For Inbox Management, I used the smart lead Master Inbox.

whenever I get an email via smart lead, I have an automation setup that will notify the va
right? So I already have that set up by like an internal chat.
So there will be like a ping right? Email notification from X Y Z.

let's say I get, you know, some response like this.

2:09 So I have a couple of templated response is set up.
2:16 So I have this set up for one of my clients.
2:20 I don't have it set up for a lot of the other ones, but it's what I'm gonna do moving
forward, right?
2:25 I'm gonna have essentially four or five of the most common responses already
outlined, right?
2:32And it's gonna put the first name in et cetera, et cetera.
2:36So I want them to pick out the response that makes the most sense, right?
2:43So like let's say they request more info, right?
2:46So I go select this template and then, you know, and then it, if the, if they're essentially
asking for something a little bit different, I want them to select the template and slightly
modify it so that like it first answers the question or first answers, you know what they were
asking.
3:05And then in addition, sends the rest of the, the information contained within the
template.
3:12And then with, within smart lead, I want them to sign one of these lead categories.
3:18I, I've created a bunch of my, my own lead categories.
3:22So it's not just the default ones.
3:25and the ones that will push.
3:27So essentially, I also have smart sequences set up.
3:29So the ones that will push a lead to, to a a subsequence will be information request out
of office, meeting request and I think that's it.
3:48So those all three of those will push them to a, to a subsequence.
3:52I, I also have a doc will that I'll send over that.
3:57I saw that I I said like when do you mark all of these leads as this sort of thing, right?
4:04Like OK, when to mark it as as as when to mark is not interested.
4:07So I'll send that over to you as well.
4:09One important thing to note is the difference between like interested and information
request.
4:16So essentially they mean similar things but information requests will push somebody to
subsequence.
4:24Well interested conveys that, you know, this is still an interested prospect, but they ask
like a more custom question that doesn't have, right?
4:33It's not the same follow up that would be already templated out with the information
request.
4:37OK?
4:38So the information request has like a template where it's like, OK, this is what we do
and that's for like one of your clients already, you've already have those templates set up,
correct?
4:46I'll I'll show you how it looks like right now.
4:49So in smart lead, right?
4:51I have these, these three subsequent set set up, meeting request out of office o out of
office info request, right?
4:57So if I mark somebody as info request, right?
5:00So we sent out the first response and then from then on out sort of blocking me the
Zoom share screen, the Zoom share screen, kind of blocking me.
5:13Hit the button here that here we go, right?
5:19So I have like two follow ups already baked in.
5:22So, right, when somebody is marked as info request, they'll get these two follow ups
sent automatically, right?
5:27And it's sort of more relevant to so like, you know, I when I when it's marked as info
sequence is a person saying like, you know, please send over some more information,
right?
5:38So they select the templated response that makes the more sense, that makes the
most sense.
5:42And this will follow up like, hey, have you had a chance to look at the the doc we sent
over the video that we sent over?
5:50Right?
5:51So when I mark somebody is interested, they're still interested, but let's say they asked
about pricing, right?
5:57So it wouldn't make sense to follow up about, you know, how they watched the dock yet
when I haven't even sent them over a dock, right?
6:06Yeah.
6:07Yeah.
6:07Ok.
6:07So the interest is more for like a general label of like this is someone who could
remotely be interested in our services and the info request is when someone actually has a
specific call for more info or they want a summary of what you guys do or what your client
does.
6:23Yep.
6:23Absolutely.
6:24Ok.
6:25So these subsequence, like with these templates, it's already, it's only set up for, for
one client right now or how does that work?
6:33Yeah, pretty much all of my campaigns have it.
6:37Sometimes the client, like, like one of my clients is a bit more of like a niche offering.
6:45So I'm sort of discovering what to do with him as I go.
6:48Right.
6:48Essentially he sells like one of our campaigns is selling DC fans to E V charging
companies, right?
6:57So it's like a much, much more niche thing.
6:59So I'm still kind of discovering it, but the general layout, right?
7:02That's gonna be an info request.
7:04You, you, you put you, you mark them as info request and it'll automatically push them
to that subsequence.
7:10Mhm.
7:11Ok.
7:11Got it.
