Why Marketing Agencies Spend 15+ Hours Per Week Without a GoHighLevel Virtual Assistant

It was a Tuesday afternoon. The owner of the agency - we’ll just call him Rayan - sat down at his computer to face three tabs opened on the screen.

The first was his GoHighLevel CRM, where there were 47 contacts with no tags yet applied. The second was a workflow that stopped firing two days ago - he didn’t know exactly when. And the third one was an email from the client inquiring why his leads haven’t got any messages since Monday.

Rayan was definitely not a bad agency owner. He was quite good at strategy, relationships with the clients, and selling. But Rayan spent all his most productive hours doing something that had nothing to do with all of those.

Do you feel like you’ve already heard this?

Well, it is the silent problem which most marketing agencies face right now. No shortage of clients. No bad offer. Just the avalanche of operational activities in GoHighLevel, which never stops - but without anyone who will take care of it.

And this problem can be solved by hiring a GoHighLevel VA.

Where Do Those 15 Hours Really Go?

Agency owners often do not fully understand just how many hours they waste on GHL operations until they really calculate it. This is how the hours go every week:

CRM cleanup and management takes up to three hours. Contacts that have no tags, duplicate profiles, incorrect pipeline stage - something has to be done. If there’s no GoHighLevel VA doing this job, you are that person.

Workflow troubleshooting takes two to four hours as well. Some automation fails silently. Trigger stops working. Sequences skip steps. You need to find the problem and fix it, spending lots of time exploring GoHighLevel settings which take you out of any work flow completely.

Monitoring follow-ups takes one to two hours. Checking if the lead received the message, if the SMS sequence fires normally, if open rate for emails looks fine - all that has to be done.

Changes to funnel and pages take one to three hours. There is a request for a new offer to be added to your landing page. The button does not work in mobile view. The form stopped accepting submissions. Each change makes you switch to something less important.

Setting up and onboarding clients into their own sub-accounts takes three to six hours per new client. Pipelines, workflow, funnels, email templates - setting everything up anew for each new client is one of the most significant time sinks in any scaling agency.

Adding everything up, fifteen hours is actually quite an understatement. Many agency owners are wasting twenty or even more hours a week on things that a GoHighLevel VA can easily do for you.

What a GoHighLevel VA Really Does

A GoHighLevel VA is not a generic assistant who just knows something about GHL. It is a professional who knows the platform inside out and takes care of its operational aspects so that you wouldn't have to deal with that yourself.

This is how GoHighLevel workflow management should be run by a VA:

All new leads are appropriately tagged and put into the right stage of the pipeline, all audited and corrected each day automatically. All workflows are routinely checked and tested to avoid errors leading to lost leads. Each client sub-account is created promptly upon client onboarding. All funnels are updated on the same day with no disruption to your schedule.

But there are advantages in working with a GoHighLevel VA other than saving your time. When a professional manages your GHL system, your deliverables will improve. You will have more efficient automations and cleaner CRM data. Your clients will achieve better results which, in turn, will keep them longer and refer you more.

The True Cost of Lacking One

This is the kind of math most agency owners fail to do.

If you are charging your clients $50 an hour in terms of value and you are putting in 15 hours a week into GHL-related duties, then you are wasting $750 of productive power each week. This adds up to $3,000 a month, or $36,000 in a year. These are hours you could otherwise spend elsewhere.

The average price per hour of a good GHL VA ranges between $10 to $30 based on experience. Even at the higher figure, the cost of employing a part-time VA is much less than the value of the hours put in.

It is simple math in the end. It just takes some letting go - and trusting that someone else will handle the GHL duties as efficiently as you do, if not more so.

Ways to Save Time Using a GoHighLevel Virtual Assistant

To maximize the benefit that you will derive from using the GoHighLevel virtual assistant, there are some steps that should be taken prior to engaging their services. They include:

Record your tasks before delegating. Make a list of the tasks that you perform on GoHighLevel. This is even just a rough record for the purpose of determining which tasks to delegate first.

Delegate the task taking up the most of your time. You need not take up all the tasks at once. Start by assigning the task taking up the largest amount of your time; this might involve CRM management or workflow monitoring.

Develop a basic standard operating procedure. A one-page SOP on how you expect a task to be carried out will eliminate any uncertainty and ensure that the end result is of high quality from the very start.

Schedule weekly check-ins. A fifteen-minute call or video update will keep you up to date while not requiring you to go back into operations which you have delegated already.

Grant permission, then trust the system. Grant the role to your GoHighLevel VA in your team and let him or her do the job. Any attempt to micromanage a VA is counterproductive by definition.

Tasks to Delegate to Your GoHighLevel VA This Week

Here is where you should start delegating; here are the tasks that save you the most time:

• CRM daily audit - tags, pipeline stages, duplicates

• Workflow weekly test - dummy contact through all live automations

• Tagging and adding of the newly acquired leads to pipeline

• Monitoring of emails and texts sequences and fixing errors

• Setup of client subaccounts in GoHighLevel

• Funnel and landing pages update + mobile testing

• Testing of calendar integration and booking process

• Weekly report of performance - leads, booking, email/text open rate

• Integrations status check - Stripe, Twilio, Facebook, Google

• Management of reengagement campaign for cold leads

Agency Owner Without VA vs. With GoHighLevel VA

This is not only about efficiency; it is about the contrast between an agency which is caught up in its daily operations and an agency which is developing.

Conclusion

Our agency owner, Rayan, ended up hiring a GoHighLevel virtual assistant. In less than two weeks after hiring a GoHighLevel VA, his CRM became completely organized, all his processes have already been tested and are working fine, and his clients receive better follow-up than ever.

He received back eighteen hours in one week.

Hiring GoHighLevel VA is not a theory; it is something which will immediately change your agency for good if you have tried managing the operations of GHL yourself.

You have not set up your agency to spend your days fixing problems in workflows and organizing CRM. You have set it up for development. Hire proper support services for GoHighLevel and get back to business.

Questions & Answers

Q: How many hours of time does a GoHighLevel VA usually save for an agency owner each week?

The average GoHighLevel VA will free up an agency owner 15-20 hours per week that was once dedicated to CRM management, workflow fixes, and the creation of client sub-accounts.

Q: What task should a GoHighLevel VA be first tasked with?

Begin with daily CRM audit and workflow checks - these two will save the most amount of time and make the biggest difference right away.

Q: Can a GoHighLevel VA handle multiple client account GHL services?

Indeed, a proficient GoHighLevel VA can manage multiple client accounts at once and represents a good way to cut costs for agencies working with more than five or ten clients.