How We Built a Self-Storage Acquisitions Team Using Virtual Assistants

At StorageLife, we know that building an effective acquisitions team is one of the most critical steps in scaling self-storage investing. But for many, the idea of building a team from scratch, especially one that relies on self-storage virtual assistants, can feel overwhelming. The truth? With the right system, processes, and expectations, you can build a powerful acquisitions machine that works whether you're brand new or looking to grow your portfolio.

This post will walk you through exactly how we built our acquisitions team using virtual assistants (VAs), the systems we use, and how you can replicate it.

Why Virtual Assistants for Self-Storage Investing?

Self-storage as an investment offers a unique opportunity: it combines consistent cash flow with long-term equity growth. But none of that happens without deal flow. And consistent deal flow requires consistent outreach.

Cold calling, data entry, and follow-up systems can easily bog down even experienced investors. That’s why virtual assistants make such a big difference. With the right training and systems, they can take care of the repetitive, but vital, parts of your business.

Our Early Mistakes (And What We Learned)

It took us years to build an acquisitions funnel that actually worked. Early on, we made the same mistakes many self-storage investing newcomers make:

• Relying on sticky notes and Google Sheets.

• Not following up consistently.

• Not tracking or prioritizing leads properly.

We lost deals. Big ones. Deals that would have made us hundreds of thousands. And the problem wasn’t a lack of leads - it was poor organization and follow-up.

We realized something critical: the follow-up process is the most important (and most overlooked) part of self-storage investing.

The Foundation: VA Roles and Responsibilities

Here’s how our current VA structure looks:

Tier 1 VAs:

• Source leads via Google Maps and online databases.

• Identify mom-and-pop storage facilities (e.g., limited/no online presence).

• Record key data: location, phone number, ownership info, whether the facility has a website, number of units, etc.

Tier 2 VA (Manager):

• Oversees Tier 1 VAs.

• Filters and verifies quality leads.

• Inputs qualified leads into Podio CRM.

In-House Acquisitions Lead:

• Handles warm/hot leads.

• Underwrites deals and negotiates directly with sellers.

• Sends and tracks offers.

Our Deal Funnel Process

We use a simple but effective process:

1. Market Selection: Choose a state or metro area.

2. Data Mining: VAs search Google Maps and public records.

3. Cold Calling: VAs make 180–280 calls per week.

4. Lead Categorization: Interested / Not Interested / On Market / Wants Too Much / No Answer.

5. High-Priority Leads: Daily follow-ups by in-house team.

All leads are logged in a shared Excel document and Podio CRM. High-priority leads are updated daily and reviewed every morning by our acquisitions lead.

Why It Works

We finally saw traction when we made one major shift:

Instead of only calling for “yes” or “maybe” sellers, we began building a comprehensive Rolodex of all facilities contacted, even if they weren’t interested. Now we have:

• A database of 10,000+ facilities.

• Filters for website presence, facility size, owner contact info.

• Segmented lists for self-storage marketing letters, follow-up calls, and seller finance campaigns.

This list is a long-term asset for our future self-storage syndication efforts and future outreach.

KPIs We Track Weekly

Key performance indicators (KPIs) help us understand what’s working. Here’s what our team tracks:

• Number of dials per VA.

• Number of owners spoken to.

• Number of interested leads.

• Number of offers made.

• Number of leads requesting "too much."

Tracking these metrics helps us see which VAs are producing results and where our bottlenecks are. It also gives us clear data on how many touches it takes to close a deal—vital info in self-storage investing.

Podio CRM: Simplifying Lead Tracking

We transitioned from spreadsheets to Podio CRM, which allows:

• Automation of lead stages: New → Interested → Offer Sent → Under Contract.

• Notes and attachments for each facility.

• Integration with texting and email tools.

While Podio is great, we still rely heavily on our Excel master list. It gives us more flexibility for filtering leads by size, location, and status - ideal for sending out a self-storage marketing letter or planning a targeted campaign.

Building the Right Mindset for Success

Hiring a VA isn’t just about delegation. It’s about commitment. We pay our VAs $10–11/hour and treat them like part of the team. Why? Because one solid deal pays for a year of their salary.

For example, a former VA found us a $500,000 off-market deal that we could have wholesaled for $100K. We decided to keep it and are on track to make $800K+ instead. That VA cost us $19,000 for the year. Was it worth it? Absolutely.

Advice for New Investors

If you’re just learning how to start a self-storage business, here are our recommendations:

1. Start Small: Hire one VA and build your system around them.

2. Track Everything: Use Google Sheets or Excel at first. Then upgrade to a CRM.

3. Focus on Follow-Up: Make it your daily priority.

4. Use KPIs to Guide Growth: Know what’s working and scale what performs.

5. Look Beyond Your Backyard: Expanding your target markets increases deal flow.

Real Results: What Cold Calling Can Do

In the last year alone, cold calling has brought us 6 - 7 closed deals. Many started with sellers who initially wanted too much. But we stayed in touch, made regular follow-ups, and built rapport.

This system also positions us perfectly when sellers are finally ready - or the market shifts. We already have the relationship.

Going Beyond the Call: Diversifying Outreach

Though cold calling is our bread and butter, we’re expanding into:

• Website and email marketing.

• Drip campaigns via Podio.

• Direct mail using segmented lead lists.

• Educational outreach through our self-storage investing course.

These methods allow us to nurture leads over time and stay top-of-mind.

Final Thoughts

Whether you want to go solo or scale, building a systemized acquisitions team is a game-changer. And virtual assistants make it possible, even on a modest budget.

At StorageLife, we teach you not just how to invest in self-storage, but how to scale smartly. We help students build proven systems that generate consistent leads and long-term equity.

Want to fast-track your growth? Join our self-storage mentorship or explore our self-storage mastermind to plug into the strategies that are working right now.

StorageLife is where experienced operators and aspiring investors come together to learn, grow, and close more deals. Let’s build your team, and your future, together.

Your next self-storage deal starts with a phone call. Make sure it doesn’t fall through the cracks.