Hiring a virtual assistant (VA) can be a strategic move during challenging economic times. While economic downturns may lead to tighter budgets and reduced spending, VAs offer a flexible, cost-effective way to maintain and even grow your insurance business. Here’s why and how hiring VAs can be advantageous during such times:
Why Consider a VA Over an In-Person Office Assistant
VAs are typically more affordable than hiring full-time employees, as they work on an hourly or contract basis. This helps agents save on overhead costs like employee benefits, office space, and computers and other equipment, which is especially important when resources are limited.
Economic uncertainty can also mean fluctuating workloads. VAs provide the flexibility to scale up or down as needed, allowing agents to adjust their support levels based on demand without long-term commitments. VAs are already working remotely, and can seamlessly flex with an agency’s operations.
Agents may need to boost their marketing efforts to attract new clients when business is slower. Many VAs are skilled in digital marketing. They can help your marketing efforts by managing social media, writing email campaigns, and working on lead generation at a lower cost.
A VA can be a great investment to help grow your client base without making large upfront investments.
Types of Tasks VAs Can Handle
During tough times, retaining current clients is also crucial. VAs can assist with customer service, follow-ups, and communications, ensuring clients receive consistent, quality service that enhances their loyalty to the agency, even when resources are tight.
Here are some tasks VAs can take off your plate:
- Customer Support: Responding to inquiries, processing claims, and handling client follow-ups.
- Marketing Support: Managing social media accounts, creating content, and running email marketing campaigns.
- Administrative Tasks: Organizing documents, managing schedules, and updating policy information.
- Sales Assistance: Cold-calling prospects, setting up appointments, and managing CRM data.
- Renewal Reminders: Ensuring clients are notified of upcoming renewals, which helps maintain consistent revenue streams.
Outsourcing these administrative and routine tasks allows agents to focus on sales, managing client relationships, and networking, which are critical activities for generating revenue and stabilizing the business during an economic downturn.
How to Hire a Great VA – What to Look For
To ensure a good fit, it’s essential to hire an experienced VA familiar with the insurance industry. He or she should have specific qualities and skills that align with the needs of the business.
- Insurance Experience: A VA with prior experience in the insurance industry will be familiar with the terminology, processes, and common client needs, reducing the time needed for training.
- Knowledge of Insurance Software: Familiarity with tools like CRM systems (e.g., HubSpot, Salesforce), policy management software, or claims processing systems can be highly valuable.
- Verbal and Written Proficiency: A VA must communicate clearly and professionally with clients, insurance carriers, and team members. They may handle customer service tasks, follow-ups, and emails, making effective communication crucial.
- Proficiency with Software and Tools: The VA should be comfortable with various tools like email marketing platforms, project management software (e.g., Trello, Asana), and office suites (e.g., Microsoft Office, Google Workspace).
- Ability to Learn New Systems: The VA should be adaptable and capable of quickly learning any new systems or software specific to your agency’s operations.
- Ability to Handle a Variety of Tasks: An ideal VA for an insurance agency should be able to handle a range of tasks—from administrative duties to customer support and marketing efforts—adapting as the needs of the business change.
- Willingness to Work Different Hours: Depending on your client base and time zone differences, a VA who’s open to flexible or extended hours may be a better fit.
- Proactive Approach: A proactive VA will anticipate needs, suggest improvements, and look for ways to enhance efficiency, making them an invaluable part of your team.
By focusing on these qualities, you can find a VA who not only fits the role but also becomes an asset to your agency, helping you to grow more efficiently. One of the insurance-specific companies ASNOA uses and recommends is Cover Desk.
3 Tips for Hiring a Great Virtual Assistant
To hire a great virtual assistant (VA) for an insurance agency, you’ll want to look for specific qualities and skills that align with the needs of your business. Here are three tips for hiring a great VA:
- Define Clear Roles and Expectations: Before hiring, outline the tasks and responsibilities you want the VA to handle. This helps you target candidates with the right skill set and ensures both parties have a clear understanding of the role.
- Test Their Skills: Consider giving candidates a small task or project during the hiring process to evaluate their abilities, attention to detail, and communication skills.
- Check References and Reviews: Verify their previous work experience, especially if they claim to have insurance industry experience. Reviews or testimonials from other clients can provide insight into their work ethic and reliability.
A VA representing your agency should maintain a professional tone and demeanor in all communications, upholding your agency’s reputation.
Potential Challenges with VAs and How to Mitigate Them
VAs are generally affordable, but during tough times, it’s important to set clear expectations and budget limits. Hiring VAs for specific tasks (e.g., customer support, marketing, or policy renewals) rather than bringing them on full-time can maximize efficiency.
Agents may worry about managing a remote VA team effectively. Implementing efficient tools like project management software, CRMs, and communication platforms can streamline coordination and ensure that tasks are completed efficiently. Clear communication, regular check-ins, and performance tracking can help maintain high standards.
Final Thoughts
Hiring a VA during challenging economic times can be a practical solution for independent insurance agents to control costs while maintaining or enhancing productivity. By strategically outsourcing repetitive or specialized tasks, agents can focus on growth and client retention, positioning themselves for long-term success once the economic situation stabilizes.