So you’ve nailed down where to find copious business leads and made your discovery call feel like a walk in the park.

Clients are signing on with you for your service packages and have made your revenue projections for the year exciting!

As a Virtual Assistant who is booked out, you’ll quickly realize the chaos that ensues without having set up a few simple systems to run your business and easily onboard and collaborate with clients.

And no - I’m not talking about software systems.

I mean a sequence of actions that work together to get you from point A to point B in your desired outcome!

Don’t be a disorganized VA - you will end up dreading each day and lose steam without setting up a few very simple systems in your biz that will truly make or break you!

In this blog post, you’ll learn why you need to create a few simple systems in your virtual assistant business to run everything smoothly and collaborate effectively!

You’ll also learn the first systems to create and set up so let’s get to it!

Disclaimer;

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Why Simple Systems Will Save Your Life As A Virtual Assistant

When you are making a decision for the first time it’s arduous

There are a million things to think about.

However, a lot of times the decisions we are making are similar in nature.

The variables may be different but the nature of the decision is the same.

Simple systems or workflows help you automate these reoccurring series of decisions.

Systems help you have a higher likelihood of making the right call

Developing a system is developing frameworks for thinking.

Develop frameworks that help make decisions significantly easier.

Conserve your decision-making powers to make more high-quality decisions

When you follow systems to run your business you create “machines”.

These machines help you make your decisions faster and more effectively so that you can focus your decision-making power selectively to really move the needle in your business.

These “machines” are operated by you. They help you make decisions every step of the way till you finish the task in a methodical manner.

Have a highly likely chance of being rewarded for taking excellent quality decisions

Think about it, at a certain point, all of us are rewarded for the quality of our decisions.

Developing a decision-making framework for each aspect of your business is a better and faster way to run a successful virtual assistant business.

You get high-quality decisions without wasting your decision-making power!

Because at the end of the day we only have so many decision-making powers.

Right?

There is no guessing about what happens to get from point A to point B

All you have to do is follow a proven system that has worked for you. Create checklists.

Create step-by-step procedures to help your future self save time and energy. You will get immense clarity.

Repeatable and expandable

Just constantly review, reiterate and refine the little things to make better and faster systems.

A system allows for creating an ever-evolving way to work effectively while constantly looking at ways to improve.

Think of a repetitive task.

Write each step you take to do that task every time.

Continue to add or eliminate steps as you follow the checklist.

That’s how you build a system that works like a machine for your VA business.

More certainty about the outcome

When you follow procedures to take decisions of a similar nature you create systems.

The variables may change but you gain the power to predict what the outcome may be.

This way, systems can help you get a ton of clarity in your business.

Everything will flow more smoothly, and keep you from making embarrassing mistakes (or even losing clients!)

Running a virtual assistant business is mostly a one-woman show. And can get super overwhelming.

You’ve got a never-ending to-do list. On top of that, you’ve constantly got new distractions popping up.

So if you’re not careful it’s easy to forget important tasks.

And can end up costing you time, money, and even clients!

Staying organized around your life. Enjoy life more!

Systems will keep you organized.

Systems will take away the anxiety that comes with ambiguity.

Systems will improve and take care of your business so you get to enjoy your life more.

Systems To Create In A Virtual Assistant Business

Marketing

In these 2 blog posts, I break down content marketing for your VA business and a deep dive into content creation for VAs in detail.

A Content marketing system is an ultimate way of getting inbound leads pouring in.

Pro tip: Create funnels that take your audience on a simple journey increasing the chance they become a customer at each step.

A successful content marketing system is the outcome of these 3 parts:

1. Get Discovered

Learning to stand out online is a part of modern marketing.

Add value by identifying the problems your business solves and creating content based on it.

The easiest way to get discovered is to create value where your ideal clients are already consuming.

Learn more about crafting your ideal client here.

Read about 3 Content Marketing Platforms For Virtual Assistants That No One Is Talking About!

2. After being discovered, building trust is critical.

To build that trust curate content to show your expertise.

They should come to trust that you know what you're doing in your field of choice.

People need to see how your brain works.

3. Deepening relationships

I keep saying this because it’s true: Business grows exponentially when you build relationships based on trust.

And true relationships are about access.

Your content should give access to the "behind-the-scenes" of your business, and glimpses at how you think, act, work, etc.

It's much easier to build relationships once they fully trust your expertise and knowledge.

Prospecting

Having a system in place for prospecting is seriously revolutionary for your business.

• It will give you confidence and clarity
• There will be no more cringing at spreadsheets.
• It will keep your goals front and center.
• You'll always know those tiny little daily habits you need to do to keep business consistent, to keep your freelance client roster full, and never have to deal with not knowing where your income is coming next.

Four steps to creating a prospecting system:

1. Set up a simple software like Asana/ Notion to keep track of your leads.
2. For your creator funnel move leads from your content to your website or an input form.
3. Ask them to fill out the form to see if they’ll be a good fit as a client.
4. Qualify suitable leads and get on a discovery call to get to know them better.

Client Onboarding

Step 1: Booking

After the discovery call, send them a proposal, which includes a contract and invoice to make payment.

Step2: Calendar scheduling

Put all the important dates for the client into your calendar. Also, make sure you put reminders for events to never miss an important appointment.

Step 3: Define the goals of the onboarding process

What do you want to achieve by onboarding new clients?

What do you need from them?

Social proof? Digital Assets? Login/Admin access to their platforms?

Step 4: Send a Welcome email

This is to let the client know that they are officially booked!

Set expectations for their project and your time together.

Client Collaboration & Project Management

Using the right platforms to create systems for client collaboration & project management will be a game-changer in your VA Business.

A seamless client collaboration system:

1. Start with getting clarity on your goals. Set clear, reasonable goals and outcomes.
2. Build habits to achieve the goals.
3. Always have a general plan.
4. Create a habit of updating your clients on a particular day of the week regarding your deliverables.
5. Use the right tools
6. Evaluate your progress.
7. Be solution focused.

Takeaways

Become a “systems” person.

Constantly review and reiterate systems about your mindset and your business.

Make it a constant priority.

It should probably be the thing that you do the most.

Thanks for reading. Go out and start building your VA business systems today.

In this blog series, I will be sharing with you my tried and true recipes for creating systems and staying organized as a Virtual Assistant so that you can easily work your business around your life!

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