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How can I utilize my VA's most efficiantly? $50 for best advice!

by Matt Lee
14 replies
I recently hired a couple full time VA's to assist me with SEO/Design campaigns for clients. Both of them are rock stars, very capable with everything I've asked them to do. But I feel like I don't have enough work for both of them and can really use their time more efficiently..

So for the last week, we've worked on lead generation through email in addition to the tasks they are responsible for. Results have been meager at best, and I KNOW there's a more efficient way to use their time.

They're based in the Philippians, so cold calling is not possible. I know there are many ways to go about it. Just looking for proven, tested methods that work best & willing to pay $50 for the suggestion that works for my team.

I'd like to open this up to the forum, but if you don't want to spill your beans to the entire forum, I understand - just pm me your suggestions. If it works better than what I'm currently using, I will happily send you $50 just for a few minutes of your time.

Thanks in advance everyone.
#$50 #advice #efficiantly #utilize
  • Profile picture of the author krzysiek
    I hope any advice given will be public as I would find this information useful, too.
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  • Profile picture of the author PhilaPM
    Why isn't cold calling possible? A buddy of mine who runs a full time real estate investing business had a VA based in the philapines and he had her cold calling and following up on leads. He set her up with a skype phone number so it wasn't to expensive. He said it worked out great. I'd have your VA's focus on bringing in business by cold calling if possible.
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    • Profile picture of the author ChristopherDittemore
      Tell your VAs to use email

      Also they can cold call, they probably won't be able to close a door so have 'em set up appointments for you.
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      • Profile picture of the author Matt Lee
        Originally Posted by PhilaPM View Post

        Why isn't cold calling possible? A buddy of mine who runs a full time real estate investing business had a VA based in the philapines and he had her cold calling and following up on leads. He set her up with a skype phone number so it wasn't to expensive. He said it worked out great. I'd have your VA's focus on bringing in business by cold calling if possible.
        My VA's work from 9pm-5am my time - that's why it's not possible for them to cold call. Email is definitely the way I'd like to keep going.

        Originally Posted by ChristopherDittemore View Post

        Tell your VAs to use email

        Also they can cold call, they probably won't be able to close a door so have 'em set up appointments for you.
        Yeah, email is what I have them doing now, but I guess I was just looking for more creative ideas on how to spark interest in those emails & generate more email replies.
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        • Profile picture of the author Jason Dittberner
          Chances are your VAs have other hidden talents that you are not yet utilizing. Ask them what other kind of work they have done for other people and see if some of those skills can be applied to your business. You might be surprised as they usually won't come out and offer it (because they are too dedicated to the tasks you are giving them).

          You mention SEO and web design so maybe adding mobile and social to the menu would be an easy fit once you already have a client in the door. Having them research competitors, and what they are doing on social channels, and then leveraging that info to a possible social media package to the client would be beneficial.

          Along the same lines, have them do some other basic tasks like setting up a basic reputation management system for current clients. It could be as primitive as Google alerts, but the information gained could at least give you talking points when meeting with clients or make them aware of issues they may not yet know. Good client rentention practice.

          It never hurts to be as well versed in a particular industry as you can get. If you do a lot of work for in a certain industry, have them create "factoid" one-sheeters for you to review daily of the latest information/trends in that realm. It will not only help you but also help them understand the sphere they are working in as well.

          Last, it should go without saying, make certain they create a training manual of exactly what they do and how to do it. It is hard to find good people and get them trained, but even harder to replace someone good. Be ready just in case one of them leaves.
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  • Profile picture of the author TyBrown
    What about having them do database creation? Have them scour the web for your target market to make a list that can be used for mailings, emailings, tele-marketing from other telemarketers, and other prospecting.

    How about having them set up mini-sites targeted around a single keyword that you can use for lead generation?

    How about having them set up alternative landing pages for you to do some split testing?
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    • Profile picture of the author Matt Lee
      Originally Posted by Jason Dittberner View Post

      Chances are your VAs have other hidden talents that you are not yet utilizing. Ask them what other kind of work they have done for other people and see if some of those skills can be applied to your business. You might be surprised as they usually won't come out and offer it (because they are too dedicated to the tasks you are giving them).

      You mention SEO and web design so maybe adding mobile and social to the menu would be an easy fit once you already have a client in the door. Having them research competitors, and what they are doing on social channels, and then leveraging that info to a possible social media package to the client would be beneficial.

      Along the same lines, have them do some other basic tasks like setting up a basic reputation management system for current clients. It could be as primitive as Google alerts, but the information gained could at least give you talking points when meeting with clients or make them aware of issues they may not yet know. Good client rentention practice.

      It never hurts to be as well versed in a particular industry as you can get. If you do a lot of work for in a certain industry, have them create "factoid" one-sheeters for you to review daily of the latest information/trends in that realm. It will not only help you but also help them understand the sphere they are working in as well.

      Last, it should go without saying, make certain they create a training manual of exactly what they do and how to do it. It is hard to find good people and get them trained, but even harder to replace someone good. Be ready just in case one of them leaves.
      Hey, I really appreciate the ideas & totally agree with you. It's important to find out what you're VA's have done in the past. Utilizing their experience is a smart way to go about it. All around good advice.

