Guide your virtual assistant through a script when they’re talking to your clients

Want to give your Virtual Assistant or Admin team a questions script to run through when they’re talking to clients?

Here are a few ways to do this –

I’ve put together a short video to show you the options – https://www.loom.com/share/c086b9e739e140eeaa44fd885eda896a?sid=0d7dbbcc-752f-4525-9e11-30ec2769ff4d

1 – Notes in the job diary – If you’re using job templates, then you could add a job note to the relevant template. The VA could work through and edit the note to include the answers)

Pros – keeps the answers in the notes, so that they can be reviewed but kept away from the job description (which you might include on your quotes or invoices

Cons – the edit notes box is stupidly small and can’t be expanded; an engineer might miss the note, if they don’t think to check the job diary on the app.

2 – Add the questions to the job description – Again, if using job templates ( I highly recommend doing so ) you could add the questions to the job description

Pros – don’t have to click an edit button – the script is just there in the description and the answers can be added easily; the questions and answers are also

Cons – you might not want a lengthy script in the job description as it could get in the way of describing the actual work; you won’t want this on your finished quotes and invoices, so depending on how your quote and invoice templates are set up, you might need to cut and paste the information over to a job note before you produce a quote or invoice.

3 – Use the services add-on – you can create ‘services’ for staff-use only.

By choosing the variable pricing option you can then add questions that the VA can go through and answer.

Pros – This option is great for when it’s not clear what kind of job / work it is when the enquiry comes in, but when more information is gathered through the call. Plus, you can easily view the answers on the app, as well as edit the answers or copy the questions and answers into the job diary and then use another service to pull a quote together for the job. This method also gives you the options to tie materials and pricing to some of the answers, helping the VA actually price the job up for you at the same time.

Cons – Takes slightly more work / effort to set up

Watch the explainer video here – https://www.loom.com/share/c086b9e739e140eeaa44fd885eda896a?sid=0d7dbbcc-752f-4525-9e11-30ec2769ff4d

Got other suggestions? Use this approach in your business? Let me know!