7:12And then one thing I wanna highlight with interest is when you have somebody marked
as interested.
7:18I want the the va to always have a reminder set up, right?
7:27OK.
7:28So the, so the more them is interested, they, they put together the reply or they
communicate with me or the client to be like, oh how should I respond to X Y Z?
7:39And then I want them to set up a reminder, right?
7:41And they can type in specifically what the reminder message is, right?
7:44So follow up on X Y Z and they set, you know, follow up to what makes the most sense.
7:51It's like an interesting reply 234 days and they create a reminder and then once that
date arrives, it's gonna send them a reminder directly to their email to follow up on, on that
specific thing.
8:06Got it.
8:07The same thing kind of it the same thing sort of is with not interested now, right?
8:15So this is when a prospect says like, hey, right now is not the best time, you know,
circle back with me and three months six months or whatever it be.
8:23Yeah.
8:24Yeah, six months we mark is not interested now.
8:26Set the reminder.
8:32Ok.
8:33, and then if it's like a, a sort of interested response, right?
8:42It's not like completely, like unsubscribed or something like that.
8:47I'll also have like a templated.
8:51I, I have a template thing set up.
8:53So for example, for one of my clients, if it's like, not interested now, right?
9:03So this is like this is them saying like like they're not interested, but it's like they're they
could sort of be interested, right?
9:11So I want them to do something like that and then also set a reminder for about a
month to follow up on that.
9:18OK.
9:20OK.
9:23Meeting, so meeting request is also important.
9:30Meeting request also has a subsequence attached to it.
9:33So whenever somebody requests a meeting, I want them to some.
9:43So most of my clients what I do with them is I have their calendar link.
9:48So I want them to open the calum link, right?
9:52Callen Lee.
9:54It's right here.
9:55Sorry.
9:57Yeah.
9:57Yeah.
9:59Mhm Right.
10:10I want them to open the calendar link.
10:12I want them to cross reference a time that works and I want them to get them to
manually book in, right?
10:19So I want them to look.
10:20All right.
10:21Boom.
10:21All right.
10:21I see.
10:22Eight AM Pacific time, right?
10:27So I see.
10:27OK.
10:28Nine AM Pacific time is open I want them to cross reference and then within smart
lead when they, when they pitch the meeting, they say, hey, are you free on 5 19 at nine
AM Pacific Standard time or another time?
10:43They're free.
10:44So I want that to suggest two times from the calendar.
10:47Got it beautiful.
10:48Yeah.
10:48And then the meeting request also pushes them to subsequence.
10:51So it's important that they actually mark them when they request a meeting as meeting
request because that's another subsequence attached to that.
10:59OK.
11:10OK.
11:11Got it.
11:12So suggest the two times and then after they do that, assign them to the meeting
request, subsequence.
11:20Yeah.
11:20Yeah, absolutely.
11:21And then another thing I'd like them to do is about once every week or two weeks, let's
say, let's say two weeks, I want them to go to the lead list.
11:32I want them to sort it by by lead category and then first do interested, so do interested
and information request, right?
11:49OK.
11:50And then I want them to look at everybody who's not converted at all of these
interested people who for some reason may be ghosting.
11:58And I want them to try to get a response out of them.
12:03So like, hey, I just quickly wanted to follow up on this.
12:06you know, is this something that you'd still be interested doing or moving forward
with?
12:12Got it.
12:17What else the difference between not interested and do not contact.
12:25If you mark somebody's do not contact, it automatically adds them to the D N C, right?
12:29So add block domain and then just click, add lead to block list.
12:33That's important, right?
12:34So, differentiating between somebody when somebody's not interested and when
somebody's do not contact, right?
12:40So if they say unsubscribe, remove me from this list, I don't want any more emails
that's do not contact.
12:46If they say, hey, not interested in this or you know, we may not be the right fit for this.
12:51That's not interesting.
12:53OK.
13:03Got it.
13:06And that's pretty much my process for, for Inbox management.
13:13OK.
13:13Got it.
13:14I mean, there's a lot of similarities between kind of math process like inside of inside of
smart lead because that's where he runs like my campaigns, right?
13:23So I know his Inbox manager has watched the S O P S on how we've basically done
kind of the same thing inside of his company.
13:30So I don't think there's gonna be any issue building out the S O P S.
13:33Exactly how you want one of the questions I do have about some of this is like, is
there a list of your clients and like who has like what domain do you have?
13:46Kind of a master list of like, OK, this is my client and these are the 30 domains and it's
another one of my clients and 30 domains.
13:52Yeah.
13:52So , I don't have that, but what I do I do within smart lead is that, , I organize the email
accounts via the clients and I add a tag to them, right?
14:02So there's ok, there's two things I do.
14:04So one when you go to email accounts, right?
14:06You see this is tagged as Y S tech and then same thing with the email campaigns,
these are tagged as all of the different clients.
14:15And then actually when you're in the master inbox, right, I have every client has client
access set up for them.
14:24So within the master inbox, you can filter by a client name and then pick the actual
client and then apply and that's gonna be only this client's email responses, right?
14:36So it's organized.
14:37So would that be, yeah.
14:39Would that be easiest for them to go to go to like that section and then work through
each client at like the beginning of the day?
14:46Just so they don't have everything and trying to figure out who's what client, where
these emails coming from.
14:52Yeah.
14:53Yeah.
14:53Yeah.
14:53So what I usually do is just work on them as they come.
14:59But I get how that could be confusing for a va right?
15:02Who maybe doesn't have as much experience in this or might get confused?
15:07So if you think that would make a little bit more sense, then yeah, I'd like them to filter,
right?
15:12Go this client apply filter through all of their responses, then go this client, right?
15:18Go client name a apply and then go through the responses.
15:22The next one just continue for every client if that makes more sense.
15:27Yeah, because one of the, one of the kind of barriers to hiring someone is they just
don't know anything about like your company and then your like client list.
15:35So you have to kind of like just show them, ok, this is what this looks like.
15:39These are the people we're helping and they need to kind of know like what exactly to
do from it in the, in the client names.
15:47It's tough with like cold email stuff.
15:49just because they don't know what their clients are selling, like they don't know what
your clients are selling, they don't know what's the best way to get a response for, you
know, this super niche thing for electric cars, right?
16:01So some of the education there has to happen after the training on the S O P s, but
we wanna make it as simple as possible for them in the beginning just so they can kind of
filter everything together and kind of work through the inboxes later after they know all the
clients, they can just jump and do it and do it how you like you normally would do, but just
segment it for them in the beginning just so they kind of can get familiar with the client and
after a while they'll be fine.
16:28Perfect.
16:29Yeah, that makes a lot of sense.
16:31So yeah, the way I want to do that is just yeah, go into the filters and smart lead by
clicking this button and then just work through every client.
16:44Ok, got it.
16:45Perfect.
16:46And then is there anything else you wanna show me in email?
16:49Inbox management?
16:51I think like this is kind of all I can think of right now.
16:57Yeah, I mean, essentially their goal with Inbox management is to have all of these
have a tag, right?
17:08Not interested.
17:08You don't necessarily have to reply or unsubscribe.
17:11You don't need to be like, hey, I'm removing you from my list right now.
17:14There's, there's no reason to do that because it's just like it kind of hurts our deliver
messaging to people who are unresponsive.
17:21Yeah.
17:23Right.
17:23But essentially the goal with this is to have every single person have a tag within here,
right?
17:29Make sure nobody doesn't have a tag.
17:31And then for everybody who's interested or like neutral, have a response sent out to
them, that's the goal of this.
17:41Yep.
17:43Cool.
17:45And then what about on the domain set up side?
17:50So I did create an S O P and I'd, I'd like to hear essentially your thoughts on it.
18:00Essentially, what I did is I recorded like a 15 minute loom video of me doing it and
then I pasted the script into chat GP T and asked chat GP T to write me a, an S O P OK?
18:16Nice.
18:18So I'll show you that you click up for, for the majority of this stuff, right?
18:28So I kind of organized it like this.
18:30So step one, create a vault for the new client in one password to organize all of their
passwords.
18:37Step two by domains and emails.
18:42Step three, create a new chrome profile for the client to organize all of these.
18:47Step four, set up the first five gmail accounts that's now 10.
18:51And then step five, set up the DNS.
18:56So all of this step six, create a second email account for every single one of these
these clients and then set, set the profile picture and then step seven, connect the email
accounts to smart lead and essentially configure the bulk settings, right?
19:21So add the tag, add the client, create the client, create the signature, set up the warm
up, set up the warm up stuff and then go through and verify and this was for front.
19:32I'm not using front anymore.
19:34I was experimenting with it but not relevant anymore.
19:37So that's how I kind of organized that.
19:39if you think it would make sense for me to send you this over.
19:44So you can do whatever you do.
19:49I could do that or if you think that this is sufficient enough, I can, I can leave it as is.
19:55So the only way that I would improve it is screenshots of some of the things to do,
right, like certain sections where it's like opening the browser, it's clicking the top right
corner of the page or having circles and, and screenshots around that stuff.
20:08But this is really solid.
20:09Like, especially if you already have a loom video that they can watch that goes over
this whole process.
20:14They can just refer to that loom video with our O P.
20:18Usually, what we're doing is we're putting in the loom video we're putting and like
screenshots of it and then also the detailed write up.
20:23But really all you need for a solid S O P is that zoom video going over the whole thing
and then that step by step write up which it looks like you have.
20:32And I have an S O P prebuilt on basically how to do the domain set up and then also
connect a smart lead.
20:38So that's something I can share over to you as well.
20:40And you can see how you'd want to adapt that into your own own procedures and
processes.
20:46Yeah, perfect.
20:47That would be really helpful.
20:49And then, yeah, I could essentially just migrate with what you have set up and then
essentially change it for, you know, how, how my business looks like and all that stuff.
20:58Another thing I wanted to review with you.
21:01I was messing around with scribe, if you know, scribe it, like essentially records your
screen and like makes an S O P.
21:08So I set this up for weekly client reports, right?
21:14So how to organize, right?
21:16I can just walk you through that real quick.
21:18Because I this would kind of fall into the client calls.
21:23Yeah, I mean, do you think this would make sense for you to create an S O P on this
or should I just stay with, with this?
21:34This isn't, this isn't bad.
21:37I think having a video from, from the beginning would help a lot more, right?
21:41On top of this, I, I haven't used scribe in the past but I've used like Tango.
21:47I just didn't use them because I like to have everything kind of central in a, a Google
Doc or database like that.
21:53And so that's why I haven't used them in the past.
21:57I mean, what you could do is send this over and I can have my team kind of do some
rework on it.
22:02So if you just want to like share like a shareable link, we can do some, some rework
and, and thicken up the, the S O P as a whole.
22:09I think that would be something that would be solid and this seems pretty short.
22:13Could you just go through how you do your weekly reporting on this call here.
22:18Absolutely.
22:19So yeah, so first thing I do is I share the the global analytics for the campaign for this
week, right?
22:47And then I do a campaign by campaign breakdown, right?
22:50So first I go into the global analytics button right here.
22:55I filter by client and then I select the, the client I want to report for.
23:01So let's say I wanna do this one and then I hit apply.
23:06then I select the exact date range, right?
23:09So I want to report on this week specifically, right?
23:12So if it's, we usually do a reporting on, on Saturday, so I'll select the eighth through the
12th, right?
23:19And that's just the sending days of that whole week and then once, once that's done
close.
23:26And then I want them to go ahead and just screenshot screenshot the chart.
23:33This isn't necessary because this is like the global analytics, right?
23:38It's not just this week.
23:39So it could confuse clients.
23:41This is how, you know, the the breakdown looks like in on this, right?
23:46So I want them to just go ahead if they like screenshot tool, like snipping tool, just go
ahead take a screenshot of this.
23:56And that, that copy that and then within click up under, under each of these, I have I
have a client so I want them to go here and under external there should be weekly
reporting, want to create a new page, label it as the week that we're sending, right?
24:21So this is the week of 57, we'll call it 58.
24:26We already have a 57, right?
24:29And then I want them to label the top as let me take a second anyways, I want them to
label top as global analytics and paste in the chart.
24:47And then we go into the campaign by campaign breakdown, right?
24:52So I want them to go into email campaign.
24:56I want them to click this button right here and then I want them to filter by client name,
right?
25:02And then pick the associated client and hit apply.
25:08So with this, it's important that you only select the main sequence and not the sub
sequences.
