Big impact = long-term (happy) clients: 5 ways to make a real difference as a VA

So you’ve signed up a new client? Hurray! Time to pat yourself on the back and pour yourself a glass of something special.

Now that the hard work’s over, the real fun can begin! Because now you’ve got this wonderful new client on your books it’s time to start thinking about how you can make a big impact on them AND their business.

Because the more impact you have on your client’s business:

The longer you’ll work with them
The easier it’ll be to raise your rates
The more involved you’ll become in the business (and therefore more skilled you’ll become)
The more raving testimonials you’ll receive (which are marketing gold for VAs)

Side note: Not EVERY single thing you do will have a big, visible impact on the business! As VAs we take A LOT of work off our client’s plates and a lot of this is day-to-day stuff that they just don’t have time for (win-win for our clients, eh?), so don’t suddenly think that every single thing you do must absolutely blow your client’s socks off. But accumulated little actions can lead to big impact too!

Without further ado, here are 5 ways to make a real difference as a VA. They’re all things that have the potential to have a big impact on your client’s biz, and ultimately lead to longer-term work.

1 - Improve a process

When we’re so focussed on our business it’s really hard to see how something can be improved. It’s why we can never properly proof-read our own work: when we know how something should flow, we don’t notice when it doesn’t. The same can be said about your client’s processes, but as you’re an external pair of eyes you’ll be able to see how and when something can be improved.

Take a look at the processes your client currently has in place for their operations, their tech and their clients. Are there any parts that could be replaced and streamlined? Is there a tool that could replace the manual work you or your client are doing?

As an example, a few years ago a client of mine had an out of control inbox and various places where she kept her tasks written down. Things invariably dropped off her list because she had no process to actually keep on top of things. We worked together to set up Trello boards so she could work from one place and see the bigger picture, and I calendarised her tasks so she knew what she needed to do and when. Game-changer for her!

2 - Make a quick fix

Your client will absolutely have a huge list of things to do ALL.THE.TIME. And on that list will include things like ‘update website’ and ‘set up autoresponder’. Little things that won’t take long on their own but that build up over time and get lost further down the priority list. Imagine how it would feel if someone came along and did all those little things for you? It would feel amazing wouldn’t it?!

When you first start your working relationship - and periodically throughout - see what quick fixes you can make that will have a big impact. Here are a few ideas:

Check the links are working on their website
Sign up to their mailing list and check the email sequence makes sense and all links work
Update their availability on Acuity

3 - Document processes

How long did it take for you to learn how your client likes a task to be done? And how long would it take for you to show another VA how to do the same thing? If the answer is more than ‘not much time at all,’ create a series of standard operating procedures which document how to carry out repetitive tasks. It’ll save heaps of time as your client’s business grows and if you outsource to another VA when you’re taking time off (which, erm……you should!) An added bonus is that when you document processes you may notice ways to improve them too.

Here are two simple ways to create standard operating procedures:

Record your screen as you’re carrying out the task and add supporting notes
Take screenshots of each stage in the process and add to a Word or Google Doc with instructions

Save everything in the same place - Google Drive is a great place for this.

4 - Take ownership

It’s a business owner’s responsibility to manage everything from a high level but that doesn’t mean that as a VA you can’t take ownership of tasks and processes. In fact if you do, you become seriously game-changing to your client. By taking something completely off their plate, you save them much needed mental capacity.

To start this process, talk through what would be most helpful to take off your client’s plate. Where should your client really be spending their time? What process do they really not need to be involved with?

Tasks and processes might include:

Community engagement in a Facebook group
Blog management - all your client needs to do is write the post, and you’ll do the rest!
Social media management - you can repurpose existing content from blog posts and email newsletters to help their content work harder

Don’t feel offended if it takes a while for your client to take a step back. When you’re used to doing everything yourself for such a long time it can be hard to let go! But the more you take on and manage successful, the more your client will be happy to leave you to it.

5 - Be your client’s biggest cheerleader

It doesn’t take a lot of time to do any of these things but it shows your client that you value them and their business. It also means that they’ll be far more likely to refer and recommend you - not that they need another reason of course!

After you’ve had a call with your client, shout about it on social media. ‘Just had a call with X and I’m so excited to be working with them on something big!’
Share and like your client’s posts on social media
If you go to a networking event or see a post in a Facebook group about someone looking for someone just like your client, make that referral

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Well I hope these 5 tips will help you make a bigger impact on your client’s lives.

Remember this isn't about working longer hours - it's about being strategic with your time and helping your client do the same with theirs.