When you start your virtual assistant (VA) business, it can be overwhelming when you realise how much work is involved. However, you can make things easier for yourself by putting systems in place to deal with every aspect of the business. You will then feel confident that you can handle any situation.
One of the most important systems you need to put in place is one that makes communicating with prospects and new clients straightforward.
An effective system should include:
Information pack – an outline of your working practices, services and rates, which you send to prospective clients interested in your services.
Prospective client questionnaire – a document in which you collate all the information you need to know about your prospect. It should be a guide to the support a prospective client need might need.
Client consultation – your fact-finding process, and a list of detailed questions to ask prospective clients.
Welcome pack – gives new clients all the information they need before they start working with you. Outline your standard operating procedures and pre-empt any questions you think they may have.
‘Pay As You Go’ contract – for work carried out on an ad-hoc basis, or as a one-off project.
Retainer contract – for clients for whom you provide regular, monthly VA support.
Terms and conditions – includes details regarding payment, confidentiality, omissions, etc. These are a vital part of your process as they tell clients how you operate.
New client questionnaire – once new clients come on board, it is useful to get some basic details from them. A questionnaire is a good way to ensure that you get all the information you require.
New customer checklist – use this to make sure so you do not miss anything.
Proposal – detailed proposal, which you can send, if requested, especially to larger companies.
Get access to our FREE Time Management Report as well as top tips, tools and resources in our fortnightly newsletter helping you create your perfect VA business:
