How to Delegate Influencer Marketing to a VA?

Do you often feel overwhelmed by the endless tasks involved in managing an influencer marketing campaign?

Researching influencers, drafting outreach emails, and managing follow-ups can quickly consume your time and resources, leaving you with little room for strategic activities like product development and refining marketing strategies.

Now, imagine having a dedicated assistant to handle these time-consuming tasks. Virtual Assistants (VAs) offer this exact support. Here’s how:

• A VA allows you and your team to focus on higher-level strategic activities like product development and refining marketing strategies by taking care of time-consuming and repetitive tasks such as researching influencers, drafting outreach emails, and managing follow-ups.
• They ensure consistent communication with influencers, monitor progress, and provide regular updates and reports — leading to effective management of influencer partnerships, which then leads to less dropping of the ball, and better results/ROI.
• VAs offer support during peak campaign periods and can scale back during quieter times, ensuring resource efficiency.

Finding and hiring a VA

Choosing the right VA for your business

While you may not have the opportunity for face-to-face interaction while hiring your VA online, there are a few key criteria that’ll help you select the most suitable VA:

• Look for VAs with proven experience in influencer marketing. They should understand the processes of influencer collaborations, content creation, and social media platforms.
• Check for client reviews on these VA’s profiles, as a reliable VA will demonstrate successful influencer campaigns and positive client feedback.
• Effective communication is essential for remote work. Ensure the VA has clear and professional communication skills, both written and verbal, to maintain smooth collaboration with influencers and your team.
• Familiarity with relevant tools and platforms is critical. Your VA should be comfortable using social media management tools, CRM systems, analytics platforms to track and optimize campaign performance, and any other tools that you specifically use.

(Note: If the VA you’re considering is skilled in many areas but not familiar with the tools you use to manage your influencer marketing campaign, you can invest some time in helping them learn. This effort will make your life easier in the long term.)

Now, that you know what to look for while hiring a VA, Let’s talk about how you can find a VA in the next 10 minutes.

Using Upwork to find a VA

Here's how you can use Upwork to find a suitable VA:

1. Sign up for an account on Upwork.

2. Instead of posting a job and waiting for applications, use the search function to find VAs directly.

3. Search for keywords like “VA for influencer marketing” to find relevant candidates quickly.

For example, when you search for the keyword “VA for influence marketing” , here’s the result you’ll get:

Typically these results will be based on your location but you can always filter them (just like we’ve done in the above example) through the filters section.

You can apply filters like talent badge, location, talent type, category, hourly rate, and more.

4. Typically these results will be based on your location so narrow down your search results using filters (just like we’ve done in the above example) like talent badge, location, talent type, category, and hourly rate to find the best match faster.

5. Shortlist profiles based on these factors:

• Look for VAs with proven experience in influencer marketing. They should understand influencer collaborations, content creation, and social media platforms.
• Check for client reviews on these VAs' profiles. A reliable VA will demonstrate successful influencer campaigns and positive client feedback.
• Ensure the VA has clear and professional communication skills, both written and verbal, to maintain smooth collaboration with influencers and your team.
• Your VA should be comfortable using social media management tools, CRM systems, analytics platforms, and any other tools that you specifically use. If the VA you’re considering is skilled in many areas but not familiar with the tools you use, you can invest some time in helping them learn. This effort will make your life easier in the long term.

6. Choose a VA who meets your requirements without getting bogged down by too many choices.

Budgeting for a VA

Typically, virtual assistants operate under four main pricing models:

• Hourly rate: Offers flexibility in billing, making it suitable for tasks with varying time requirements or sporadic needs.

• Monthly retainer: Ideal for consistent, recurring tasks, providing predictability in budgeting and workflow management.

• Project-based pricing: Tailored for specific projects with well-defined deliverables, ensuring clarity in scope and cost.

• Subscription model: Provides continuous support without the need to monitor hours, offering convenience for ongoing assistance and comprehensive services.

Out of all the four options available, the hourly rate model is the most suitable one as it ensures flexibility for both parties. Hourly rates for VAs can vary widely based on their experience and location.

Start with a budget of $200-$300 per month. On Upwork, filter for VAs with rates under $10 per hour. Choose three candidates who meet your criteria. If they don't work out in the first week, rinse and repeat the process until you find the right fit.

