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Managing multiple clients can become a daunting task. However, it’s a common goal that when it comes to your client pool – more is merrier. Your business can scale. It’s not easy, but it can be done. The key to growth is building a team that can help you get things done and hiring virtual assistants as part of your team could just be the missing link to bringing your agency to the next level.

As you start to scale your agency, how are you managing multiple clients all at the same time? If you are handling everything yourself, it’s close to impossible without wearing yourself out or sacrificing quality.

Getting a team of virtual assistants can provide you with an edge that other agencies do not have. Outsourcing Angel is definitely living proof of that. With an army of some of the best virtual assistants, the company is one of Linh Podetti’s successful businesses today. Drawing on her vast experience, Linh shares in this video the five stages that you should take with your virtual assistant to successfully manage multiple clients.

Stage 1. Leads Management

The first step to getting clients is finding them. We do this by creating a website, building email lists, running social media campaigns, engaging in outbound sales activities and a variety of other strategies. A virtual assistant can effectively manage these activities for you and help maintain channels that constantly create new leads. Linh recommends you hand these activities to your virtual assistant so that you free yourself up to focus on converting the leads to sales.

Stage 2. Invoicing and Payments

The headache behind invoicing and collecting payments cannot be described enough, especially when you’re pressed for time and overwhelmed by incoming work. The good news is that you can hire someone to do this for you. There are numerous virtual assistants who are more than happy to help with invoicing and payment follow-up tasks for you. The whole process can also be done online as well with cloud-based finance softwares and payment platforms now available to everyone.

Stage 3. Project Management

When clients say “yes” to your proposals, you’re only halfway there. The next step is to plan out and do the actual work. You’ll need virtual project managers to help plan out the work by creating project briefs and managing the actual work being done as well. You can also make use of project management tools like Asana, Basecamp, Trello and others to help document tasks and track progress.

Stage 4. Delivery

When all deliverables for your project have been finalised and approved, you can then have a virtual assistant communicate with the client, get feedback, revise (if necessary) until the client is happy with the results. After which, you can also have your virtual assistant create reports and track results of the project that your client might find useful for his or her business.

Stage 5. Nurture

After-sales is an important aspect of maintaining a business that many entrepreneurs miss out on because they run out of time to do it. But with the help of a virtual assistant, you can nurture clients by asking for feedback, getting referrals or even following up on possible future projects. That extra mile will help you gain more repeat clients and possible client referrals. At Outsourcing Angel, that extra mile is known as the RIMBA experience. Implemented by Linh, it projects an attitude of going beyond expectations by every member of the OA team.

Don’t Do it Alone!

Agency growth can only truly be achieved when we get people to help us. On our own, we’re limited. But with the help of virtual assistants, you exponentially increase the results for your agency. If you need help finding the right virtual assistants for your agency, then we at Outsourcing Angel are more than happy to help you start that process. The first step you can take is to download our Email Templates that our virtual assistants use to book leads for a consult and our KPI Dashboard Template to start tracking your goals today.

VA Writer: Patrick Mabilog
VA Position: Technical VA- Writer and Designer

Charlotte Ramos

Charlotte is a Copywriting Virtual Assistant with over 10 years of experience in marketing content creation, search engine-optimised blog articles and website copy. She's one of our most valuable Angels with vast knowledge of the digital marketing landscape and business systemisation.