Today’s topic of discussion is all about clients – the time I didn’t have any. Yes, we all have to start somewhere when we first create our virtual assistant businesses. You will need to have a steady flow of clients (buyers) actually to make money. I started off with very few contacts and zero leads. But with some hard work, I successfully landed my first two clients!
I was doing the happy dance every day. This is when I realized that I really could do this thing! It really increased my confidence level, and I was on a roll.
Then The Axe Fell
But soon I got a bit caught up in focusing on just working for just those two clients. And then it happened…one of those clients closed up their business and moved on to something else.
Suddenly I was worried about everything! Where was I going to get another client?
Freak Out Time Ahead
I was flat freaking out, unsure how to get more clients into my business. Was it over for me? And that’s when I knew I had to do something about it – and fast! And that’s when I also decided I’d never ever be in that position again! Never…ever!
So I made a plan with my options and here’s what I did.
I started marketing myself in Facebook groups. I started writing more blog posts, doing more videos and helping others.
And before I knew it, I had several clients lined up to work with. All it took was the determination not to quit. To move forward and look for other clients. So what’s the solution when you need clients?
Put yourself out there, don’t quit, and be determined. If I can do it, I know you can too!
Your Solution to Finding Clients
I would love to help you become more confident in your business. That’s why I offer 1×1 mentoring to other business owners. You don’t have to do it all alone, I will help with whatever you need help with.
Here’s where you’ll find information on my mentoring service Get ALL The Deets Here. Then sign up for 1 session or multiple sessions, it’s up to you.
A Simple Process for Consultations & Onboarding New Clients
As you work on creating your virtual assistant business, you will get to a point where you’re ready to start taking on clients.
And then you freeze. You can be sure of it.
Then you realize that you’re not sure of all the pieces involved in that process.
You think things like:
How do I let potential clients know I’m available to talk about their needs?
What should my client onboarding process look like?
Do I have a client welcome packet?
If any of those thoughts are spinning around in your head, I’m here to help. This post is going to break down each step for you.
Here is my successful process for consultations for new clients:
Contact Page
Having a contact page on your site is important. This is often the first contact point between you and potential clients, and step one in the process.
To make it easier for potential clients, I suggest having a contact form that they can fill out, as well as a link to schedule a call with you.
Initial Consultation Call
Once the potential client schedules with you, you’ll want to have an idea of what to say on the call. You want to ask the right questions so that you understand what they’re looking for, and make sure you’re both a good fit for each other.
Estimate
I don’t usually recommend giving someone a final price over the phone. Rather, explain that you’ll use the info from your call together to create a solution that’s best for them, and you’ll get back to them with an estimate. You can create a simple estimate document or send one with online options like Freshbooks.
Contract
Once a client agrees to get started, both of you need to sign a contract before work begins. You can keep the contract simple and cover things like scope of work, time frame, how you’ll communicate with each other, confidentiality, and how you’ll handle things if either of you chooses not to work together and terminate the contract.
Invoice
I highly recommend sending an initial invoice after the contract is signed so that you receive payment upfront. You can do so with online programs such as PayPal or Freshbooks.
Welcome Email
Now it’s time to email your new client, welcoming them and letting them know how you will start the process of working together. Send them a copy of your signed contract, and talk about the next steps. Make sure that you’re clear on how and when you will communicate with each other.
Client Form
This is a place for you to keep all the important information about your client and their accounts. You can create a Word or Google Drive doc, an Excel spreadsheet, or keep the info in Evernote—whatever works best for you. You’ll want to note things like their name, business name, website, email, phone, social media profile links, and the services you’re providing for them.
Thank You
Add a special touch by sending your new client a small thank you gift or card. This is a completely optional step, but something that will set you apart from others.
The Big Secret About Getting Clients from Online Groups
As a virtual assistant, one of your marketing strategies to get new clients might be searching for them in online groups. The Big Secret About Getting Clients from Online Groups is NOT really that big of a secret.
So, places like Facebook and LinkedIn make it so easy for us to find groups to socialize in.
And this marketing strategy can be very effective—IF you know how to work it.
Here’s a secret:
Join groups that include YOUR specific target market! And then make real connections and relationships with those in the group.
I’ll explain below:
First, joining virtual assistant groups is a great idea. But not necessarily a place to find clients.
Remember—everyone else in there is looking for clients and building their business as well. Other virtual assistants are NOT your potential clients. (Unless that’s exactly who you’re targeting—that’s a different story—and a completely different conversation!)
So, should you bother to join virtual assistant groups?
Absolutely yes!
VA groups can be a great resource for you. You can get answersto questions so that you don’t stay stuck. Here are a couple of examples: needing a quick tech answer or wondering if other VAs has used a certain kind of software, and if they like it. Groups are great for that type of information.
And don’t forget about the search feature in groups. You can often find a quick answer by typing your keyword(s) in to the search box and find threads that answer your question.
They’re also useful in making sure that you don’t feel so lonely in this industry. Many virtual assistants feel isolated when they no longer have co-workers or any face-to-face contact with others. You might have family and friends who don’t really “get” what it is that you do and aren’t very supportive. This is where you can come in to a VA group and find other like-minded people to support you.