Determining the number of hours needed per week

To decide the number of hours your VA will need to complete their tasks, start with a simple approach:

• Begin by allocating 10 hours a week. Have your VA start with discovering influencers for you.
• Create a Loom video showing what you typically do, and use this as a guide for your VA.
• During this initial period, observe their efficiency and productivity. Use the time they save you to refine processes further.
• Based on their performance and the complexity of tasks, determine if you need to adjust the number of weekly hours.

Deciding on the necessity of a contract with the VA

When working through Upwork, you don’t need to create a separate contract. Upwork's platform handles all the contractual agreements for you, ensuring that both you and your VA adhere to the agreed-upon terms and responsibilities.

Onboarding and training your VA

1. Using Loom to document training and onboarding processes

Loom is useful for simplifying complex processes through video tutorials and screencasts.

Here’s how you can use Loom to document your VA’s training and onboarding processes:

• Introduction and goals: Start with an overview of your business and its influencer marketing objectives. Welcome the VA and clarify their role in achieving these goals.

• Task management: Provide detailed instructions on tasks such as influencer research, drafting outreach communications, managing analytics, and coordinating campaigns.

• Communication guidelines: Outline communication channels, preferred methods (e.g., Slack, email), and expected response times. Stress the importance of regular updates and feedback.

• Videos: Record yourself and have your VA record themselves as well while performing tasks and speaking aloud. Screen recordings help ensure tasks are completed correctly and on time. Create a “Tasks Database” with a column for “Recording,” linking to Loom recordings of the VA doing tasks in real-time. While you might not need to review these videos often, they are invaluable for debugging errors and providing feedback on handling edge cases.

2. Explaining how the VA can support your influencer marketing efforts

Clearly define the VA’s responsibilities in supporting your influencer marketing strategy:

• Influencer research: Guide them on identifying suitable influencers based on audience demographics and brand alignment.

• Outreach and relationship building: Provide templates and guidelines for crafting effective outreach messages and nurturing relationships with influencers.

• Campaign management: Explain their role in coordinating campaigns, managing content calendars, and ensuring deliverables are met promptly.

• Performance monitoring: Instruct them on monitoring campaign metrics, preparing performance reports, and identifying opportunities for optimization.

• Tool proficiency: Ensure your VA is proficient with tools specific to influencer marketing tasks: Social Media Platforms: Familiarize them with the platforms where campaigns will run and how to navigate them effectively.

• Analytics tools: Provide training on using analytics tools to track performance and measure ROI.

• Content management: If relevant, introduce them to content management systems for publishing and scheduling content.

Building out the influencer marketing process

You can either build the influencer marketing process yourself or delegate it to your VA, depending on your familiarity with the process and the VA's expertise. Many people stop doing influencer marketing simply because they don't have enough time to dedicate to it themselves. If time is a constraint, relying on your VA to manage the process can be a practical solution.

Here are the steps to build out the process:

1. Finding influencers

• Define your target audience by understanding the demographics and interests of your ideal customers.
• Use tools like Instagram, YouTube, or specialized platforms to find influencers who align with your brand and the target audience you’ve decided.
• You can also use tools like MightyScout to streamline your influencer search while keeping a tab on the analytics.
• Evaluate influencers by checking their engagement rates, audience demographics, and content quality.

2. Adding influencers to a list or spreadsheet

Once you've identified potential influencers, organize them in a centralized database:

• Create a spreadsheet or use a CRM tool to track influencer information
• Include relevant details such as name, social media handles, follower count, engagement rates, niche, and contact information
• Categorize influencers based on factors like reach, relevance, and potential impact
• Regularly update the list to ensure information remains current. MightyScout continuously tracks influencer activity across platforms like Instagram, TikTok, and YouTube, ensuring you always have the latest data.

3. Reaching out to influencers

• Create personalized templates for different types of influencers or campaigns
• Highlight the mutual benefits of collaboration
• Clearly communicate your brand values and campaign objectives
• Offer multiple collaboration options to cater to different influencer preferences
• Determine the best communication channels (e.g., email, direct message, agency contact)

Implement a system for tracking outreach efforts and follow-ups to ensure no opportunities slip through the cracks. MightyScout helps you organize and monitor the status of your outreach campaigns. It automates the tracking of influencer responses and content posts, saving you valuable time and ensuring you never miss an update.

