5 Tips for Better Follow Up in Your VA Business

5 Tips for Better Follow Up in Your VA Business

Where are your clients coming from?

Are you getting great clients easily from the people you come into contact with on a regular basis?

Or are you struggling to find clients - and maybe even taking on clients that you don't really want to work with, just so you don't turn down the money?

If you aren't meeting enough business people, that should be your first step in trying to get new clients.

But if you are meeting business people and still not getting clients, your follow up procedure probably needs work.

How many sales conversations have you had this week? this month? this year?

The more people you talk to about your business, the more clients you will get. It's just a numbers game. Honest!

A recent Hubspot survey (and many others!) says that it takes 5 to 7 marketing touches to bring someone from a new prospect to a client.

Are you following up with people 5 to 7 times? Are you following up with some of them at all? For me, it's the statistic more than that 'marketing' piece that is important. You have to connect with most people more than once to get them to advance their relationship with you in order for them to start working with you.

Here are 5 steps to set up a follow up system that works to get you clients:

1. Create a master list, database or CRM.

Keeping everything in one place is the most important part of managing your follow up (other than doing that actual follow up, of course!) Set up something that works for you. For some people that's a notebook, for others (like me!) it's a Google Sheet, and even others use a database, CRM or app on their phone. The key is to work within your habits. A beautiful database that you never use is useless. Keep things simple to start with and find a way to use it every single day so that it becomes a simple habit.

2. Record every interaction.

When you connect with someone, you need to find that master list and update it. That's part of why it needs to be so accessible for you. If you don't keep things up to date, it will not be effective for you. I use a Google Sheet because I can access it from my PC and my phone and anywhere else online. So when I speak with someone I can update it with my most recent notes and it is always current. With the many ways we can connect with people these days, having a central place to record it all is essential.

3. Communicate with intent.

When you are looking for those 'touches', be sure that you have a reason to connect with someone. Creating the intent - the topic of conversation, if you will - is essential when you reach out to connect with them. Maybe you know of an event that is coming up that you want to tell them about, or an industry trend that you are reading about that you want to share, or maybe it's just a check in to ask how their business is going. But be sure you know what the intent of the communication is before you send it.

4. Schedule time to do it daily.

Daily follow up is really important. When you are talking to people every day about your business, you will end up with a lot of conversations going on at once. Of course that doesn't mean that you have to email or message or call everyone every day! But you should reach out to at least a couple a day. It makes the routine regular and helps you stay on top of all of the relationships you are building.

5. Ask for a sales conversation only when the time is right.

When you are prospecting and doing follow up, patience is a virtue. Don't connect with someone and right away ask them to talk to you about working together. You want to nurture the relationship with anyone you connect with. When the time is right, you can ask the prospect if they want to chat about you helping them. Or, if they aren't your ideal client, you might ask them for a referral. But always make sure it's time for that and not jump into it.

Following a few rules when you are doing your follow up helps you to keep organized, on top of things, and authentic in your relationship building.

Remember you are going to be in business for the long-term. Connecting with potential clients is about the long game. Treat your prospects well, keep in touch with them, and you will find that you will get clients more easily. And you'll probably even find the networking part FUN!

For some tips on how to manage your sales conversations once you get there, check out this free training video: The Sales Conversation. There are over 40 free training videos for VAs on my Youtube channel!

Time is Money: 3 Tips to Use Your Time More Wisely

Guest Post: Author: Jimmy Cowan www.myspeedreading.com

A Virtual Assistant (VA) charges for their work either by the hour or project basis. The rate charged will depend on the work that you’re undertaking and the complexity of the project. Every VA wants to earn the best value for their time that they are dedicating for their service. So it’s important to charge the best value for your work.

Every VA wants to find success in their work. Time management is a big part of being successful. Our rates, schedule and productivity are all more effective when we manage our time well.

Do you have a plan?

For a VA, time is money. Every minute wasted is a loss of money. A VA must plan their day efficiently. The first thing to do when you begin your day is to plan your schedule so you can complete the work that you desire to finish in that day.

Also, make a plan for that month to achieve the targets or goals you have set for yourself. Ensure that you finish your work in that stipulated time. Planning is very important to be successful. It is rightly said that if you fail to plan, then you plan to fail.

Can you multi-task?

Multi-tasking is doing more than one thing at a time. Not everyone agrees with multi-tasking. Some say that multitasking reduces the quality of the work, or will cause you to lose focus. In fact, multi-tasking is a skill that you will acquire with experience. As you gain experience, you will tend to be able to juggle multiple tasks more effectively.

Can experience make you more efficient?

In your initial days, you might take a couple of hours to complete work. As you get more experience, you will complete work faster. For instance, if you're a proofreader, and you used to take an hour to proofread a 10-page article. Over time, now you could proofread the same 10-page article in half an hour. So now, you can complete double the work in an hour. Efficiency and expertise come with practice.

So, what’s the importance of reading?

A VA has to read a large amount of information in a day. Things like reading client emails, documents, contracts, blogs, business news, and books to improve their skills.

Most VAs book their time for client work and don't always think about how to improve simple tasks like reading.

Speed reading is a skill that a VA can acquire through practice and training. Being able to read and comprehend things in a more efficient way impacts your whole business.

Here are three quick tips for to become more efficient at reading:

  1. Skimming – Just scan through the documents to pick up information that is important. Skimming is a technique of speed reading. From a sentence or a paragraph, just read the important words or sentences and skip the irrelevant information. This saves a lot of time from reading long documents or emails. Of course this should not be used for proofreading, but practicing skimming is an effective technique for daily reading.
  2. Pointer method – While reading, just keep your finger below the word or line you’re reading and just continue sweeping the finger along the lines or sentences that you’re reading. This method helps in focusing on what you’re reading and you will read at a much faster rate.
  3. Eye Exercises – When you read, you engage your brain, eyes, ears, mouth and more. Our eyes have a tendency to go back and forth while reading. Doing a few eye exercises can help you train your eyes to take in more information by expanding your vision field.

Practice these techniques and you can invest your time more wisely while reading. And you can get more done quickly, which will increase your earnings.

And most importantly, don't forget to take frequent breaks!

When your stress increases, you efficiency and quality of work get impacted. A 5 to 10-minute break every hour will revive your brain and you will feel fresh. A short break will not impact work but will boost your productivity.

For more great tips on how to read more efficiently, visit www.myspeedreading.com.

CAVA