25:15For some reason, smartly doesn't let you see analytics on the, on the on the
subsequence right back.
25:27You gotta go back.
25:29But yeah, so only select the main, the main campaigns.
25:31I can't see the the subsequence.
25:34No, the first campaign I just like to hit the open a new tab button.
25:45So it's like more organized.
25:46I don't have to go back and forth.
25:49Then select the date range, same date range we did as last time.
25:54And then here Smart Lead has a share, a share feature.
25:59So what you can do here is either just download image.
26:04what I personally do is just screenshot it.
26:07It's quicker that way.
26:08But if you'd like to, you can download it.
26:11So I just go ahead.
26:12Screenshot boom.
26:15And then take the name of the campaign, right?
26:18So campaign one Apollo paste it in.
26:23Then I want them to scroll down.
26:26And then I want them to look at this like sequences tab and I want them to download it
as a CS B.
26:33And then label it email sequence breakdown and then paste it into the dock.
26:39Then I want them to click on show email account performance.
26:44I want them to just like briefly look at all of these specifically focusing on the the reply
rate.
26:53And if they see that something is like drastically different.
26:56So let's say the average reply rate for all of them is like 10 and then we see one that's
like two.
27:02I want them to notify me on slack if they see that.
27:06OK?
27:07And then that's essentially it, right?
27:10So it's the the graph and the email sequence breakdown and they go back to the
second one, same thing, boom, boom, boom, paste it in.
27:18And then I want them to write like quick takeaways.
27:21This is just related to this client specifically.
27:24This is like none of my other ones have it.
27:26This is just for tracking the performance of the Philly link that we use for for that
specific client.
27:33But then I want to direct like a quick takeaways, right?
27:36So overall, you know, either great performance, blah, blah, blah, blah blah, or if they
think that it, it can be improved, right?
27:43They say like, you know, you know, we think that the campaigns could use some
improvement and then they have some actionable insights that they can give.
27:52Right.
27:53Here's what we're gonna do to change the following week.
27:55Here's what we're gonna do to improve the next week.
27:58OK?
27:59And then this is where I would think some of your higher level knowledge and higher
level training will come into play once this person starts doing the reporting, right?
28:06Because you're that cold email expert.
28:08And you know how best to like optimize campaigns and just kind of helping them see
through your lens of how to actually report and summarize your knowledge.
28:17But basically for the clients who learn how to analyze those reports.
28:21Yeah.
28:21Yeah.
28:21So, I mean, I could definitely like hop on a call with them like at the end of the week,
they essentially have like this already set up and then we'll look at it together and then I'll
help them write the, the takeaways.
28:33That's something I could definitely do.
28:35OK.
28:36Got it.
28:37And then it's all done.
28:39Yeah, once I've done, I want them to just right click.
28:42Where is it think?
28:47Yeah.
28:48And then export page and export as a PDF and then you know, go into the the client
client shop, right?
28:57Paste in the paste in the the report and then copy the takeaways, copy the takeaway
section, paste it in as well.
29:08That's it.
29:08OK.
29:09Got it cool.
29:13And then as far as some of the client communication, what does that currently look
like?
29:18I know that's a little bit harder to, to standardize, right.
29:21But what does it look like currently?
29:23How are clients contacting you?
29:24What do those channels look like?
29:27Yeah.
29:27So I set it up all within Slack.
29:31I'm not a Slack expert, so I probably did some of this set up wrong.
29:36But basically a lot of my clients don't have like Slack Connect.
29:42So what I did is I set up like a external and an internal one.
29:47OK.
29:48Right.
29:48Internal is just all the people that didn't have Slack Connect.
29:51So I just added them as like standard members.
29:54and then created a private channel and then I created an external one where they
actually do have Slack Connect and then we, we do that as as it goes.
30:02So I mean, I want them to check both of these.
30:05and then I'll set up a chat to communicate with them within Slack as well.
30:09OK.
30:12All notifications pop into the, the internal channel with Slack, right?
30:19So it'll, it'll tag everybody in the, in the channel, right?
30:23And it shows all the stuff in terms of communication.
30:25I'd like them to communicate within the private channel set up for each client.
30:30My favorite thing is to communicate or like when I get like a really, like cool positive
response, right?
