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Running a successful digital marketing agency requires a multitude of tasks to be completed on a daily basis. From client management to administrative duties, there is always something that needs to be done. However, as an agency owner or manager, your time is valuable, and sometimes you simply can’t do it all. This is where a virtual assistant can be a game-changer for your business

Creating Standard Operating Procedures

One of the most important tasks a virtual assistant can handle is creating standard operating procedures (SOPs). SOPs are like the backbone of your agency, providing guidelines for every process and task. A skilled virtual assistant can help you document each step and ensure that your team follows the same procedures consistently. This not only saves time but also ensures that your agency delivers consistent results to clients.

When it comes to creating SOPs, attention to detail is key. Your virtual assistant will meticulously break down each process into step-by-step instructions, leaving no room for confusion or ambiguity. They will take the time to understand your agency’s unique workflows and tailor the procedures accordingly.

Moreover, SOPs serve as a valuable training resource. By having detailed procedures in place, you can easily onboard new hires and delegate tasks confidently. Your virtual assistant can play a crucial role in maintaining and updating these procedures as your agency evolves and grows.

But SOPs are not just beneficial for internal purposes. They also enhance client satisfaction. When your team follows standardised procedures, clients can expect consistent quality and timely delivery of services. This builds trust and fosters long-term relationships, which are vital for the success of any agency.

Additionally, SOPs provide a foundation for continuous improvement. Your virtual assistant can regularly review and update the procedures to incorporate any changes in technology, industry best practices, or client feedback. This ensures that your agency remains efficient, adaptable, and always at the forefront of innovation.

Creating SOPs is an ongoing process. As your agency expands and introduces new services or processes, your virtual assistant will be there to document and refine the procedures. They will collaborate with your team members to gather insights and make necessary adjustments, ensuring that the SOPs remain relevant and effective.

In conclusion, standard operating procedures are essential for the smooth functioning and growth of any agency. With the help of a skilled virtual assistant, you can create comprehensive SOPs that streamline your operations, enhance client satisfaction, and facilitate continuous improvement. So, invest in creating SOPs today and reap the long-term benefits they bring to your agency.

Client onboarding

First impressions matter, especially when it comes to client onboarding. A virtual assistant can handle the initial paperwork, contract preparation, and communication with new clients. They can gather all the necessary information, set up client meetings, and ensure a smooth transition from prospect to paying client.

Additionally, your virtual assistant can assist in creating client welcome packages and providing clients with all the necessary documents and resources. This not only saves you time but also gives your clients a positive impression of your agency from the start.

Inbox Management

As a busy agency owner, your inbox is probably overflowing with emails on a daily basis. Sorting through the clutter and responding to every email can be time-consuming and overwhelming. This is where a virtual assistant can lend a helping hand.

Your virtual assistant can manage your inbox, filtering out spam and prioritising important emails. They can draft responses on your behalf, ensuring prompt and professional communication with clients and prospects. By freeing up your time from managing emails, you can focus on more strategic tasks that require your expertise.

Diary Management

Keeping track of your schedule and appointments is crucial for running a successful agency. A virtual assistant can take on the responsibility of managing your diary, scheduling meetings, and organising your calendar. They can also send reminders to both you and your clients to ensure that everyone is on time and prepared.

Your virtual assistant can also coordinate with team members to schedule internal meetings, ensuring that everyone is aligned and working efficiently. By having someone dedicated to diary management, you can focus on client work without the stress of scheduling conflicts.

Qualifying Leads

Effective lead qualification is essential for maximising your agency’s growth potential. Your virtual assistant can take the reins on this task, screening potential leads based on predetermined criteria. They can conduct initial research, gather relevant information, and ensure that only qualified leads make it to your sales team.

With a virtual assistant handling lead qualification, your sales team (even of one) can focus on nurturing and closing deals, rather than wasting time on unqualified leads. This targeted approach can increase your agency’s conversion rates and ultimately boost your bottom line.

Following up on Enquiries

Following up on client inquiries is a crucial step in the sales process. However, it can be easily overlooked or pushed aside in the midst of other responsibilities. A virtual assistant can take charge of following up on inquiries, ensuring that no potential clients slip through the cracks.

By having a virtual assistant dedicated to this task, you can maintain a constant flow of communication with prospects, building trust and staying top-of-mind. This consistent follow-up can significantly increase your chances of converting inquiries into paying clients.

Chasing Client Feedback

Client feedback is invaluable for understanding how your agency is performing and identifying areas for improvement. However, reaching out to clients and collecting feedback can be time-consuming, especially when you have numerous clients to manage.

Your virtual assistant can proactively chase client feedback, sending surveys or scheduling feedback calls. By having someone dedicated to this task, you ensure that client feedback is collected regularly and can be used to drive your agency’s growth and success.


No agency can survive without proper invoicing. Ensuring timely and accurate invoicing is crucial for maintaining healthy cash flow and avoiding unnecessary complications. Your virtual assistant can take charge of creating and sending invoices, tracking payments, and following up on any outstanding invoices.

By having a virtual assistant handle this administrative task, you can focus on delivering exceptional work to your clients and growing your agency. They can also assist in setting up automated invoicing systems, saving you even more time and streamlining your financial processes.

Producing Proposals

Producing compelling proposals is vital for winning new clients and securing projects. However, creating customised proposals can be time-consuming, especially if you have a high volume of inquiries.

Your virtual assistant can assist in producing proposals, gathering relevant information, and formatting them to showcase your agency’s strengths. They can also create proposal templates that can be easily customised, saving you time and effort for each new proposal.

With a virtual assistant by your side, you can confidently send out professional proposals that impress potential clients and increase your chances of winning new business.


A virtual assistant can be a valuable asset for your digital marketing agency, taking on various tasks that consume your time and energy. From creating standard operating procedures to handling client onboarding, inbox management, and more, they can help streamline your operations and free you up to focus on higher-value activities.

By delegating these tasks to a virtual assistant, you can increase your agency’s efficiency, improve client satisfaction, and ultimately drive business growth. So why not consider hiring a virtual assistant for your digital marketing agency and experience the benefits firsthand?

We love working with digital marketing agencies; if you’re looking for support from a VA, get in touch now.

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