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this also actually made me change the way i see my role as well actually made my role more enjoyable for me so when i was by myself and doing everything in all aspects of sale like there were parts that really i felt really drained and didn't really enjoy at all and that actually brings down my productivity but now because i can delegate certain tasks to my va it left me with all the things that i enjoy in my role hi and welcome back to outsourcing angel it's lynn padetti here helping you to scale your business with virtual assistants who we call them as virtual angels now in this video you're going to hear from heidi duan who is our sales manager at outsourcing angel i chatted with her to learn more about her role and how a virtual assistant helped her in her role because at the end of the day i hired heidi to help me with sales i don't want her to be caught up doing admin work or any other tasks that a va could do so listen up as heidi shares what a va can do to help a sales manager all right so next i like to go into a new segment around what we use a va for and this is kind of interesting because look even looking at the metrics here it's not just you having to fill it all out there are other team members that help you to fill it out because imagine you have to do sales and filling out every single line items there that would have taken so much of your time so i guess the segment right now is i really want to talk about what can a va do to help a salesperson like yourself to cut down a lot of mundane work and tasks that you don't have to do anymore yeah sure so i'm gonna be the first to admit that without my va that helps in the sound like i'll crumble right because you've been speaking to so many leads per month and if you're spending that time to do the after call work the follow-up and you know all the administration it does take away the time that i'm available to speak to leads now i can remember sorry i'm available to speak to six seven or eight people a day is because the va has taken on the role of all the administration so even though i'm sending out proposals the va's are helping me put together the proposal vas are helping me schedule these appointments you know we work on an international level that means there's so many different time zones so the va's are arranging my calendar making sure that you know whoever i took from the united states or the uk it the time zone makes sense the time makes sense for both of us so essentially without them to help me do that and i have to do that all myself i'll probably be seeing like three people a day or something like that so not just administration but to help with the organization of the sales pipeline yeah yeah and i also find like sometimes if you have you have certain strength in an area you might not be as good in other strengths so for me i'm such a big vision person content creator that when i'm bogged down into the detail it's just there's more resistance from me like it doesn't flow as well so like do you find that with yourself like if you having to you know if you're like kind of talking to client and you're being that dynamic creative person and then having to go into this am i you know wearing a hat of attention to detail kind of thing is that a lot harder yeah definitely so like my strength isn't in the organization and the booking and the timing like you know that really like i don't know why it just drains me it's such an easy task i'm not saying i'm not capable in doing it but because you don't enjoy doing well it's not your strengths it takes so much longer to do like lba can literally do it with her eyes closed and for me i'll be like having to search up where florida is are they in eastern standard time like there's so much work just to find out a time zone because someone could just tell you where they're from i have to actually look up the time zone okay what does that mean blah blah blah so yeah yeah i mean that's interesting could you describe i guess your va's personality compared to you that makes her role doing that kind of admin support so easy and flowing yeah we have totally different personalities so i'm more like i guess you can say outgoing um you know i like to talk and i'm more like the client facing kind of role whereas my va she absolutely hates talking and like you know the client facing like if we were in a meeting and asked her to present she'll like crumble and she's like oh okay but she's really really organized with her administration and sort of like time management and all that so i guess that's where we differ i'm more like okay like you know client-facing and she's more submissive and like yeah more quiet which she loves this sort of like area because that's where she's surrounded she doesn't have to do things that makes her feel uncomfortable yeah and so describe your day like for example as a sales consultant at oa you know what is a typical day look like and where does the uh yeah i guess where you are and where does the va kind of intertwine in that role yeah so with my va we touch base every day so in the morning i'll set out certain things that i want her to do for me and then she'll give me a list of things that she needs me to do for her as well right examples yeah so she'll be like okay you need to follow up with this person that person um because you've sent them a proposal um or she would do the follow-up herself for me depending on like how far in the sales process i've gone with this person and if i've been chatting to this person back and forth she'll just like place a reminder for me to respond to so if there are something that she can't answer about our packages or anything like that then she'll just tap me into answer for that so my day does start off with me organizing my time and see who i have to see so i'll write out all the names of the prospects that i have to chat to and then do a bit of research on them either on the web or their linkedin and whatnot and then wherever i can fit time