Find & book your dream VA clients with ease
Want to become the Epic VA with all the best clients, juicy word-of-mouth referrals, and the month-long waitlist? The secret to finding the right clients starts with you!
As a new Virtual Assistant you might feel overwhelmed at how much you have to learn. You’re not alone and it’s totally natural.
The good news is that you don’t have to overthink the systems and tools you need to get your business up and running. With a few simple systems and free tools and software, you focus on the most important part of starting your virtual assistant business: landing your first clients.
When I’m talking about systems, I’m talking about processes and procedures that keep your business running smoothly. These systems require tools, which are software solutions that you use to carry out the tasks inside your systems of processes and procedures. The systems you’ll need as a new VA don’t necessarily require expensive software. Most of the systems I’ll mention here can be done with free tools. Perfect for when you’re just starting out.
The systems and processes I’ll be talking about here are pretty much the same systems any business needs to put in place when they first start, but they are very important. And before we start, don’t worry about getting all these systems completely figured out before getting out there and landing your first client. You can build these processes as you go along. Just keep them in mind as you grow your virtual assistant business.
This is mostly about getting your name out there and making connections so that people know what you do and that you’re open for business. Network in real life, ask for referrals, and join Facebook groups filled with your ideal clients.
Once you start making connections, figure out how you can nurture those connections. A website, even if it’s just one page, is ideal because it allows people to learn more about you and sign up for your email list. Whether you keep connections on social media or indulge in a CRM solution, the idea is to gather your audience in one spot so you can nurture them into customers.
You’ve started making connections through networking and being helpful on social media. You’ve been emailing your list weekly and now someone wants to work with you. This is the moment you’ve been waiting for!
Create a process that makes becoming a client easy for both you and your prospect.
I recommend having a discovery call to make sure it’s going to be a good working fit. Include a simple, easy intake form so you can do a little research to make sure they’re a match for your offer. Then create an outline or process for determining if the client is someone you’d want to work with.
For example, you can ask what their goals are for the business, how they like to work, what their expectations are, and what type of help they need. Get my best tips for mutually beneficial discovery calls inside my free course, The Epic VA’s Guide To Finding and Signing Dream Clients.
Your discovery call went well. Your new client is excited to work with you and you’re excited to work with them.
Get clear on the scope of work, deliverables, and investment with a proposal. Make the agreement solid with a contract.
For both of these documents, I recommend creating and using a template. That way, you can simply fill in the blanks for each new client and send the document for signing. The important part here is to have a documented process for completing and sending proposals and contracts that makes it easy for your client to say yes.
Swipe my 5-figure proposal and contract templates inside my free mini-course, The Epic VA’s Guide to Finding and Signing Dream Clients.
You’ve landed your next (or first!) client. Congratulations! All of your hard work is finally (quite literally) about to pay off.
Make it easy for your client to pay you with a process for invoicing and collecting payment. If you’re working in a single currency, this will be pretty straightforward. However, if you’re helping clients in different countries with different currencies, your invoicing and/or payment systems might need something more flexible currency-wise. If that’s you, shoot me an email for some recommendations.
NOTE: Your invoicing system might also require a payment processor like Stripe or Paypal.
Set yourself up for success with a new client by checking in every day for the first three weeks. This gives them a chance to clarify any confusion and give your feedback early in the relationship.
I recommend sending them a video recording or voice note so you don’t have to worry about finding times to connect every day, which can feel like more work. Keep your check-in’s short, summarizing what you accomplished for the day, your progress on the task, what you plan on working on the next day, any questions or concerns you may have, and when they can expect a full report.
Depending on your specialty, full reports may be appropriate weekly or monthly.
If you’re on a monthly retainer, sending weekly reports will help manage expectations and your workload. A good weekly report is simple: include a weekly summary of work completed and left to do, questions you have, suggestions for improvement, how many hours you worked, and how many hours you’re expecting to bill for the month (these last two are assuming you’re billing by the hour).
Eventually, you’ll want processes for providing reports, getting feedback, soliciting testimonials, and asking for referrals. All of that will be easier when you get into the habit of communicating with your clients regularly. It also helps to set that expectation in your discovery call, proposal, and contract.
Keep your clients and your own business organized with a project management tool. Project management tools can be as flexible as your imagination.
If you have more than one client, try adding each client as a project inside your PM tool. You can also add your own metrics, KPI’s, and idea parking lot as separate projects. You can even use your PM tool as a CRM to track leads and discovery calls.
Try Teamwork Projects with 2 projects for free. If you use my affiliate link, I may receive a monetary gift if you choose to upgrade to a paid plan.
If you want a personalized fast track to growing your virtual assistant business, let’s talk. Your mentorship is 100% customized and designed to help you scale your new Virtual Assistant business to $50/hr and beyond.
We’ll cover things like:
→ Essential foundations so scaling your business is smooth and sustainable
→ Filling your calendar with dream clients
→ Setting boundaries to avoid burnout
→ Crafting offers that provide overwhelming relief
→ Creating a stellar customer service experience – because that’s what being an #EpicVA is all about!
→ Getting past imposter syndrome to genuinely and joyfully market your business
→ Growing your profitability with a network, metrics, and more