30:42Yeah.
30:45So just something like this like, oh loving the platform, blah, blah, blah, blah, like
that's, that's cool.
30:51Like that makes the client feel good.
30:52So I really like to communicate stuff like that.
30:55I also tell them like, like let's say they gave me like a really technical response that it's
like it's completely out of my knowledge or the templated knowledge.
31:05I'll, I'll forward it over to the client and tell the client, hey, I just forwarded you a
message.
31:11And then I also include a screenshot of that.
31:13OK.
31:16Here's what that looks like or something like that.
31:24So essentially I just forward it, forward it to them within smartly and then send a
message like, hey, I just forwarded you guys via email.
31:32A response X Y Z.
31:37OK.
31:39Yeah, that's mainly what I do in terms of communication.
31:41Sometimes I send some updates, you know, like here's how this is going.
31:46And then at the end of the week I share interesting responses.
31:50And then I also try to respond to everything quickly.
31:53And yeah, that's about it.
31:56OK.
31:57So what about like support?
31:59Are they mainly contacting you through that, that internal slack then for like support if
they need help, if there's like a domain or, or something along those lines or what?
32:08is that how they mainly contact you?
32:10So for support, some of my clients tend to just private message me.
32:17And that's been working now because it's the same exact thing.
32:21But now that I have now that we're bringing on somebody, I need to sort of train my
clients to send all messages within the private channel.
32:29So yeah, everything related to to the client in the future will be within that, that private
channel.
32:38I'll tell them to all message me within the private channel.
32:41So the so that the higher can see as well.
32:45Got it.
32:46Got it.
32:47OK.
32:50OK, cool.
32:51I'll shoot a lo video for you because there's a way that you can set up your slack or
that might be a little bit more simple.
32:58Basically inside of mind, like you can create people as a single channel guest, right?
33:04They're not like a paid member, but they're a free member, but their access is only to
one channel.
33:10So let's say it's the whatever your client's name is, external channel.
33:15And so they don't have to have like a different like slack server.
33:18You can just be on that, that same level and they just have access to that one channel
and then you can also have your own internal channel where your team can talk about the
results.
33:28So I'll shoot over a loom video on how best to, like, set that up because it might be a
little bit simpler.
33:32You don't have to worry about billing or anything along those lines.
33:35, as your slack grows and you have more and more clients.
33:39Yeah.
33:39Yeah, I, I noticed that that's what you have set up on yours and I tried to figure out a
way to do it.
33:44But, yeah.
33:47yeah.
33:47So it, it looks a little bit different and, and some of my, some of my clients come in and
they're full members and I have to move them to, to guests.
33:55I think like for you, I think you're a full member right now, but I'll just move you to guest
here soon, but nothing's gonna like change just the visibility of what you can see inside of
mind does.
34:03But as a whole, that's one of the best ways to, to set up slash makes a little bit more
sense and it's a little bit easier for, for you and your team as far as having your clients just
message inside of their current channel.
34:17When we bring on this new person, we just make an intro message saying, hey, this is
so and so they're now the account manager and they're gonna be helping me with reporting
and assisting you guys immediately if there's anything that you need to kind of make them
that point of contact you don't have to worry about , being constantly hit up in the D MS.
34:36, and if you have problems, you can just realign with clients.
34:39, and tell them, hey, , this is the, the standard operating procedure for communication.
34:46Absolutely.
34:46And then if you have like anything else to add within, you know, the S O P for
communication because, like, you know, during the discovery call, I did mention, you know,
that's one of my weak points, right?
34:55And I think it would make sense to have them communicate with the client more than
what we're doing right now.
35:01So if you have any sort of advice, tips or other things to add into the S O P that, you
know, would make sense.
35:11I would, you know, that'd be much appreciated.
35:14Yeah.
35:14So as far as kind of like a schedule, you don't want it to seem like too like rigid where
it's like, ok, every two weeks I hear from them, right?
35:21Like, because that just feels like very like manufactured and almost like fake.
35:24You want to try to randomize it as much as possible, right?
35:28And also the the types of messages you send.
35:31So not just like, hey, I'm checking in seeing how you're doing.