in between it'll be for the follow-ups um you know uh yeah so that sort of thing whereas my va she'll go in help organize like by the time she comes in there might be new contacts you leave should you go actually leave notes in our crm what some background about them so i don't have to like full do the full but from scratch research any notes important things that we found on their website she even like um that's how good she is right she even picks up errors in the website so if she clicks on like a social media link or something that doesn't work she'll be like hey just tell them that this doesn't work you know to show that we've done the research and i personally am not that detail orientated where i can pick up those things but she does and we're really well our clients are like oh thanks for letting us know so essentially we touch first every morning and then throughout the day if there's things i need and then to end the day as well yeah yeah what are some of the things that because you have the va you're able to do but without it you wouldn't do so i'll give you an example i love that when you where we have a lead come in we kind of connect with them on linkedin right that's like an additional task that just creates that new connection and allow us to build a relationship now if you if the va wasn't there you wouldn't have that extra touch point to be able to do oh extra resource to do can you think of anything else that she kind of helps to do that it's kind of like it's not essential but it's important you know i mean it's like it's like most people don't get to the important things because they're too busy and they just do the things that are urgent if you know me yeah yeah so a lot of background research so she if if my day is full like i'm saying like 67 and i don't actually have time to do all the research about these people or haven't done it yet then i'll get her to help me with that and that's really important because it shows that you are researching about these people you're you're interested you want to know more so that really helps a lot with a big part of my day because then when i jump on a call to speak to someone these things have already you know we can discuss and cover it and they're like wow because we've done our research that's really important and yeah like you said at the back of the linkedin connection it doesn't even have to be linkedin it could be other social media platforms or connect with them somehow and make comments you know when we are chatting on linkedin my comments about these little things that we research about so uh i had one client that said oh my god you guys are so efficient i just booked a discovery call now we're connected on linkedin so people really appreciate the little things that make you stand out from your competitors like the little touch points it's really important to build that sort of relationship with your leads and your prospects so my va helps me do all of that now i sound i sound like i don't do much actually and that's all we want owners or anyone or their local staff is that you kind of it's not like you're not doing anything more you're just your job should almost be so predictable every day you should be talking to clients you're not caught up in all these little things and you know it should feel repetitive in your role now that you just do sales and that was that's what you're hired for not to jump around doing all the little things just because you look busy it doesn't mean the employer yeah i think this also actually made me change the way i see my role as well actually made my role more enjoyable for me so when i was by myself and doing everything in all aspects of sale like there were parts that really i felt really drain and didn't really enjoy at all and that actually brings down my productivity but now because i can delegate certain tasks to my va it left me with all the things that i enjoy in my role so it's really fun like it feels fun to be doing all these things that i enjoy so having a va there is like invaluable to me yeah yeah i mean us humans we actually need connection you know like we actually thrive when we're communicating and bouncing our energy and appreciation to one another when she's helping you're helping her and it's just great and the other thing that people would be surprised is that we even share this va that we're mentioning is because her role is technically i guess lead management let's say and so i myself also do part um business development like if i'm creating content people reach out to me and they want to work with me and so now i cc her instead of you because she actually handles all the appointment booking and then she's also the one entering in some of those data in the metrics as well right so can you remind us of what are those data she's responsible for filling in for the yeah the report so one thing that i think is really important is she handles our referrals so if we get any referrals she will follow up give them updates and all that and part of our business a big part of it is referrals so not only about the referree that becomes our client or the lead but the person who referred like they would like an update they would like to see if their leads are you know their referrals their friends are converting or using the same business as them the same service so she actually reaches out to them thanks them for the referral you know send them an update of the progress where it is and if i had to do all that myself and try to keep track i would be so lost so essentially that's even only one example of how she helps in terms of you know besides the actual sales yeah yeah i mean with referral i don't know about you but when i'm sending referrals to someone and that person just says oh thanks for that and they never even update me on how that referral went and didn't care anymore i just feel like you don't appreciate and it turns me off from wanting to refer anymore because it's just lack of communication but because we have this a va we're able to