If you visit a VA group enough, participate and help others out, it’s also a great place to network and make connections with other virtual assistants. You just might end up with a referral partner or two. Connect with VAs who offer different services and you can outsource work to them, start building a team or refer clients to them.
So, being active in VA groups is also a way to get some free mentoring. The groups are often run by VAs or VA mentors who have been in the industry for quite some time. There are also active veteran VA group members who will jump in, answer questions and offer advice. Think of it as a way to shorten your learning curve and move forward just a little faster in your business.
If you’re thinking of working with a VA mentor to advance your business, getting involved in their group is a great way to get a sense of their style and see if you’d be a good fit to work together.
What doesn’t really work in these VA groups?
Only stopping in when you need more clients and asking the group if they have anyone to refer to you.
Creating posts in the groups and/or linking to articles on your blog that explain the importance of hiring a VA. (This is a group that’s already filled with VAs, remember?)
Posting about your MLM or direct sales opportunity that you do on the side of your VA business.
Now, let’s talk about joining groups that include your target market
If you’re looking for new potential clients online, joining groups where THEY hang out is a smart marketing strategy.
I do understand that this can be a little out of your comfort zone. But you CAN do this!
First, you want to check the group rules/profile and make sure that they also accept people in the group that support their industry. (That would be you.)
Make sure to read all group rules and follow them. You want to be respectful of the group owner.
Start going through the posts in the group and getting a feel for the conversations and style. You don’t necessarily have to jump in and post something right away.
If the group owner asks new members to make a new post and talk about yourself, take advantage of that. Make sure you let them get to know you as a business owner—but also you on a personal level. People do business with those that they know, like and trust.
Do you see any questions being asked in the group that you can help with? Then go ahead and post your answer.
Be helpful!
Do NOT constantly spam the group with posts all about what you do and links to your site. That’s a quick way to get kicked out.
Think about what value you can add to the group. Maybe you can create a post that solves an issue you see mentioned in the group repeatedly. Perhaps there is a tool or software you use that saves you tons of time and money that you could share with the group.
All in all, remember that these are real people and your goal is to develop real relationships. Be genuine, not spammy. Realize that it takes time and consistency to build these relationships.
You don’t meet someone on the street and immediately ask them to marry you, right? It’s the same thing here. You need to give this marketing strategy time and establish relationships. If done right, it can be very effective for connecting with new clients.
Next steps:
If you want to learn more about relationship marketing and how it works, click here.
I also invite you to join my own FB group, filled with really awesome VAs that help and support one another, the VA to the ResQ Facebook group.
A Simple Process to Onboard New Clients in your VA Business
Having a Simple Process to Onboard New Clients what we are exploring today. Below are some steps you can take to become a successful business.
As you work on creating your virtual assistant business, you will get to a point where you’re ready to start taking on clients.
And then you freeze. Like really?
You realize that you’re not sure of all the pieces involved in that process.
You think things like:
How do I let potential clients know I’m available to talk about their needs?
What should my client onboarding process look like?
What should I put in my client welcome packet?
If any of those thoughts are spinning around in your head, I’m here to help. This is going to break down each step for you.
A Simple Process to Onboard New Clients
Here are all the deets:
Contact Page
Having a contact page on your site is important. This is often the first contact point between you and potential clients, and step one in the process.
To make it easier for potential clients, I suggest having a contact form that they can fill out, as well as a link to schedule a call with you. You can set this up easily by using a CRM like Dubsado. Clicking this link will get you a discount, just sayin’.
Initial Consultation Call
Once the potential client schedules with you, you’ll want to have an idea of what to say on the call. You want to ask the right questions so that you really understand what they’re looking for, and make sure you’re both a good fit for each other.
Estimate
We don’t recommend giving someone a final price over the phone. Rather, explain that you’ll use the info from your call together to create a solution that’s best for them, and you’ll get back to them with an estimate. You can create a simple estimate document or send one with online options like Freshbooks or you can also do this in Dubsado. Make it part of your process.
Follow the Plan
Contract
Once a client agrees to get started, both of you need to sign a contract before work begins. You can keep the contract simple and cover things like scope of work, time frame, how you’ll communicate with each other. Add in things like confidentiality, and how you’ll handle things if either of you chooses not to work together and terminate the contract.
Invoice
It is highly recommended that you send an initial invoice after the contract is signed so that you receive payment from the start of the project. You can do so with online programs such as PayPal or there are great options for doing this in Dubsado.
Welcome Email
Now it’s time to email your new client, welcoming them and letting them know how you will start the process of working together. Send them a copy of your signed contract, and talk about next steps. Make sure that you’re clear on how and when you will communicate with each other.
A few more steps
Client Form
This is a place for you to keep all important information pertaining to your client and their accounts. You can create a Word or Google doc, an Excel spreadsheet or keep the info in Evernote—whatever works best for you. You’ll want to note things like their name, business name, website, email, phone, social media profile links and the services you’re providing for them. If you use Dubsado, these things you can have set up automatically.
Thank You
Add a special touch by sending your new client a small thank you gift or card. This is a completely optional step, but something that will set you apart from others.
Follow the plan step-by-step. One thing I know well is that with everything, taking each step will build your confidence level higher and higher.
