SkillSET Blog
Advice For Pros · June 20, 2022 · AUTHOR: Darwin Pelea

How To Train And Manage A Virtual Sales Assistant

Virtual assistants are one of the fastest-growing areas of e-commerce at the moment. With an increasing number of people shopping online and mobile usage continuing to rise, businesses recognize that they need to meet their customers where they want to continue selling to them. Virtual sales assistants aren't brand new, but they've gained popularity once again as businesses see the benefits of using them. They can be beneficial for small businesses with limited resources or anyone who feels like their office is constantly overflowing with tasks that need handling. It can be a great decision if you're considering hiring a virtual sales assistant for your business. Read on for tips about how to Train and manage a VSA effectively for your business.

What is a virtual sales assistant?

A virtual sales assistant (VSA) is an individual who works remotely for your business and provides you with support in a variety of ways. For example, the VSA can be used as part of your sales team to help you find leads and convert that into appointments or customer inquiries. They can also be part of your customer service team to answer calls, provide customer support, and more.

Seven Tips to train and manage your virtual sales assistant effectively for your business

One of the biggest challenges for businesses is finding and retaining good salespeople. There are many reasons for this, but one is that a salesperson must have a certain amount of personality, drive, and charisma to succeed.

If you are a small business owner and don't have the time or resources to train and manage a full-time employee, virtual assistants can help fill the gap. A virtual assistant will perform administrative tasks for your company, such as answering phones, scheduling appointments, sending emails, and handling customer service issues.

There are many ways to train and manage your virtual sales assistant for your business.

1. Always teach the why and the how. Record everything with a screen record.

You can use software like Camtasia or ScreenFlow to do this. This way, you'll always have evidence of what was said and done by both parties involved in the conversation. It's also essential to teach you how to do something, not just what needs to be done. Finally, it will ensure that your VSA gets better at their job over time because they understand why they're doing it and not just because they were told so.

2. Convert everything to a text-based form of instruction:

Sometimes it's easier for people to follow an instruction manual than verbal instructions. So write down all the steps involved in doing whatever task you want, then convert them into plain text for easy reading by anyone who needs it!

For example, if you have a process for creating an email campaign, make a step-by-step guide for them on setting up the template, writing the copy, and sending out emails. It will give them the necessary information to complete each task successfully without having to look over their shoulder every step.

3. Build up to your actual task. Startup with mini-actions for practice:

Startup with mini-actions for practice. When you start working with a VSA, could you not give them too much work at once? Instead, start by giving them smaller tasks like researching product pricing or compiling reports from Google Docs. These courses are these things that anyone can do with minimal training — but they'll help build trust between you and your VSA and give both of you an idea of what's expected in the relationship moving forward.

4. Always cover the time and date when you did as someone did:

You must keep track of every action that was taken by your VSA so that you're able to provide feedback if needed. In addition, it will help you become more efficient and allow you to follow up with clients who may not know what happened after their request was submitted.

5. Treat your VSA with respect:

You want your virtual sales assistant to feel like part of the team so that they will work hard for you. You don't want them feeling like they're just another employee that you can replace at any time. So please treat them with respect and ensure they know how much they mean to your business and how important their help is in growing your company.

6. Make it easy for them to a daily recap:

You can make it easier for your virtual sales assistants by giving them a template that contains all the information they need to fill in. It will help them complete their daily recap quickly and effectively. They can use the template as a guide, but they don't have to stick to it strictly. It is beneficial if you don't want them to have too much control over how they do their daily recaps. The goal here is to give them enough direction, so they know what you expect, but not so much that they feel like they're being micromanaged.

7. Maintain your SOPs every quarter or after every significant sprint:

SOPs (Standard Operating Procedures) are essential when training any new hire in your company, but this is especially true for virtual assistants who work remotely and may not be able to get face-to-face training from you or another person in your company.

SOPs should be updated regularly to reflect any workflow or process changes. The most effective way to do this is to have a team meeting at the beginning of each quarter where everyone reviews their most recent SOPs and makes any necessary adjustments. If you can't manage to get everyone together for a meeting, send out an email with any updates to your SOPs and ask everyone to review them and update their documents accordingly.

What are the benefits of training and managing your virtual sales assistant?

  • Improved customer service: By training your assistant, you can ensure that they can provide your customers with the high quality of service they expect and deserve.

  • Increased sales: A well-trained assistant familiar with your products and services will be better equipped to sell them, increasing sales.

  • Improved efficiency: A virtual assistant who is properly managed will be more efficient and effective in their work, leading to increased productivity for your business.

  • Cost savings: In addition to the increased sales and efficiency, training and managing your virtual assistant can save you money by reducing the need for expensive office space and equipment.

  • Peace of mind: Knowing that your business is being professionally managed and that your customers are being taken care of can give you peace of mind and allow you to focus on other aspects of your life.


A virtual sales assistant or VSA can significantly help you and your business. By getting a VSA, you decrease the time you spend doing everyday tasks and gain more time in your day to focus on your growth opportunities. But like with any employee, you must ensure they're performing at the optimal level possible. So here are some tips on managing and training your virtual sales assistants so that they continue to help your business succeed!


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