A prospective client contacted me recently saying she found me on the ACA website. She said she was looking to “hire a VA as soon as possible.” Her entire approach was as if she was hiring an employee and spouted off a list of “job duties” before she’d even asked ME what MY process is for consulting with clients. It’s like she didn’t even bother reading my website. I’d appreciate your advice on answering this type of email. —Anonymous
Well, she’s already a disrespectful moron if she says she found you on the ACA site, but is calling you a VA, because no where on your site or the ACA website does it say you are a VA. You quite clearly identify yourself as an Administrative Consultant.
And I say “disrespectful” because it is ill-mannered to call someone by anything other than the name/title they give. That’s a sign of a self-centered person, someone who is already disregarding you right out of the gate.
For me, this would be a red flag because people who are oblivious like that are not ideal clients.
People who don’t read my website are also not ideal clients because it shows that they don’t pay attention and are going to be difficult to work with.
If it were me, it’s entirely possible I wouldn’t even bother responding because I don’t even know how to deal with people who get such basic, intrinsic etiquette wrong like that. It would be like if she called me Diane instead of Danielle. I see no need to waste my time and energy on people who don’t arrive at the table with proper attention to certain manners and details.
I know from experience that kind of person would not be a good fit for me because I would be having to constantly point out all kinds of other obvious things to them beyond that, and they would annoy and exasperate me.
But that’s me.
The thing is, I can’t advise everyone on how they should respond to all their various individual inquiries specifically.
That’s your job in your business.
And it wouldn’t help solve the issue anyway.
What’s really going on is that your website content is very vague and generic so it’s not doing a good job of pre-educating your site visitors about what you do and who you do it for.
There’s nothing there now that is setting proper expectations and understandings so they approach the relationship in a professionally respectful and business-like manner (hence their employer-like demeanor).
And there are no systems in place on your site to help prequalify ideal client candidates and weed out those who aren’t going to be a fit. (Is this really a viable prospect? Is this person even in your target market? )
You’re going to get a lot of random inquiries like this until those things change.
What is going to help you is a) getting clear about what you want to do in your admin support business, b) getting clear about what specific industry/profession you want to cater your admin support to (this is called a target market in business terms), and c) fixing your website and implementing a strategy and conversion system for getting more of the exact kind of clients you’re looking to work with.
And you’re going to need the kind of guidance and learning in fixing your website that I can’t provide you with in a blog post or email. It takes more than that. It’s why I packaged up all my knowledge, experience and expertise in how to “sell” administrative support and get ideal clients in my guide, Build a Website that Works.
This is more than a website guide. It’s a marketing guide, a content guide and conversion system all rolled into one–because a website isn’t just an online brochure. It’s an integral part of the process of getting clients and getting the right clients. It’s the critical link between your marketing and networking and getting those all-important consultations. And not just consultations from anyone, consultations with the best, most ideal prospects who are more likely to become actual paying clients.
You can get my guide and save yourself a lot of wasted time, energy and flailing around blindly trying to copy what everyone else is doing (who, by the way, don’t know any better than you right now themselves), or you can keep struggling. That’s up to you.
Once you get clear about those things, you’ll know exactly how to inform those folks who may or may not be who you’re looking to work with (whichever the case may be), how you might help them and what the next steps in your process are.