35:34Is there anything that you need assistance with, but actually, like get to know your
clients a little bit more so then you can, you could send over an article that might be related
to their business or whatever it may be.
35:44That's just like a little bit of a pattern interrupt.
35:46So it's like, ok, a and his team knows me super well.
35:50, Daniel has a video about this somewhere on youtube.
35:53I watched in the last couple of days, but it's just about how having your clients like, like
you more will prevent them when someone has maybe, , a substitute offer that comes along
because there's a lot of cold email agencies and someone may come and promise some
crazy stuff, but if they like you and your team, they're not gonna switch away, right?
36:11And so adding in little bits of like this is how this is how you could grow your business
this way.
36:17Or I found this cool youtube video about like what your offer is or just small little bits
that show, you know, you're thinking a little bit more deeply about their offer and, and their
company as a whole.
36:26Does that kind of make sense?
36:28Yeah.
36:28Yeah, absolutely.
36:29I mean, that's not, that's something that I'm not doing right now, right?
36:32Like, like most of these chats are just like straight business and some of these clients
are, I already know them from prior.
36:41So I have that kind of connection with them, but some of them I don't.
36:44So yeah, I mean, that would, that would be, that would be really great if like within in
the S O P if, if the client, if there's a little section like, oh, if you have any, anything interest
interesting to ask, , or found like an actionable insight, then share it.
37:02And I'll try to do that on my end as well.
37:04Right.
37:04Where I, where I say like, oh, I found this thing on youtube kind of relates to your own
pronoun.
37:10So I'll try to do that too.
37:11But if, , so if the, if the new hire knows that as well, that would also be great.
37:19Yeah, and they'll be able to do that as long as they know a little bit more about your,
your clients and, and what they sell and they'll eventually know that because they're gonna
be trained by you on these, on these S O P S and, and learn a little bit more about your
whole company as you know, the next couple of weeks come on after, after they've been
hired.
37:35So they'll be able to, to come up with their own ideas of how to, to communicate more
effectively with the, with the client as a whole.
37:43As far as like with mine, what we do is after we have like our on boarding, we see like
what is this calendar look like.
37:51So what I mean by that is 30 days after, you know, you sign on as a client, you get a
certain type of message 45 days, a certain type of message certain feedback, call feedback
form 100 and 20 days after you sign as a client, there's a certain action that happens.
38:05So also spending some time and thinking about how can we implement that kind of
post then becoming a client situation in those communication points.
38:14And I have a document on that, that I can just add into the S O P.
38:17So then your new hire can kind of see how best to check in.
38:20It's something that I had recently built with one of the, the ops consultants I hired, that
would be super, super helpful.
38:28Yeah, that would be great.
38:31Ok.
38:33Got it.
38:33So for this, I have the email inbox management side of things that I need.
38:38I have the reporting that all makes sense.
38:40We got that covered in this recording and then the client communication is still a little
bit open ended, but we'll be able to beef it up and remove some of that off of your plate as
far as interviews.
38:50I have a couple scheduled later this week.
38:53I had one yesterday.
38:54Honestly, if we just had to interview one person had to go with her, it would be totally
good.
38:58I've had I've had her do contract work for me in the past.
39:01Her background is in lead generation but then also was on the financial sector and
then operations management as a whole.
39:08So she has experience with click up.
39:10, she's done different things in email lists and managing email responses before.
39:14, so definitely a very like promising candidate, , really good interview yesterday, but I
always want to interview at least 12 more people just to see what's out there.
39:22, and make sure we're making the best fit for you.
39:25Amazing.
39:26That's, that's really great.
39:28, I just have a couple of questions about, , you know, once we find the hire, right,
what's the best way to essentially organize everything right after?
39:39Right?
39:39So how often should we be communicating and calling?
39:42Right?
39:42How often should we get calls?
39:44How should we do reporting on like the internal end?
39:49And that stuff, do you have any resources or you could walk me through what that
would look like?
39:53That would be super helpful.
39:54Yeah, of course, of course.
39:55So some of this is sometimes gone into on, on the on call, but it's best to clear it up.
40:00Now, if you have these questions now for the actual like training and how many, how
much you should call them or that kind of communication in the beginning in the first two
weeks, I always recommend 2 to 3 times a week.
