3 processes to wow your VA clients
This week’s blog post is all about processes you can set up in your Virtual Assistant business to streamline your work, impress potential clients and wow your paying clients.
The word ‘processes’ isn’t exactly glamorous, and it probably won’t get you fired up in the morning either.
‘Woo, I’m going to set up some processes around here!’
Said no VA ever.
BUT as unglamorous as they sound, processes can have an enormous impact on your productivity, your efficiency, your sanity levels and how your clients see you. We want potential (and then signed) clients to view you as professional and well-organised, as well as making your life a lot easier.
The systems I’m going to share with you are free. As nice as all-in-one systems are, you absolutely don’t need one when you’re starting out. They cost money (like Dubsado), and although they’re not an extortionate amount, it’s best to keep costs as low as possible when you’re starting out. Instead, choose to invest in things that will make a bigger and faster impact on your business like a VA programme (here, obvs), a Mentor (here, obvs), mindset support or specific training on tools you can use. Although tbh all systems have free online learning resources anyway!
Right, let’s dive into the 3 processes you can set up to wow your clients.
Call booking
Start your client journey on a strong footing by setting up an automated discovery call booking process.
Make it clear on your social media profiles and your website (even a simple 1 page website works, OR Linktree if you haven’t got round to the website yet) how a potential client can book a call with you - we want everything to funnel towards the discovery call.
Include questions on your call booking link so you can find out as much information as possible before you speak.
Use a free call scheduling tool like Calendly to set this up.
Onboarding
Having a smooth onboarding solidifies your professionalism and organisational prowess, as well as instilling confidence in your client. They’ve clearly picked an excellent VA to work with who knows exactly what they need to get started!
Write down your process for this once you’ve set it up so you can rinse and repeat for each and every client you sign:
Have a contract ready to send via an e-signing tool
Welcome them with an onboarding packet
Include a form for them to complete with all the information you need
Set up your kick-off call
Set up regular catch-up calls if that has been agreed
Working
Each client will be different and you’ll work with them in different ways. BUT there are a few things that will be consistent, the first of which is ensuring you establish how you’ll be communicating with each other and how they’ll delegate work to you.
Some ways that might work:
They send an email to your VA account
They set up an email address for you and delegate that way
They (or you) set up a project management space and delegate work that way
Systems and processes don’t need to be overly complicated and they don’t need to cost a heap of money either. Although it’ll take a bit of time in the beginning to get these processes set up, it’ll save you heaps of time and worry going forward. As you gain experience working with clients you’ll probably find that you want to tweak your processes or introduce certain tools, but in the beginning simplicity is best.
I’d love to hear which processes you have in place already, and which ones I’ve shared in this blog post that you might implement straight away. Leave a comment if you can!
