As a Virtual Assistant whose job it is to keep my clients organized and on track, it’s important for me to present myself that way as much as possible with new clients in a professional manner. And, it’s important to start off on the right foot.
To ensure that each new client relationship begins right, I have a simple checklist I follow:
- I send my “Welcome” email. This contains valuable information for my clients. It lets them know how we will work together, the best way to get in touch with me, what hours I usually work, how to schedule time with me, etc. It’s basically the same one for each client.
- I’ll send them a goals sheet – a list of three personal and three professional goals they would like to achieve during our first 90 days together.
- Not every client needs this, but I also have a “Please Help!” form, which is a place for them to list 10 things they’ve been putting off and are now ready to pass off to me to handle! It’s a way to help them start thinking about just what they need help with.
- If requested, I’ll send my W-9 to help avoid the tax time rush. Sometimes I’ll send it without being asked!
- I have them complete a client profile form and add them to my contact manager application. This way I’m sure I have all the important information I need: Phone number, physical address, email address, etc.
- There is a spreadsheet for them to complete that provides me with all the login information I’ll need to access every account I’ll be working in for them. This information gets added to my LastPass account where it is safe and secure!
- I add them to my time tracking software.
- I connect with them on all applicable social media.
- I add them to my newsletter subscriber list.
- I create a folder for them in Dropbox.
- I send a welcome gift and I include a handwritten note and a warm welcome.
- If a referral, I send a gift to whoever sent me my new client. Again, with a handwritten note.
All of these steps take me just 15 to 30 minutes. And, thanks to my checklist, they all get handled!
How do you onboard your clients?