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How Jason Turned His Struggling Lead Generation Team Into a Deal-Closing Machine

Vitalis Outsourcing > Case Studies > How Jason Turned His Struggling Lead Generation Team Into a Deal-Closing Machine
08 Case Studies

How Jason Turned His Struggling Lead Generation Team Into a Deal-Closing Machine

Summary

Summary Jason owns a real estate business and, like most agents, needed a steady stream of leads to keep deals flowing. He hired a team of Virtual Assistants (VAs) to cold call potential clients and set appointments for his agents. But after months of effort, the results were disappointing. Hardly any appointments were getting booked, and the ones that did had a sky-high no-show rate. His VAs were making calls all day, but nothing was coming from it.

Jason was too busy running his business to micromanage his team, and without proper training or guidance, his lead generation process was falling apart. He knew something had to change. That’s when he partnered with Vitalis Outsourcing.

With expert training, call strategy improvements, and hands-on management, Jason’s team turned things around. They started booking real appointments, engaging better on calls, and converting more leads—without Jason having to step in every day.

Overview

Jason’s biggest frustration was simple: his team was putting in the hours, but the results weren’t there. He had invested in Virtual Assistants to take cold calling off his plate, but they weren’t getting the job done.

The problems were clear:

  • Hardly any appointments were being booked.
  • The few that got scheduled had a huge no-show rate.
  • His team wasn’t following a clear script or strategy.
  • Without proper training, their calls sounded robotic and unconvincing.
  • Jason was stretched too thin to fix the issues himself.

He had two choices:

  • 1. Keep wasting time and money on a broken system.
  • 2. Get the right help to turn things around.

That’s when he found Vitalis Outsourcing, and everything changed.

Results

By the Numbers:

  • 65% increase in booked appointments.
  • 40% fewer no-shows, meaning more serious buyers and sellers.
  • 30% boost in lead conversions.
  • 2x more engagement in cold calls after training and script updates.
What It Meant for Jason’s Business
  • More deals closed – With better appointments, his agents actually had people showing up ready to talk.
  • More efficient team – His VAs were no longer just making calls; they were making calls that worked.
  • Smarter outreach – The new scripts helped them connect with the right prospects instead of wasting time on dead leads.
Key Takeaways from Jason’s Experience

We sat down with Jason to talk about his experience working with Vitalis Outsourcing. Here are his biggest takeaways:

  • I knew my team needed help, but I didn’t have time to train them.
    Jason was too busy managing his business to coach his VAs. He needed someone who could step in and take control of the process.
  • The new scripts made a huge difference.
    Before, his VAs sounded scripted in a bad way—like they were just reading lines. Now, they had a structured but natural way to engage prospects.
  • The no-show rate killed us. Fixing that was a game changer.
    Vitalis Outsourcing introduced strategies to confirm and remind appointments, leading to a big drop in cancellations.
  • The no-show rate killed us. Fixing that was a game changer.
    Vitalis Outsourcing introduced strategies to confirm and remind appointments, leading to a big drop in cancellations.
Before Vitalis Outsourcing

Challenges

  • Low appointment rate despite months of cold calling.
  • Huge percentage of no-shows.
  • No structure or training for the VA team.

Goals

  • Book more quality appointments.
  • Reduce no-shows and get serious buyers/sellers on the phone.
  • Build a structured, high-performing lead generation team.
After Vitalis Outsourcing

Jason partnered with Vitalis Outsourcing to transform his team into a lead-generation powerhouse. Here’s what we did:

  • Full call audit & data review – We figured out why calls weren’t converting.
  • Weekly training sessions – We coached VAs to sound natural and confident.
  • New call scripts – We gave them better ways to connect with leads.
  • Appointment confirmation system – We reduced no-shows with simple but effective reminders.
  • Team restructuring – We replaced an underperforming VA with someone who could get results.
Future Plans

Jason’s lead generation is now on autopilot, but he’s not stopping there. His next goal? Expanding his team and scaling his business even further. With Vitalis Outsourcing handling his lead generation, he can focus on growing his real estate empire without worrying about cold calls and appointment setting.

Struggling to get real appointments? Let Vitalis Outsourcing build your high-performing sales team. Book a consultation today!