40:13This doesn't need to be a 30 45 minute zoom with them each time you guys meet
maybe 15, 20 minutes just to make sure they're getting grasp of the tasks and following the
S O P S and you guys can continually improve them.
40:24inside of the slack, I always like to kind of remain and have access to your
communication in the beginning so I can help and see if there's anything that I can add to,
to add value for you guys.
40:35But in the beginning, you know, 3 to 2 times a week of communication on short little
calls.
40:41After the first two weeks, they pretty much have a grasp on it.
40:44You don't really need that many calls.
40:46You can do one a week, at least.
40:48, I always like to meet with my team members at least one time a week.
40:51Just because if you don't, after a while, it just kind of, the relationship just kind of starts
to, to go down because they, it just feels really distant.
40:59It doesn't feel like they're a part of your team.
41:02Absolutely.
41:04And then as far as like tracking, , what I do is I use something called clock.
41:09So I always track all their, their internal stuff.
41:12, for us, we just track all the hours.
41:14Make it super simple for you.
41:15You're gonna be able to see a breakdown on like, what are they spending their time
on?
41:18You'll see, let's say you hire someone and their name's Bob, you're gonna see.
41:22Bob is spending 40% of his time on the email inbox management, 20% on the, the
reporting of it and the other 40% on client communication.
41:31You're just gonna see a breakdown of this hourly and how that relates to their their
hourly wage.
41:38Oh so you guys take care of like the hours they worked and and seeing how that.
41:45That's fantastic.
41:45Yeah, so we try we track all of that so you don't need to worry about like ok is is this
person like working today, right?
41:51Like we wanna make sure you have all the reporting, you can see it visually.
41:55I can actually show you report real quick on it.
42:20Mhm mhm Can you see my screen?
42:47OK.
42:48Awesome.
42:48So this is basically what it's gonna look like but you get like a PDF report.
42:51So it would just be like a Google Google Live or a Google Drive link.
42:55But you'll see this is one of the workers for one of my clients at Stone Rock Business
Solutions.
43:00You can see the actual breakdown of, you know, hours and minutes that she's
spending on what she's doing, right?
43:06So she's having a meeting with, with Amanda, she's setting up a call for Amanda here
communicating with Amanda creating a cheat sheet invoicing reporting Monday dot com,
project management, researching info on grant writing.
43:21So you have a whole breakdown of what they've been doing over the last two weeks
in that hourly and in minute format.
43:33Awesome.
43:35Yeah, cool.
43:38Do you have kind of any other other questions for me, Aidan.
43:42No, that's about it.
43:44I just wanted to add one thing about the process and I forgot to mention earlier.
43:50So sometimes like, you know, with a cold email, responses come, you know, sort of
waves like it'll be, you know, 4567 and then like break for 30 minutes.
44:01So I wanna make sure that the va is aware of that and then within those, those time
gaps, they can work on, on other related things, either a client communication or, or other
tasks we have assigned and like maybe a backlog.
44:17So yeah, I just wanted to make sure that you were aware of that.
44:20And that the, the S O P S reflect that I'll, I'll figure out a way to have some sort of
backlog set up with other tasks they could be working on like before email responses come
in.
44:32Ok.
44:32Got it.
44:33Yeah.
44:33So anything probably project project management related, anything inside of like click
up anything that can kind of remove you from some of the more tedious task to kind of have
like a a backlog list of tasks that they can always go back to when the email responses
aren't, aren't coming at all the time.
44:49So yeah, I know that definitely makes sense.
44:52All right, perfect.
44:53That's about it.
44:55I'm really, I'm really looking forward to this.
44:59Cool man.
44:59Yeah, give us about 2 to 3 days on the, on the S O P S.
45:04And then we'll be able to deliver them.
45:07I'll shoot you over like a quick loom video reviewing them if you have any kind of
questions or have like, hey, this is supposed to be this step two, this is step three.
45:14You can just respond to that loom video.
45:16In the meantime, we're gonna be doing the interviews with the other candidates and
finding out there.
45:22That's awesome.
45:23All right, cool.
45:24Thanks, brother.
45:25If you have any questions, just reach out via slack.
45:26Thanks.
45:27Absolutely.
45:28Cheers.
45:29Yep.
45:29Bye.