It’s such a great feeling to take the leap into starting your virtual assistant business and hit those first milestones when you sign your first clients and projects. Before you know it, the work is flowing in each month! All of sudden though, you have multiple clients to manage while trying to manage new enquiries for prospective clients and you can suddenly see all the disorganisation in your day-to-day processes.
Being busy is a good problem to have, but it can feel very overwhelming if your business isn’t organised to scale with you as you grow. Don’t stress and close your books for the month just yet, we’ve got your back. A sprinkle of organisation and TLC for your back-end systems and process will get your virtual assistant business in tip top shape. Set your business up for success to grow with you and spend time doing what you love each day, not drowning in admin work.
The number one recommendation we have for organising your virtual assistant business is setting up a CRM (Customer Relationship Management) system, like Dubsado. A CRM system helps you manage and automate the communication between your business and your clients – think everything from the emails you’re sending manually to book in discovery calls, proposals, invoicing, onboarding and offboarding – it can all be automated and managed through your workflows in your CRM. No more jumping from platform to platform and spending your precious time doing mountains of admin work in your business.
It can be overwhelming at first, but once set-up your workflows and CRM system help ensure you never drop the ball with your client experience.
Dubsado is our bread and butter workflow automation tool that we use to manage our own back-end processes, and set up for our clients, at Behope Studio.
Whether or not you have a fully automated CRM system or workflows set up, utilising templates is something that will make you feel organised AF and save you time in your virtual assistant business. Something as simple as a few scripted email templates will save you hours crafting the perfect email or finding the right words to convey your message to your clients. Having these on hand so you can copy, paste and swap a bit of pre-filled information means spending way less time tackling your inbox each day when you could be doing other client work.
Templates for everything from emails to proposals are a great way to ensure your client experience never slips. As your business grows, your prospective clients will continue to receive the same love and care from their first interactions to their last.
Psst, don’t have time to write email templates? Take a cheeky peek at the ones we’ve created for busy virtual assistants just like you, here.
Now, I know you’re eager to do it all for your clients but let’s chat boundaries. It feels all well and good to go above and beyond when you start out. However, as you grow you may start to feel that squeeze of resentment when you’re working late and your client emails you to ask if you can do ‘just one more thing.’ Setting clear boundaries from the beginning with your clients on guidelines of your working hours, how many revisions you do, and how much time you need to turnaround tasks can all help set clear client expectations from the beginning.
Organised communication is key in organising your virtual assistant business. In addition to setting boundaries and clear client expectations, tangibly keeping all your communication in one place (such as via email) – instead of over socials, Whatsapp, email, or by carrier pigeon – means that no task slips through the cracks. Great communication is exceptionally important in running an organised virtual assistant business.
We love helping our clients transform their business with a full Dubsado CRM set-up, but we know not everyone is in the place to make this full investment right away. Saving time and having a stellar client experience is something every business owner deserves though, that’s why we’ve created a handy dandy Dubsado 101 Guide Book (for the DIY-ers we know and love). Launching July 24th, sign up for the launch list and be the first to have it in your hot little hands, my friend.
Prefer someone to take your messy processes (no judgement here) and polish them up all shiny and fresh? We’ve got you! Apply for our Dubsado in a Day and wipe the sweat off your brow. Your systems and processes are about to start giving you hours back in your day.