BPO Services for Marketing Agency: A Comprehensive Guide

Did you know that, according to the global study, Marketing Agencies spend up to 60% of their time on routine tasks like searching for information, managing social media, handling feedback, etc., rather than focusing on strategic growth. They are usually overwhelmed with an avalanche of routine tasks, which cover both the company’s internal service operations and handle the customer-facing requests. Therefore, precious time is just wasted instead of being turned into revenue.

This being said, Marketing Agencies often turn to BPO (Business Process Outsourcing) marketing support to ease the burden of those time-consuming routine tasks. As an Outsourcing Agency ourselves, here at VAfromEurope we deal with various requests from the companies, and they fall under a couple of categories. Read more about our typical marketing requests: (https://vafromeurope.com/2017/04/11/our-customers-requests-part-3/)

Typical BPO Requests from Marketing Agencies

– Weekly Results Tracking. Both Budget and Metrics tracking belong here.

– LinkedIn management using AI.

– Creating monthly Newsletters for the employees and clients.

– Research, including Freelancer’s research.

– Administrative tasks (including email management and task control).

– Social Media Management.

Outsourcing for Marketing Agencies

For a start, it is worth mentioning that each customer works with a dedicated Assistant, who works with the company daily and, therefore, is familiar with the exact company business processes. Moreover, the Assistant familiarizes themselves with the company’s brandvoice and audience preferemces to make sure the outcome alignes with the company’s core values.

So, let’s dive into the realm of assignments our Assistant does and the benefits the company gets.

1. Weekly Tracking and Budget Optimization 
Benefits: This helps analyze and plan paid promotion and channels, while enhancing cost-efficiency.

Budget and Metrics tracking is a fair share of the tasks outsourced to our Assistant. Using the annual budget in Excel, our Assistant enters weekly expenses that are reflected in the Expensify app. That allows us to check how we spend the budget, what we still need, and what kind of expenses we can avoid (like paid subscriptions for apps the company no longer uses). Therefore, this helps the customer avoid irrelevant expenses and optimize the budget. (More about budgeting here: https://vafromeurope.com/2024/02/09/the-role-of-virtual-assistant-and-the-budget-planning/)

2. LinkedIn Management and Lead Generation
Benefits: Up to 80% of B2B leads come from social media including LinkedIn, therefore the client gets results while saving time.

LinkedIn lies within the scope of our daily assignments. Our Assistant also tracks weekly requests. Reviewing the company manager’s LinkedIn profile, a Metrics update is generated to track the number of requests per week, emails, and subscribers on LinkedIn.

Using ideas and topics selected by the customer for inspiration and alignment with their CEO’s persona, our Assistant creates relevant posts that reflect their tone. These posts reflect their style, experience, and achievements. Finally, the Assistant drafts the personalized post in SuperGlow for the client’s review and approval. In other words, our Assistant handles the LinkedIn account, covering lead generation, searching for relevant posts, and content management.

3. Drafting Newsletters 
Benefits: An Assistant takes the mundane and time-consuming tasks off the customer’s plate.

As part of the regular workflow, the Assistant helps create monthly newsletters using ActiveCampaign—a versatile platform for email creation, contact management, and performance tracking. The content is generated and tailored to each brand, and is paired with mission-aligned visuals. The Didecated Assistant sources and edits images, enhancing them with filters, charts, or infographics, and compiles everything into a cohesive layout. Once finalized, the draft is submitted for client review.

4. Research
Benefits: The customer gets the list of leads or vendors without having to bother about the process.

The amount of time marketers spend on research-like activities can reach up to 48%. Research tasks for marketing customer are typically focused on identifying similar companies for investment, using tools like Apollo—a robust sales intelligence platform that allows filtering by criteria such as size, industry, or location. Then, after analyzing the data, our Assistant adds these leads to cold outreach.

In addition to lead generation, research also covers sourcing vendors for events or branded merchandise. Research also extends to finding staff for project design, where Assistants handle sourcing, initial communication, and follow-ups, ensuring a smooth process for the client.