4. Handling positive responses from influencers

When influencers express interest, have a process in place to move the collaboration forward:

• Respond promptly and professionally to maintain momentum
• Schedule a call or 15-min video chat to discuss the partnership in detail. This helps build a strong relationship from the start.
• Prepare a collaboration agreement or contract outlining expectations, deliverables, compensation, and timelines
• Set up a system for managing content approvals and revisions
• Establish a method for tracking campaign progress and results

This process can be done manually or by using tools like MightyScout.

If you're considering using MightyScout, here are the features to streamline your influencer marketing process:

• Use MightyScout to identify influencers who align with your target audience and brand. It tracks diverse content types such as Stories, product seeding, and influencer events, ensuring comprehensive data collection.
• Send products directly to influencers without worrying about inventory or going to the post office. MightyScout manages the logistics and provides tracking links and automatic updates, so you always know when your influencer receives their products.
• Automatically compile influencer profiles and data within MightyScout, eliminating the need for manual spreadsheet management. Evaluate influencers based on engagement rates, demographics, and content quality efficiently.
• Keep track of your influencers and the content they post 24/7, including for paid, gifted, seeded, and influencer events. Utilize MightyScout’s comprehensive campaign reporting to drill down into ROI and gather KPIs like impressions, reach, link clicks, and sales.
• Leverage MightyScout’s insights to personalize outreach efforts effectively. Monitor influencer activities and engagement trends to craft tailored messages that resonate with each influencer.
• Streamline collaboration negotiations using MightyScout’s reporting capabilities. Quickly analyze influencer performance metrics to negotiate terms, manage deliverables, and ensure timely content delivery.

Managing the VA's work

Managing a VA in your influencer marketing business requires structured processes for communication, training, and oversight to ensure tasks are executed efficiently and goals are met.

Here’s how to manage your VA’s work:

1. Daily check-ins and end of-day updates

Implementing a system of daily check-ins and end-of-day updates is vital for keeping track of your VA's progress and addressing any issues promptly. Start each day with a brief check-in, either via chat or a quick video call, to review priorities and set expectations. This allows you to:

• Clarify any questions or concerns
• Adjust tasks based on changing priorities
• Ensure your VA has all necessary resources

At the end of each workday, request a concise update from your VA. This should include:

• Tasks completed
• Progress on ongoing projects
• Any challenges encountered
• Questions or requests for the following day

These daily touchpoints maintain open communication and help prevent small issues from escalating into larger problems.

Here’s an example of update email:

End-of-Day Update (via email):

Subject: Daily Update - [Date]

Dear [Manager's Name],

Here's a summary of today's progress: Completed: - Finished and submitted the client presentation - Began market research for Project X, focusing on competitor analysis

Progress: - Competitor analysis is about 60% complete. I've identified our top 5 competitors and started compiling their key strengths and weaknesses.

Challenges: - Had some difficulty finding financial data for two of the smaller competitors. I'll try alternative sources tomorrow.

Questions/Requests: - Could you review the completed sections of the competitor analysis tomorrow morning? - Do you have any specific metrics you'd like me to focus on for the customer demographics portion of the research?

Looking forward to your feedback.

Best regards, [VA's Name]

2. Conducting weekly check-ins

While daily check-ins focus on immediate tasks, weekly check-ins provide an opportunity for broader discussions and strategic planning. Schedule a consistent time each week for a more in-depth meeting with your VA. During these sessions:

1. Review overall progress and performance
2. Discuss upcoming projects and long-term goals
3. Provide feedback and address any concerns
4. Offer guidance and professional development opportunities

Weekly check-ins foster a stronger working relationship and ensure alignment on larger objectives. As your working relationship with your VA becomes more established and workflows are well understood, consider asking the VA create a Loom video for these weekly updates. This approach can:

• Allow for more flexible scheduling, especially across different time zones

• Provide a visual element to complement written reports

• Give your VA practice in presenting information concisely and professionally

• Create a record of progress that can be easily reviewed or referenced later

For example, your VA could create a 5-10 minute Loom video covering the week's tasks, challenges, and plans for the coming week. This can be followed by a shorter live discussion to address any questions or provide additional guidance.

