationship since we’re not working together as consistently, which can affect communication sometimes. My Ad Hoc work has a turnaround time of up to 72hrs (excluding weekends) – Great if you’re not in a rush for work, but not the best if you’re wanting a quicker turnaround. Of course, there is the option to pay a higher rate for urgent or out of hours work, but this is priced at time and a half and only possible if there is availability in my schedule for it at the time. To work Ad Hoc, I take 3 hours up front, as a deposit, and then we work from there - either we work past that and I bill for the rest at the end of  the month - or the task didn't use up all 3 hours, in which case, because it's the one and only deposit payment - the remaining unused amount is sent back (time is always rounded to 15 minute intervals).

Next, let's talk about monthly (4 week) Retainers. This is when you hire me for a set number of hours each month. The pros of Retainers are that we can build a long-term relationship, which leads to better communication and more efficient work. You have a set amount of my time put to one side for you. Think of it as like a theme park Fast Pass, Retainer work and Packages are prioritised over Ad Hoc as they are booked in advance so that time is guaranteed. And the cost being set out from the outset makes budgeting a breeze. My retainers have a turnaround time of up to 48hrs (excluding weekends).

However, a Retainer might not be the right fit for some clients. Since you're committing to a certain number of hours or tasks each month. Which is fine if you know you will have ‘X’ amount of work to be done every month, but if you don't use all the hours in your retainer, you cannot carry these over to the next month. That’s not to say that you can’t cancel your retainer – you just need to provide a months’ notice first.

Finally, let's talk about Packages. This is when you hire me for a set project or service I offer, such as email & diary management or social media support. The pros of Packages are that you know exactly what you're getting and how much it will cost upfront, which can decrease your mental workload and help you budget your expenses more effectively. Whichever package you purchase will have the ins and outs stipulated upon booking. For example, up to 2 platforms, up to 2 posts per week, up to 5 hours etc… you get the idea. With Packages, you’d be working with me for a period of time – just like with retainers – which means we can build a good relationship, which leads to even better communication and consistency. Your time is also secured in my diary, which means the turnaround time is the quickest of all my options. The longer we work together, the more in tune we get and the more efficient everything becomes for you. When you choose a Package, you also benefit by not having to have as much back and forth as Ad Hoc or Retainer work. For those, we have to be communicating about what you want to spend your time on next, what is your priority, how much time is left etc. This isn’t really needed with Packages – once the details are ironed out in the booking form and we’ve done the initial set up of password sharing, file sharing or whatever else is needed to get going – we already have a framework to go off and that’s what will get done. Saving you time to focus on your important tasks.

Despite these pros, Packages, like retainers, would also require a months’ notice to cancel as they are an ongoing booking. Also, if your package needs changed, it would need to involve a conversation and an alteration and sign off of the booking form (and a change in pricing if applicable).

So, what's the best option for you? It really depends on your specific needs and preferences. If you have a one-off project or only need a few hours of work here and there, Ad Hoc work might be the way to go. If you want to build a long-term relationship with me and have a set amount of my time guaranteed for you each month, a Retainer might be the way to go. And if you have recurring work, you need me to do for you, a Package might be the way to go.

My usual recommendation would be a package – purely because it’s the most beneficial for both me and you. Packages offer the best value and the most clarity. We know, from the outset, exactly what needs doing, what will be done by the end of the month, exactly how much it will cost and other than our back and forth at the beginning for set up, you don’t need to follow up as often because you’re not arranging or thinking up ideas for work to give me – Like I say, I’m assuming the whole point you looked into working with me or other virtual assistants was to take tasks off your to do list and not add to the workload. With packages, once set up, you can leave me to it and just check in when you need to.

Of course, if you're not sure which option is best for you, it's always a good idea to have a conversation about your needs and preferences. Feel free to get in touch at carrie@carriebollandva.co.uk. You can outline exactly what you’re after to see what would be best, ask questions to clarify anything or we can arrange a free 15-minute discovery call. Please do not hesitate to reach out, I am happy to assist.