To help your marketing agency run like a well-oiled machine, this SOP is designed to maximize a 4-hour window. Since your VA is part-time, the key is strict time-blocking and clear priorities.

SOP: Daily Operations & Lead Management

Role: Virtual Assistant

Schedule: 3–4 Hours Daily

Primary Tools: HubSpot, Google Workspace, Slack, Project Management Tools (Asana)

Hour 1: Housekeeping & Syncing

Goal: Clear the decks and ensure the CEO/Team is set up for success.

• Inbox Triage:
  • Archive/file "FYI" emails and newsletters.
  • Flag urgent client requests in Slack.
  • Draft replies for routine inquiries (save in drafts for your approval).
• Calendar Audit:
  • Confirm all meetings for the next 48 hours.
  • Ensure every calendar invite has a Zoom/Google Meet link and a clear agenda.
  • Proactive Buffer: If back-to-back meetings are scheduled, notify the CEO to see if any need rescheduling.
• Daily Reminder Brief:
  • Send a "Daily Brief" via Slack by 8:00 AM EST.
  • Include: Top 3 priorities, any urgent deadlines, and a snapshot of the day’s meetings.

Hours 2–3: Lead Generation & CRM Management

Goal: Growth and pipeline health. This is a "buffer" hour; if housekeeping runs long, this is shortened, but it should never be skipped entirely.

1. Lead Sourcing (The Hunt)

• Search for leads based on our Ideal Customer Profile (ICP).
• Check LinkedIn notifications for trigger events (e.g., a target lead started a new job or posted about a pain point).
• Check Clay for prospects.
• Scrape/Copy details for 5–10 new prospects daily.