Meeting logistics: Every Monday via Google Meet or Zoom. Same link every week. 15 minutes, no longer. For a Filipino VA, the best time is Monday 4 to 5 PM Pacific which is Tuesday 7 to 8 AM Manila time. Set a recurring calendar invite so it is never forgotten. If she misses the meeting without 24 hours notice, that is a Strike 1 offense (see Accountability Policy).
The shared accountability rule — read this before every meeting: Before you hold her accountable for low numbers, ask yourself honestly: did I bring in enough quality leads for her to work this week? Her conversion is her responsibility. Lead volume is yours. If conversations are low because there were no guide opt-ins, no new followers, and no content driving DMs, that is a content and ads problem, not a setter problem. Always separate the two. If conversations are high but calls pitched are low, that is a setter problem. If conversations are low across the board, look at your lead sources first.
The Meeting Agenda (same every week)
Step 1 2 min
Start with a Win
She shares one win from the previous week. A great conversation she had, a call she booked, a prospect who opened up. Start positive every time, even if the week was tough. This builds morale and trains her to look for what is working, not just what is not.
You say: "Before we look at numbers, tell me one win from last week. Anything that went well, big or small."
Step 2 3 min
Last Week's Numbers
Review the previous week's EOD report totals together. Go through each metric. No judgment, just facts. You are looking for patterns, not punishing bad weeks.
| Metric | Target | Actual | Notes |
|---|
| Conversations started | 15/day | ___ | |
| Follow-ups sent | 15/day | ___ | |
| Calls pitched | 2/day | ___ | |
| Rapport calls booked | 2/day | ___ | |
| Rapport calls ran | ___ | ___ | |
| Sales calls booked | ___ | ___ | |
| Closes | ___ | ___ | |
Watch the calls pitched number closely. If conversations are high but calls pitched are low, she is qualifying but not pitching. That is the Ishshah pattern. Address it immediately.
Step 3 3 min
This Week's Targets
Set specific targets for the coming week together. She should be able to say whether the targets are realistic based on what she knows about her current pipeline. If she thinks a target is too high, hear her out. If she is just avoiding it, push back.
Ramp schedule for targets:
Weeks 1-2
0
No targets. Learning only.
Weeks 3-6
5
Rapport calls booked per week
Week 7+
10+
As volume grows and she ramps up
Important: Targets that are too unrealistic cause setters to give up entirely. Start achievable, then raise the bar as she improves.
Step 4 3 min
Pipeline Review
She walks you through her current pipeline. Who is warm, who needs a follow-up, who is ready to pitch but she has not pitched yet, who went cold. This is where you identify people she is stuck on or avoiding.
- How many people are in In Conversation stage right now?
- How many are in Wants Help but have not been pitched yet?
- Who in Follow Up / Nurturing has not been touched in 2 weeks?
- Are there any guide opt-ins from the past week she has not followed up on yet?
Step 5 2 min
Conversation Review
You pick one DM conversation from her week and walk through it together. Could be a win (to reinforce good behavior) or a miss (to correct it). During the first 30 days do this every other day via Loom video. After 30 days, one conversation per weekly meeting is enough.
During the first 30 days: Record a 3 to 5 minute Loom video reviewing one of her conversations every other day. Send it to her on WhatsApp. This is the highest leverage training you can do and it directly prevents the drift that caused the Ishshah problem.
Step 6 2 min
One Focus for the Week
End every meeting with one specific thing to improve or focus on. Not five things. One. Clear and actionable.
Examples: "This week I want you to pitch every qualified prospect within 2 messages of confirming urgency, do not wait." / "This week focus on following up with every guide opt-in from the past 10 days." / "This week work on your call pitch wording, let's practice it right now."
Monthly Check-In (first Monday of every month)
Once a month, extend the meeting to 30 minutes and add these two items:
- Month review: Total closes, total calls booked, total bonus earned. Celebrate wins. Acknowledge what was hard.
- Her goals check-in: "Are you hitting the income you were hoping for? What would help you earn more?" This keeps her engaged and shows you care about her growth, not just your numbers.
If She Misses the Meeting
24 hours notice required for any absence. If she misses without notice: Strike 1 warning sent that day via WhatsApp. If it happens twice in a month: Strike 2. Three times: this is a performance issue that goes into the accountability review. The meeting is non-negotiable because it is the accountability loop that prevents everything from falling apart.
WhatsApp Structure
Create one dedicated WhatsApp group for work only. Just you and her. Everything goes there: daily EOD reports, quick questions, Loom video links, weekly meeting reminders. Keep it professional and separate from personal messages. This also creates a written record of all communication if you ever need it.
The Monday message she sends you before the meeting: Every Monday before your meeting she sends her previous week's totals in WhatsApp so you have the numbers in front of you before the call starts. Format: Conversations: ___ / Follow-ups: ___ / Calls pitched: ___ / Calls booked: ___ / Closes: ___ / How I'd rate my week (1-10): ___