I’d like to think this isn’t common, but this does happen to us. At first, I used to take this personally and get a bit self-righteous thinking ‘I didn’t want to work for someone who couldn’t take the time to reply’ …
But then I came to a sudden 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 they are prioritising work based on what they are most stressed about and who is chasing them most!
He Who Barks, Gets Fed!
Standing Out
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 have an understanding of 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.
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 them?
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. Keep in mind 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 have unknown numbers going straight to voicemail
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, to the point with a summary of key info that is important to them.
Of course, I do get to a point where I’m many emails and phone calls in, and I do give myself permission to feel completely justified in being self-righteous about not wanting them as a client anyway! Too many follow-ups could be a sign they’re not willing or ready to do their part in getting organised.
I hope this helps.
Fi x