assign tasks like even sending out a card to say thank you and we also send card not because the even the lead became a client it's even just thank you for referring us even if it didn't turn into a client yeah and i find that a lot of people appreciate those sort of like personalized you know touches like they do appreciate that we just showed them like you know our own appreciation that they even thought about us and um yeah like i said wouldn't be able to do without the va yeah and after you made the sale as well um we organized the va to touchpoint in a month's time sending a card do you want to talk a little bit about that yeah so after we don't want to lose the connection with our leads or our clients just because they saw me during the sales call and never again so our va actually helped after a month we do the touch point we send out cards you know to thank them staying with a business every day is a milestone right but we want to celebrate that in a way so we'll send out cards on the birthdays you know anniversaries the one month touch point we have vas that you know uh touch point every quarterly for our clients as well to not to say hey how's it going is the v but it's a deep dive into the service you know are they getting the return they want you know is the va bringing value to their business it's like a really deep analysis and we couldn't do that as a you know you definitely can't do that as a one-man team like so having the va to help delegate these sort of areas even though they're client-facing we're not worried that oh a va is you know contacting our clients they know like it's it's more capability yeah yeah so what do you think is the key to making sure that the va hire can actually perform and continue to be you know such a great support like whatever you've done uh to train this va it's amazing so how you know what can you share with other people i think the key is communication like setting those expectations hey this is how i communicate these are the things like you know if you set your expectation on what some of the results or deliverables that you want so that everyone's on the same page making sure that they understand what you need and the key is explaining why why we're gathering this data where is it getting fed to like being transparent with anyone it doesn't even have to be a va it could be a local staff you know people in your team like if they understand why they're doing something they'll be more driven to do it yeah and like training in terms of like if you're working with with a ba and you can't train them on zoom or whatever you can always screen record so i think the training and being patient in the start to really slowly make sure someone understands what you need them to do is really important yeah so what would be the i guess consequences if someone's going yeah i get it i need a va but you know i'm just too busy and i'm just going to keep doing what i'm doing because i just can't snap out of you know the routine that i'm doing as a sales person i guess what would be the consequences of continuing that way yeah then they'll be stagnant like their business is not going to grow because you can only grow as much time as you can put in into anything right and everyone has a cap on their time frame of how much work they can put in you're not going to be working around the clock 24 hours a day and that's being realistic so having an extra helping hand gives you back that 20 hours or 40 hours per week that you never had before so essentially if you're the type of person that thinks you're always too busy then that's gonna be it you'll always feel overwhelmed you always will be too busy and you won't grow because you'll cut yourself at whatever you can invest in the business and that's it yeah yeah and i guess in terms of what other benefits if they've now got a va 40 hours supporting their sales role and they've got more time to do sales what would be the benefit of that well essentially there's two flip sides like two so the best benefit is time they're getting back time to redirect and do what they want in terms of whatever way they want to invest that in the business right it could be seeing more clients now because they're not bogged down with administration where see more clients means higher conversion rates right higher conversion rates may heart like potentially increasing your revenue so before you might be capped at whatever amount of revenue but now you could double that because you have another person like you you know in being able to invest in another 40 hours per week into your work week so and then personally it actually helps you grow as well you're now managing someone you know learning things that you uh like yes like increasing your management skill training people you know that will actually help you grow your business as well it could start off by training one va but then your team you want to scale up right so you then take that and then grow your team by doubling that multiplying that um so you know that could be a personal fulfillment as well but then now work-life balance you know you might don't have to work 24 hours anymore you can like you know break that down and um yeah spend more time with family and friends whatever to you know we all know mental health is such a big deal like a big issue that wasn't addressed properly back then so essentially now you can have time to do your hobbies or whatever it is that's important to you yeah yeah i hear so many cases of burnout and so yeah i think people call me the super mom is only because i have va so thank you so much honey no worries thanks for the chat lin well that's it guys thank you so much for watching if you still have questions about what a va can do love to invite you for a free discovery call with heidi herself she'll be able to help you figure out what tasks a va can do so that you can really scale your business and have more time to do what you love in life so thank you so much for watching if you love more videos like this check out here