Light grey background with a subtle, faint grid pattern of curved and straight lines.

A Case Study by The Hour

Virtual Assistant Support for a Marketing Agency – Lead Management & Client Communication

A light blue to white gradient background.

Company Overview

Creative Agencies Deserve Better Back Office Support

THE HOUR helps digital marketing agencies grow faster by reducing the time spent on admin, lead follow-ups, and client coordination. Our virtual assistants handle prospect tracking, CRM updates, inbox management, and meeting coordination so agencies can focus on delivering results.

We work with branding studios, SEO agencies, social media firms, and full-service creative agencies.

Tired of chasing leads and juggling follow-ups?

Hire a VA Now

Schedule a Free Consultation

The Client

Supporting a Growing SEO & Content Marketing Agency

This U.S.-based agency was scaling rapidly but struggling to manage a growing list of leads and ongoing client interactions. Their in-house team was focused on strategy and delivery but backend communication was falling through the cracks.

The Challenge

The agency faced these recurring issues:

Untracked Leads

Leads from web forms and cold emails weren’t being followed up consistently.

Missed Follow-Ups

High-potential prospects went cold due to delayed replies.

Overloaded Calendars

Account managers spent too much time booking and rescheduling meetings.

The Solution

THE HOUR provided a trained marketing-focused virtual assistant to support daily operations:

Lead Tracking & CRM Entry

Logged all incoming leads into HubSpot and tagged by source and status.

Automated Follow-Ups

Sent personalized emails and reminders 24–48 hours after initial contact.

Calendar Coordination

Managed team calendars, scheduled client calls, and handled reschedules.

Inbox Management

Filtered urgent vs non-urgent emails, flagged client concerns, and responded to routine queries.

Proposal & Contract Follow-Up

Tracked pending proposals and sent nudges to prospects.

Client Onboarding Support

Sent welcome kits, setup forms, and status updates after deal closure.

The Verdict

Here’s what changed after working with us more time saved, less cost, and a stronger team.

Get Started

Light-colored background with a central glowing blue dotted pattern.

Lead Follow-Up Rate

90%

Less Calendar Workload

60%

Client Onboarding Completion

100%

A rounded, light grey box with a 'E-Commerce' label, outlining services like Order Processing, Product Listing, and Customer Support.

A rounded, light grey box with a 'Healthcare' label, detailing services such as Patient Scheduling and Eligibility Verification.

A large, semi-circular blue background shape with a dotted pattern.

A rounded, light grey box with an 'Insurance' label, mentioning services like Certificates of Insurance and Policy Renewals.

A rounded, light grey box with a 'Real Estate' label, describing services including Property Listing and Lead Generation.

A rounded, light grey box with a 'Recruitment' label, indicating services like Sourcing and ATS Management.

A rounded, light grey box with a 'Data Annotation' label, listing services such as Image Annotation, Video Annotation, and Audio Annotation.

Contact us

Let’s Build Something Smarter Together