5. Administrative Tasks Outsourcing 
Benefits: Many tasks are done smoothly, with the possibility to focus on strategic things and scale up promptly.

Email management is deeply interwoven with all the business processes — whether coordinating large merchandise orders for the customer or launching an email campaign. Simultaneously, an Assistant manages multiple tasks throughout the week, providing daily or weekly reports depending on the project phase.

In addition, an Assistant handles all Excel-based reporting and calculations — be it updating construction-related financials or verifying budget allocations.

Using prior-year spreadsheets and client-provided invoices via email, our Virtual Marketing Assistant confirms account names, amounts, and monthly write-offs to ensure everything aligns accurately. More about administrative tasks here: https://vafromeurope.com/2022/01/18/tasks-to-be-delegated-to-a-va-agency/

6. Social Media Management 
Benefits: You glow on social media while you go with the flow.

Social media presence is a must in today’s digital world. Hence, SM support is also pivotal. Why do Assistants get involved? Creating a monthly content plan, checking each post for relevance, creating images for publications, adding the finished result to the SuperGlow are among their everyday tasks.

Tools our Assistants use regularly:

We work with a comprehensive suite of cutting-edge marketing and business development software systems to ensure efficiency and precision.

• Excel: For detailed budget tracking and year-long financial oversight, integrating with tools like Expensify to clearly show spending and identify irrelevant subscriptions.
• Calendly & Email Trackers: Integral for metrics tracking, allowing us to monitor weekly requests and engagement.
• LinkedIn & SuperGlow: For social media strategy and post management. We leverage Custom GPT for AI-driven content generation, tailoring posts to your specific brand voice and leader’s achievements.
• Active Campaign: Our go-to for monthly newsletters and campaigns, offering robust features for content creation, audience segmentation, automated email sequences, and activity tracking.
• Adobe & Canva: Essential for creating compelling visuals, from editing articles to designing graphics, charts, and infographics that align with your brand’s aesthetic.
• Apollo & Smartlead: Tools for research and cold outreach, enabling precise lead generation and automated campaign execution.
• LinkedIn Sales Navigator: For connection building, list creation, and detailed contact analysis Dropbox: Ensures easy and quick access to all essential files for campaigns, newsletters, and visual content.
• Riverside: For video editing, creating short, engaging clips from podcasts for social media or YouTube, fostering a closer audience connection.

Consequently, the Customer support specialists at VAfromEurope are familiar with a variety of services and applications, which turn them into an invaluable tool for streamlining processes. Moreover, working with different tools and apps allows our Assistants to adapt swiftly and learn new tools in no time. If small companies and start-ups do not know where to start in the ocean of tools, applications, and free/paid subscriptions, there is no room for panic. Using our experience, we’ll help you find the solution.

The list of the benefits your company gets

Cost-efficiency: Choose a Package (https://vafromeurope.com/virtual-assistant-plans-prices/).

Scalability: You can extend hours or add new tasks smoothly.

Tool availability: We work with the tools you already use — or help you choose the best ones

Dedicated Assistant who works with you daily.
Cost-efficiency and the ability to multitask are among the top reasons to outsource. Nevertheless, the benefits of outsourcing to the agency are not limited to that. One of the crucial reasons to turn to a third-party company is the ability to scale up fast.

What’s more, getting an Assistant from a reliable company eases the burden of having to train the new hire. The equipment and other expenses are also on us. All you need to do is extend your subscription hours and clarify the tasks.
All in all, these are just a tiny bit of tasks you can outsource to VAfromEurope Assistant. More about administrative support can be found in our blog (https://vafromeurope.com/2022/02/11/top-3-reasons-why-companies-hire-virtual-administrative-assistants/) You might be thinking about getting an assistant, but are not sure where to start? Then give us a call for a quote.

Working with VAfromEurope means you don’t need to worry about equipment, recruitment, or subscriptions. Just delegate your tasks, and we’ll take care of the rest.