I’d like to think this isn’t common, but this does happen. At first, I used to take this personally and get a bit self-righteous, thinking, ‘I didn’t want a client who couldn’t take the time to reply anyway’ …
But then I suddenly came to the realisation that those who have decided to look for a virtual assistant or online business manager usually do so long after they started needing one. Most are at the point where they are drowning with everything on their plate, and their inbox is not a priority.
When we get into their inboxes, it is clear they don’t operate as we do. Their inbox is their to-do list, and it is flooded with emails without any system for tackling it – they work on the latest emails received and prioritise work based on what they are most stressed about and who is chasing them most!
You’re a business owner now, not an employee.
Many businesses do not get back to everyone applying for employment roles – we don’t like this either… but it still happens.
Unfortunately, the social pressures to get back to all employee job applicants do not exist in business-to-business interactions.
It can take some businesses months to read all proposals received, let alone make a business decision as important as outsourcing work to another business.
Then when it comes time to respond to everyone… they may not easily find all proposals in their inbox, which could be flooded with thousands of emails until they get good support.
This is why we recommend following up with regular phone calls paired up quickly with a follow-up email.
I just left you a voicemail message, which you can ignore if you see this first…
Owning a business is a completely different playing field.
This is not just for leads on the VA Lead Network. This is not just about running a VA or OBM business…
This is about being a small business owner trying to win new clients – regardless of the business you have and regardless of where you are finding your potential clients.
Running a small business can mean sending many proposals you never hear back on.
Ask the small business owners and freelancers you know (not just VAs) who provide services if they always hear back every time they send a proposal or quote.
Now ask them if they respond to EVERY SINGLE proposal or quote they receive from another business.
Some actually have no intention of ever contacting anyone they decide is not suitable – there is nothing anyone can do to force them to change their mind on this approach, and now that you are a business owner, you need to learn to live with that.
Unfortunately, it’s just part of the small business hustle!
This doesn’t mean we give up – every business owner should regularly look at ways to improve their marketing, sales and conversion strategies. Watch this space – we’re working on a training series to help you out with this.
Where the contact details have been provided, we strongly recommend following up on proposals via multiple phone calls and emails, regardless of whether you connected with a lead through the VA Lead Network or elsewhere.
This is critical to increasing your chance of converting leads when dealing with sales in your business.
How to stand out for your dream client
We’ve found great success when we send our proposal, then follow up with a phone call 1-2 days after sending our proposal.
Regardless of whether we hit their voicemail or speak to them directly, we say that we’ll email them again now so that they don’t need to go hunting for our email.
The follow-up email keeps us top of mind, and many leads will see this as an example of how you will make their lives easier and that you understand how busy they are and how crazy their inbox is.
If we leave a voicemail, we mention that we’ll try calling again tomorrow… AND WE DO IT (!) … then we follow up the next voicemail/call with another email.
They need someone who will whip them into shape and get them organised – so not giving up after the first couple of calls and emails will help you stand out.
He Who Barks, Gets Fed!
Also, keep in mind that some people will be so embarrassed that they never got back to you in a timely manner, that they will flat-out avoid communicating with you at all. Providing reassurance in your emails and voicemails that you understand they are busy and helping them to see that you aren’t taking it personally will help you win them over.
What’s stopping leads from replying to you?
Here are some of the conversations I’ve had when I catch leads on the phone:
- They hadn’t seen an email from me … then during our call, they found me in their SPAM folder. Remember that many spam folders are emptied automatically after 30 days, and most people don’t regularly check their spam folder, so forwarding your proposal after leaving a voicemail can be super helpful!
- They hadn’t looked at any of the proposals yet because they were overwhelmed with the volume received and had been procrastinating on starting… They need help, and it is your job to show them how easy it is to work with you and why you’re the solution to what is stressing them out the most right now.
- I was the first person to call, and they really wanted to work with someone who wasn’t afraid to pick up the phone to get things moving
- They hadn’t answered my first phone call because they had unknown numbers going straight to voicemail
Watch this training to learn how to avoid landing in their SPAM folder.
Most businesses who are looking for a VA are already time-poor
What I am trying to say is that not getting back to you is a sign that they really need your help!
Also, keep in mind with voicemail that people who need a VA are time-poor. So, just like your emails, your voicemails should be concise – friendly, and to the point with a summary of key info that is important to them.
Of course, I get to a point where I’m many emails and phone calls in, and I give myself permission to feel completely justified in deciding that I did not want them as a client anyway! Too many follow-ups could signal they’re unwilling or ready to do their part in getting organised.
Be the change you want to see!
I don’t care how cheesy that sounds.
If you have ever felt the frustration of being ghosted, the next time you land a new client, recommend that ALL unsuccessful applicants are notified… and offer to take care of this for them.
Let’s look out for each other!
Consider using mail merge to save time (and your client’s money).
Remind them that this is a good exercise to maintain brand reputation; after all, VAs are well connected!
Lost for words? Here’s the template we send businesses who list a role with us.