      Originally Posted by TyBrown View Post

      What about having them do database creation? Have them scour the web for your target market to make a list that can be used for mailings, emailings, tele-marketing from other telemarketers, and other prospecting.

      How about having them set up mini-sites targeted around a single keyword that you can use for lead generation?

      How about having them set up alternative landing pages for you to do some split testing?
      Thanks for your input on this Ty - I'm not familiar with the mini site suggestion, can you elaborate a little bit on it for me?
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  • Profile picture of the author Juan L Costa
    If you are working with outsourcers, it's always best to have a structured system in place.

    First you have to decide how are you going to approach leads, and how your VA's skills fit into that approach.
    For instance, if you want a better approach than traditional email that doesn't involve cold calling, I would try with personalized videos (there are several threads about that) which is a kind of improved email approach.

    Once your leads are warm and have responded to your video, it's time for a follow up. A phone call would be the best option to either schedule an appointment or close the deal right there.
    For that instance I don't know if you would be able to use your VA's, since they don't work on US business hours.

    So in my opinion the best way to use your VA's time is to prepare "warm" approaches to potential costumers like a personalized video and stuff like that.

    Hope that helps.

    Kind regards
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  • Profile picture of the author superrooster
    Here is my suggestion which will win the $50. Fire one of them! Why are you asking what to do with two VA's that you don't have enough work for?

    If you must keep both, have one of them begin to focus on creating these lead generation sites for your area. Make a couple of sites for a few competitive industries: Real estate salesmen, dentists, lawyers, etc. Then rank these sites and have them sell the sites for rental fee. Give instructions and have them generate residual income.
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    • Profile picture of the author Matt Lee
      Originally Posted by superrooster View Post

      Here is my suggestion which will win the $50. Fire one of them! Why are you asking what to do with two VA's that you don't have enough work for?

      If you must keep both, have one of them begin to focus on creating these lead generation sites for your area. Make a couple of sites for a few competitive industries: Real estate salesmen, dentists, lawyers, etc. Then rank these sites and have them sell the sites for rental fee. Give instructions and have them generate residual income.
      Good points, and I actually hired 2 on with the intention of splitting their time between lead generation and current campaign projects.

      That's actually not a bad idea regarding the website idea. But I've never leased websites before. Another stream of residual income is very appealing though.
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  • Profile picture of the author mjbmedia
    why not challenge them to use their strengths to create strategies or ideas for you and your business, these people (and this is respectfully intended) are great at following pre defined and often fairly simple instructions but many of them have far more to offer us if we only gave them the opportunities , well maybe here you have such an opportunity to see how much they can shine, release the shackles, tell them maybe they have 5 or whatever is realistic hours a week to work on creating new avenues for your business , and if you work them into your business succesfully you will pay them bonuses etc. Or have them work on setting up a step by step walk through of your business so that the next person that slides in underneath them can take over without there being any noticeable loss of results
    Most of them are clever people massively under utilised
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    Mike

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    • Profile picture of the author Matt Lee
      Originally Posted by mjbmedia View Post

      why not challenge them to use their strengths to create strategies or ideas for you and your business, these people (and this is respectfully intended) are great at following pre defined and often fairly simple instructions but many of them have far more to offer us if we only gave them the opportunities , well maybe here you have such an opportunity to see how much they can shine, release the shackles, tell them maybe they have 5 or whatever is realistic hours a week to work on creating new avenues for your business , and if you work them into your business succesfully you will pay them bonuses etc. Or have them work on setting up a step by step walk through of your business so that the next person that slides in underneath them can take over without there being any noticeable loss of results
      Most of them are clever people massively under utilised
      I can't agree more that most VA's are very underutilized. Thanks for your input here.
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  • Profile picture of the author PhilaPM
    Why not require them to change their hours so they are working your normal business hours of 9-5pm. Most offshore or VA's are use to working odd hours. If they aren't willing to shift their hours then find some who are. I would think the best use of their time would be for them to be working during your normal business hours when they can make contact with other business owners. Have them calling places and setting appoinents for you. If you want to stick with email how about sending an email with a screen capture video doing a quick review of the potential customers current website or lack of website, and your services. That should be interesting.
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    • Profile picture of the author Matt Lee
      Originally Posted by PhilaPM View Post

      Why not require them to change their hours so they are working your normal business hours of 9-5pm. Most offshore or VA's are use to working odd hours. If they aren't willing to shift their hours then find some who are. I would think the best use of their time would be for them to be working during your normal business hours when they can make contact with other business owners. Have them calling places and setting appoinents for you. If you want to stick with email how about sending an email with a screen capture video doing a quick review of the potential customers current website or lack of website, and your services. That should be interesting.
      To be honest, I never intended for either of them to cold call, so it wasn't requirement when I hired them. I guess what I'm looking for is a more efficient "pitch" when emailing business owners initially. Currently I'm reaching out to local businesses w/o social media integration or high Google places positions and offering them a free video as a way to get my foot in the door so to speak. Which works okay, I am generating a few leads but there's got to be a better way to go about it.
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