3. Having the VA record Loom videos:

To verify that your VA is following processes correctly, request that they periodically record Loom videos of their work.

This visual documentation serves several purposes:

1. Quality assurance: You can review the VA's workflow to ensure adherence to established procedures.

2. Training resource: These videos can be used to train new team members or refresh existing ones on proper techniques.

3. Process improvement: Watching the videos may reveal inefficiencies or areas for improvement in your current processes.

4. Accountability: Knowing that their work may be recorded encourages VAs to maintain high standards consistently.

For less routine or more nuanced tasks, such as negotiations, Loom videos are particularly useful. They allow you to hear how the VA thinks through problems and approach complex issues. These recordings create a valuable repository of knowledge that helps streamline onboarding for new VAs and reinforces best practices. They also serve as a reference point for ensuring consistency in task execution and adherence to established workflows. Loom videos can be reviewed as needed, providing a way to double-check and resolve issues when things potentially go wrong.

4. Reports needed to oversee the process:

Implementing a reporting system is essential for maintaining oversight of your VA's work. Key reports to consider include:

• Time tracking report: Detailing hours worked on specific tasks or projects

• Task completion report: Listing completed tasks, their priority levels, and time taken

• Project progress report: Showing the status of ongoing projects, including milestones reached and upcoming deadlines

• Performance metrics report: Tracking key performance indicators relevant to your VA's role

• Issues and resolutions log: Documenting any problems encountered and how they were addressed

Remember, it's perfectly reasonable to skip detailed reporting in the early stages. The priority should be on establishing a smooth workflow and effective communication. As your influencer outreach process becomes more sophisticated and your VA becomes more integrated into your operations, you can gradually introduce more detailed reporting to suit your evolving needs.

Review these data points regularly to identify trends, celebrate successes, and address any concerning patterns promptly.

Expanding the VA's role

By delegating routine and administrative tasks to VAs, you can focus on higher-level strategies and creative pursuits.

This not only optimizes your workflow but also enables you to allocate resources more effectively.

Here are some specific, often overlooked ways VAs can contribute:

• VAs can ensure consistent brand presence by scheduling and posting content across multiple social media platforms, adhering to your content calendar without fail.
• They can manage your email communications, including filtering messages, drafting responses, and handling follow-ups, ensuring you never miss important interactions.
• VAs can conduct in-depth research on industry trends, competitor activities, and potential influencers, providing you with actionable insights for strategic decisions.
• Routine tasks like updating contact lists, maintaining CRM systems, and compiling analytics reports can be efficiently handled by VAs, ensuring accuracy and timeliness.
• Delegating customer inquiries and support tasks to VAs can enhance customer satisfaction with prompt and professional responses.
• VAs can compile and format detailed performance reports, making it easier for you to track campaign metrics and derive insights for optimization.

Now, these tasks can be handled even more efficiently when you and your VA are in the same time zone because:

• You benefit from faster response times and improved collaboration during regular working hours.
• Tasks and deadlines are synchronized more effectively, preventing delays caused by time zone differences.
• Urgent issues and last-minute requests are addressed promptly, enhancing overall productivity.

And, the best part is — it’s affordable as businesses can save up to 78% in operating costs annually by working with VAs compared to full-time employees.

This significant cost reduction comes from:

• No need to invest in office space, equipment, or utilities.
• Pay only for the hours worked or specific tasks completed, avoiding full-time salary commitments.
• Eliminate expenses related to health insurance, retirement plans, and other employee benefits.
• Lower hourly rates for routine or unspecialized tasks, allowing you to allocate your budget more efficiently.

Wrapping up

Imagine your business as a well-oiled machine where every person plays a crucial role in its smooth operation.

Delegating influencer marketing to a VA isn't just about cost savings or task offloading — it's a strategic move that can unlock hidden potential and creativity within your team.

Ready to take the next step in optimizing your influencer marketing efforts? Click here to find your first VA on Upwork.

This simple action can help you in freeing up your time and resources to focus on high-level strategy while a skilled VA handles the day-to-day tasks of your influencer campaigns.

Moreover, identifying other tasks that can be delegated, such as ad management, reputation management, affiliate program management, etc., will further optimize your operations and allow you to focus on strategic growth.