Would you love a virtual insurance assistant for your office but don’t think your team will get on board? Or maybe you already have one, and the team—well, they aren’t quite sold. We get it; many of our clients have the same concerns.
However, as leaders, we need to work to get our team to see that they don’t have to be backlogged, burned out, and overwhelmed. Simply put, there are not enough people entering this industry to replace those retiring. We all need to find creative ways to sustain our agencies!
We have created a list of ways to get your team to buy into your virtual insurance assistant. For more tips on finding the right VA partner, onboarding them correctly, and maximizing this new role, be sure to review our How To Hire a VA Process Pack.
How To Drive Virtual Insurance Assistant Buy In
Start With Benefits
Many team members may have opinions on working with an overseas partner. Instead of announcing the partnership, start with all the benefits of working with a virtual assistant partner.
These can include:
- Work hours
- Easy to find qualified talent
- Reduced U.S. Team burnout
- Take lower level tasks off of licensed team members
- Insurance specific options
- Let the VA team take on admin work so the licensed agents can focus on revenue generating activities
- Reduced need for office space
Identify for the Team What They Can Help With
Sharing a list of what a virtual insurance assistant can do is a great start. Oftentimes, agents are surprised how much non-licensed work they may be touching. Don’t be surprised if agents still have challenges.
One common concern we hear is, “Well, they can quote, but I still have to check and refine it.” Yes! However, 80% of the work is already done. Others may feel it’s easier to do it themselves, and that may be true at times. But we need to focus on scaling and keeping licensed agents dedicated to licensed tasks.
Address Common Concerns First
Don’t be surprised if many agents jump to some conclusions that may not be accurate about outsourcing. We tend to go to the worst-case scenario we have ever personally experienced with outsourcing.
Here are some common qualms you can put to rest:
- Time differences
- Language barriers
- Cultural differences
- Training and knowledge
- Not being licensed
- How work will get to them
In our How To Hire a VA Process Pack, we walk you through the perfect answers to these common concerns.
Overcoming the Fear That the Virtual Insurance Assistant Will Be After Their Job
It’s a common fear that when the agency gets VAs, layoffs will start. I have actually never seen this happen – not once. Agencies are looking to reduce stress on the team and solve hiring challenges in the agency.
Now, I have seen agencies replace a licensed role with a VA when someone retires or leaves. No matter how hard we try for the time being, licensed agents still do different roles than non-licensed virtual insurance assistants.
Share Workload Reduction
If your agency followed our advice on identifying tasks a VA can assist with by running an insurance agency activity report from your management system, you now have a clear list of how much work a virtual insurance assistant can take off a licensed agent’s plate.
We recommend running your management system activity report, and if the team is using it correctly, you can aggregate the number of certificates, quotes, endorsements, and more that your licensed team handled over the year. By reviewing a full year’s worth of activities, the team can clearly see how much help a VA could provide!
Be Clear and Repetitive
While you may have been planning for your virtual insurance assistant for two months, the team may just be learning. It takes an adult to hear the same thing 22 times before they remember it. You will need to be clear on what to send to the virtual assistant (we recommend you don’t make it optional but mandate that these tasks go to the VA) and how to send it to the virtual assistant.
The first several times are a learning experience. Once 10 tasks per team member have been sent to the VA, we can better organize.
Integrate Your Virtual Insurance Assistant
Make sure your virtual assistant is on team meetings, included in birthdays, anniversaries, and team parties. They are not just a virtual assistant, they are part of your team. When you integrate them in, you will find your team earns trust and buy in faster. Share the virtual assistants likes, dislikes, family, and hobbies. Make them a team member, not someone overseas.
Start Small & Share Wins
You may not want to start with the VA quoting. You may instead want to start with checking the download or processing an endorsement. When you start with something small both parties can build trust. You can start small and then keep adding to the VA responsibilities.
Ensure that you are always sharing the wins with your team. Don’t be surprised if your team focuses on the challenges, this is new. Counterbalance it with positive feedback.
Conclusion on Virtual Insurance Assistant: How To Get Your Team To Buy In
Embracing a virtual insurance assistant can be a game-changer for your agency. It helps you overcome staffing shortages, reduce burnout, and scale efficiently in an industry facing unprecedented challenges.
While initial resistance from your U.S. team is natural, the strategies outlined—starting with benefits, addressing concerns, sharing workload reductions, and integrating VAs as valued team members—can foster buy-in and build a collaborative, thriving work environment.
By starting small, being clear and consistent, and celebrating wins, you’ll demonstrate the tangible value VAs bring. This allows your licensed agents to focus on revenue-generating activities while maintaining trust and morale.
For more detailed guidance on finding the right VA partner, onboarding effectively, and maximizing this role, check out our How To Hire a VA Process Pack and take the first step toward transforming your agency today. With the right approach, your team will not only adapt but thrive alongside their new virtual colleagues, ensuring long-term success for your business.
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