In my eBook, "The RFP Transformation - Take Your Virtual Assistant Proposal From Blah to Bling", I offer a list of RED FLAGS and Tips to be aware of when vetting potential RFP Clients. This the 5th RED FLAG in the 10-Part weekly series.

When a potential client (PC) contacts me after receiving my proposal regarding an RFP, I reply via email offering 3 different days and times to speak. I ask the PC to choose when the consultation is convenient for them based upon my own schedule.

From the start, I set parameters that I am in control of the consultation while giving the PC options so the scheduling decision is not so one-sided.

In this preparation email, I attach my New Client Welcome packet in PDF format and ask the recipient to review this document before our consultation. I recommend that they send me any questions beforehand that I can address on the call; however, I certainly will take any new questions or comments during the consultation as well.

Forwarding the New Client Welcome Packet in advance of the consultation serves 4 purposes:

1. Gives the PC a 'heads up' regarding fees, late payment policies, communication, expectations, etc., in advance to offset any surprises should a contract be signed
   
2. Establishes a VA's sense of professionalism prior to the consultation
   
3. Expedites questions and comments during the consultation so I can keep to a half-hour timeline
   
4. Opens up conversation about policies and procedures, which might not have been addressed if the PC did not have the Packet

Note that I am using the term ‘consultation’ because this is what this step in the RFP Process is referred to. This is not an interview. Employees are interviewed, virtual assistants are consultants. I am advising the client what I can do for them to reach his/her goals.

While the consultation telephone call is a ‘get to know you’ call and to discuss work-related issues, understand that I am evaluating whether this client is the RIGHT match for me as is the client doing the same in the evaluation of me.

There have been times when I decided not to work with someone because I did not feel they were a good match for my personality and for my business plan. While this does not occur often, it is important as a business owner to be in control of my ideal client choices even if that means rejecting the potential client.

The more you handle client consultations, the better you get at them. Further, the better you get at listening to the client carefully and determining early on if he/she is a good match.

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