Fifteen hours per week is where a law enforcement fitness VA starts running defined business development functions alongside core operations. At this tier your VA manages scheduling, PFT tracking, email management, social media, and - for the first time - proactive outreach to police departments, academies, and municipal wellness programs. The difference between 10 and 15 hours is the shift from reactive task coverage to initiating business growth activities.
If you are ready to add department clients to your revenue mix while keeping individual candidate and officer coaching running smoothly, 15 hours gives you the bandwidth to do both.
What Gets Done in 15 Hours
Fifteen hours builds on the 10-hour scope and adds department outreach, deeper social media management, and a structured lead nurture sequence.
- Client scheduling (2 hrs/week) - Complete calendar management for 20-30 active clients on rotating shift schedules. Booking sessions, managing group program slots, processing reschedules due to shift conflicts or overtime, and coordinating any shared session times for officers from the same department.
- PFT candidate tracking (2.5 hrs/week) - Tracking 20-25 candidates across all PFT events. Weekly benchmark logging, individual progress charts, event-level performance flags, and a bi-weekly summary report you can share with candidates and department liaisons. Tracking target agency standards for each candidate.
- Email inbox management (2 hrs/week) - Full inbox coverage with a same-day response goal during VA working hours. Handling candidate inquiries, department contact emails, program questions, scheduling confirmations, and payment follow-up.
- Department and academy outreach (2.5 hrs/week) - Researching local and regional police departments, academies, sheriff offices, and municipal wellness programs. Running a structured outreach sequence with first contact, a value-first follow-up, and a call booking ask. Maintaining a contact CRM in a spreadsheet or basic tool. Targeting police chief wellness contacts, academy directors, and HR managers.
- Social media management (3 hrs/week) - Scheduling 4-5 posts per week across Instagram and Facebook. Content includes PFT prep tips, officer candidate success stories, training footage, and department partnership features. Writing captions using your voice. Managing all comments and DMs using your approved guidelines.
- Lead intake and follow-up (1.5 hrs/week) - Processing all inbound leads within 4 hours during VA hours. Running a 5-touch 14-day follow-up sequence for unresponsive leads. Tracking all prospects in a pipeline document with stage, last contact, and next action.
- Weekly reporting (1 hr/week) - A short Monday report: new leads, active candidates, PFT benchmark averages, outreach contacts made, social performance, and any open client issues.
- Administrative tasks (0.5 hrs/week) - Roster maintenance, intake form filing, document organization, and miscellaneous admin.
Sample Weekly Schedule
| Day | Task | Time |
|---|---|---|
| Monday | Weekly report, inbox, lead intake and follow-up | 3 hrs |
| Tuesday | PFT tracking, scheduling, department outreach | 3 hrs |
| Wednesday | Social media scheduling, inbox, lead follow-up | 3 hrs |
| Thursday | Department outreach, PFT reports, scheduling | 3 hrs |
| Friday | Social engagement, admin, overflow | 3 hrs |
Three-hour daily blocks prevent any task from accumulating backlog while keeping each function on a regular cadence.
What Gets Cut
Fifteen hours covers core operations and department outreach but leaves several high-effort tasks off the table.
- Email marketing campaigns - Building, segmenting, and sending newsletters or automated nurture sequences to your full contact list requires more time than this scope allows.
- Video production - Editing training footage, producing testimonials, or creating YouTube content stays outside this scope.
- Paid advertising - Running Facebook or Google ads targeting officer candidates or departments needs a specialist or additional hours.
- Retention campaigns - Structured re-engagement workflows for lapsed clients or post-program alumni need more bandwidth.
- Curriculum and program development - Writing or updating your PFT prep materials, officer wellness guides, or coaching resources stays with you.
When to Upgrade
Move to the 20-hour scope when:
- You want email marketing campaigns added to your lead nurture and department outreach sequences.
- PFT tracking volume exceeds 25 candidates and your VA reports time pressure on that function.
- You are ready to launch a department wellness program partnership and need more admin support to service it.
- Social media DMs are growing beyond what 3 hours per week absorbs.
- You want video content formatted and published consistently alongside your posting schedule.
HBR research shows CEOs spend 72% of work time in meetings - 15 hours of VA coverage meaningfully reduces the admin component.
Frequently Asked Questions
How does department outreach differ from reaching individual officer candidates?
Individual candidate outreach is lead-based and conversion-focused - you are selling a program directly to the person who will use it. Department outreach is B2B - you are reaching a decision-maker who will allocate budget or endorse your program for their officers. The language, timing, and follow-up cadence are different. Your VA should use separate outreach templates for each audience and track them in separate pipeline stages.
What information should go in the PFT bi-weekly report?
Each candidate's report should show their current scores versus their target department's standards for each event, week-over-week change, an overall pass probability estimate, and the top one or two events where focused work will have the biggest impact. Keep it to one page. Candidates respond to clear, visual progress data that connects directly to whether they will pass their test.
Can my VA contact police departments cold via email?
Yes. Law enforcement fitness is a legitimate wellness service and cold outreach is appropriate. Your VA should lead with a specific value point - PAT/PFT pass rate data, officer injury reduction statistics, or a relevant program outcome from your existing clients - before mentioning your services. Department wellness contacts get a lot of vendor emails; specificity and relevance get responses.
How long does it take to start landing department inquiries from outreach?
Department decision cycles are long. First contact to a discovery call typically takes 4-8 weeks. First contact to an active program agreement takes 2-4 months. Your VA runs outreach consistently in the background so the pipeline is always building. Expect the first department inquiry to come in within 30-60 days of sustained outreach, assuming your program has clear results to point to.