How to Hire a Virtual Assistant for Sales Teams Doing Outbound

When I first thought about hiring a virtual assistant to support my sales team’s outbound efforts, I assumed it would be straightforward. I needed someone to handle cold outreach, follow-up emails, and lead management. But after a few trial runs, I realized that hiring a VA for outbound sales isn’t as simple as it seems.

The reality? A VA for outbound sales isn’t just a generic assistant. They need to understand the sales process, be comfortable with CRM systems, know how to craft effective outreach messages, and most importantly, have a mindset for persistence and results. Here’s the step-by-step guide I use now to hire the right VA for outbound sales teams.

Step 1: Identify What Tasks You Need Help With

Before diving into the hiring process, take some time to define the exact tasks you need the VA to handle. In outbound sales, the list can be extensive, and the clearer you are, the better. Here’s a breakdown of common tasks VAs can handle for outbound sales teams:

• Lead Sourcing: Finding leads that fit your ideal customer profile (ICP) using tools like LinkedIn, ZoomInfo, or sales databases.
• Cold Outreach: Writing and sending cold emails, making cold calls, or engaging on social media platforms like LinkedIn to start conversations with prospects.
• Follow-up Sequences: Managing follow-up emails and messages to keep leads engaged throughout the sales cycle.
• CRM management: Updating CRM systems (like HubSpot, Salesforce, or Pipedrive), logging calls, managing tasks, and keeping track of prospect statuses.
• Appointment Setting: Scheduling calls and meetings between leads and your sales team.

Practical takeaways:

• Don’t hire a VA for "general sales tasks". Break down your needs clearly (e.g., lead sourcing, cold outreach, CRM management).
• Be specific about whether you need help with research, outreach, or both.

Step 2: Look for a VA with Sales Experience and Skills

When hiring a VA for outbound sales, experience matters. You need someone who not only knows how to handle administrative tasks but also understands the specific demands of outbound sales. I’ve learned that a generic VA often needs a lot of training, which delays your progress.

Here’s what to look for in a VA for outbound sales:

• Experience with Sales Tools: They should be comfortable using CRM software like Salesforce, HubSpot, or Pipedrive, and lead generation tools like ZoomInfo, LinkedIn Sales Navigator, or Hunter.io.
• Strong Communication Skills: A VA must be able to craft compelling cold emails and scripts that grab attention. They should also be comfortable with calls if your process involves phone outreach.
• Lead Generation Knowledge: A solid understanding of how to research, identify, and validate leads that meet your ideal customer profile (ICP).
• Persistence and Follow-through: Sales is a numbers game, and a VA working on outbound sales needs to be persistent with follow-ups without being pushy. They need to understand the importance of cadence and timing.

Practical takeaways:

• Look for experience with outbound sales tools and communication.
• Choose someone with knowledge of lead generation and CRM management.
• Prioritize strong written and verbal communication.

Step 3: Write a Clear Job Description with Specific Expectations

I quickly realized that being vague in the job description leads to a flood of irrelevant applications. The more specific you are about your needs and expectations, the better your chances of attracting the right candidate.

Here’s what should be included in your job posting:

• Responsibilities: Clearly state whether the VA will be responsible for lead sourcing, outreach (email/phone), CRM management, follow-ups, or all of the above.
• Required Skills: List the specific sales tools you use (CRM software, lead gen tools) and communication platforms (email, LinkedIn, phone).
• KPIs and Goals: Outline any performance metrics, such as a certain number of cold calls or emails to be sent daily, or lead qualification expectations.
• Hours and Time Zone: Define working hours and expectations for availability (especially if you need them to work in your specific time zone for calls or meetings).

Practical takeaways:

• Be specific about your needs, tools, and expectations.
• Include KPIs or sales metrics to track performance from day one.
• Set clear working hours and time zone expectations.

Step 4: Use a Scorecard to Evaluate Candidates

After receiving applications, use a scorecard to objectively evaluate candidates. This will help you assess their ability to meet your specific outbound sales needs. A scorecard can help you focus on outcomes instead of just resumes.

Example Scorecard for an Outbound Sales VA

Role: Outbound Sales Virtual Assistant

Hours: 9am–5pm EST (or your required hours)

30-day outcomes:

• 200 leads sourced and added to the CRM with full contact details.
• 90% of outreach emails are sent according to pre-defined templates.
• 100% of follow-ups sent on time, with a minimum 50% response rate.
• Weekly report on lead status, engagement, and next steps.

Red Flags:

• Delays in sending follow-ups or emails.
• No proactive communication or updates on progress.
• Vague responses during the interview with no clear examples.

Practical takeaways:

• Use a scorecard to evaluate candidates objectively based on results.
• Track progress using clear KPIs to measure success in the first 30 days.

Step 5: Test Their Skills with a Paid Task

The best way to assess their ability is by assigning a small paid test task. This helps you gauge their skills, work ethic, and ability to execute tasks as you would expect them to.

Here are some ideas for paid test tasks:

• Sourcing leads: Ask them to find 10 qualified leads based on your ICP using LinkedIn or ZoomInfo and add them to your CRM.
• Cold email writing: Have them write a cold email sequence to reach out to leads in your database, or craft an outreach email for a specific lead.
• CRM updates: Give them a sample CRM record and ask them to update it with a new lead’s information, ensuring they use the correct tagging and follow-up procedures.

Practical takeaways:

• Assign real-world tasks to test their skills.
• Pay for the test task to ensure the candidate is engaged and producing real work.

Step 6: Set Up a Structured Onboarding Process

Once you’ve hired the right VA, ensure you set them up for success with a structured onboarding process. Provide them with:

• Sales scripts and email templates: To help them maintain consistency in outreach.
• CRM access: Ensure they’re familiar with your sales process and how to log information correctly.
• Performance goals and KPIs: Define measurable success criteria for the first 30, 60, and 90 days.
• Communication protocol: Set clear expectations for check-ins, reporting, and communication frequency.

Practical takeaways:

• Onboard with clear resources like sales scripts and CRM guides.
• Track performance with defined KPIs and set clear communication routines.

Summary: Hiring a Virtual Assistant for Outbound Sales Teams

Hiring a virtual assistant for your outbound sales team is a game-changer, but it’s crucial to hire the right person with the right skills. Focus on finding someone who has experience in lead sourcing, cold outreach, CRM management, and follow-ups. Be specific in your job postings, use a scorecard to evaluate candidates, and ensure that you test their skills with real tasks before committing.

My non-negotiables for hiring an outbound sales VA:

• Experience with outbound sales tools like CRM platforms and lead gen tools.
• Clear job description with KPIs and performance expectations.
• A paid test task to gauge real-world skills.
• A structured onboarding process to ensure they hit the ground running.

By following these steps, you’ll be able to hire a virtual assistant who will drive results for your outbound sales team without the usual headaches.