Viva: Streamlining Sales Operations with Airscale
Maxime de Marinis
May 22, 2025 I 6 min read
Impact TL;DR
Challenge
Outcome with Airscale
Inconsistent prospect volume
+275% increase in the number of prospects
Data Coverage
90%+ enrichment across critical fields
Complex tech stack
Consolidated into 3 essential tools
Data silos across platforms
One unified, reliable source of truth
Sales Team Efficiency
3-4 hours saved/day from manual research
About Viva
Viva matches exceptional remote Executive Assistants (EAs) with executives at high-growth companies backed by top venture capital firms including Sequoia, Y Combinator, a16z, Insight, and Coatue.
51-200 employees
Business consulting and services
San Francisco
"At Viva, we focus on driving efficiency for our customers and wanted our GTM market to be the same" explains Michelle, Senior Executive Operations at Viva.
The challenge: Data fragmentation was crippling productivity
As Viva rapidly scaled, their sales tech stack became increasingly fragmented: they couldn't efficiently find or trust the data they needed.
"We had both a data enrichment problem and a data orchestration problem," explains Michelle. "Our prospecting team was juggling eight different tools, with five specifically for sourcing, cleaning, and enriching our leads. This resulted in a lot of wasted effort and unnecessary costs."
The consequences were significant:
Wasted time: "Our prospecting team was spending 3–4 hours daily just hunting for basic information."
Data inconsistency: "We had situations where the same field in our CRM showed different values depending on which enrichment tool populated it."
High operational costs: "We were maintaining multiple tool subscriptions with overlapping functionality."
The team needed a solution to cut manual research time, centralize workflows, improve data quality, and lower costs, fast.
The solution: Unifying five tools into one
Viva tested several options before choosing Airscale to consolidate their enrichment ecosystem. The implementation was remarkably fast.
"Airscale's intuitive platform allowed us to be up and running in just one week," Michelle notes. "The team was able to quickly adapt to the new workflow thanks to the user-friendly interface."
Airscale replaced five separate tools, creating a single source of truth for all prospect data. By combining multiple data providers, Airscale delivered significantly higher coverage rates – jumping from approximately 60% to over 90% across critical fields.
Three key use cases: How Viva leverages Airscale
1. Creating a Single Source of Truth for Prospect Data
Before: Viva's prospecting team constantly juggled multiple tools to gather complete information. "We had complex routing logic across different tools, trying to sequence them in priority order and creating unnecessary complexity," Michelle explains.
After: Airscale now serves as Viva's unified enrichment platform, automatically combining data from multiple providers and selecting the most reliable data points.
"With Airscale, we have one definitive source of truth for each field," says Michelle. "This has completely transformed our team's confidence in the data they're working with."
2. Enabling Personalized, Data-Driven Outreach
Before: Limited or inconsistent data meant generic outreach with higher bounce rates and incomplete contact information.
After: With comprehensive company and contact information, Viva's team can now personalize their outreach at scale with greater confidence.
"Airscale gives us immediate context for every new lead," Michelle notes. "We can quickly see critical details like a company's last funding round and how many executive team members they have without manual digging. That makes a huge difference for both speed and personalization."
The team has observed a notable decrease in email bounce rates since implementing Airscale, thanks to more accurate and up-to-date contact information.
The enriched data allows them to tailor their approach based on firmographics like:
Company size and growth stage
Funding history
Executive team structure and headcount
3. Streamlining CRM Data Management
Before: Maintaining clean data in their CRM was a constant struggle.
After: While Airscale doesn't automatically deduplicate records, it provides the tools and data points needed for effective CRM cleanup.
"Airscale played a crucial role in our major CRM cleanup initiative," explains Michelle. "By enriching our contacts with unique LinkedIn identifiers, we were able to find and consolidate duplicate records in HubSpot much more efficiently."
Airscale's impact on Viva's sales strategy
Airscale transformed Viva's prospecting operation across multiple dimensions:
Reclaimed time: "Our team saves a tremendous amount of time by eliminating manual updates. Tasks that were weighing people down, like contact research, are now completely automated. That's 15-20 hours per week that can now be redirected to revenue-generating activities."
Dramatic increase in volume: "We saw a 275% increase in prospecting volume. The growth was so significant that we had to change our lead distribution strategy.”
Enhanced data quality at scale: "Our data coverage improved from approximately 60% to over 90% across critical fields, and our team can confidently reach out to thousands of prospects knowing they have accurate, complete information."
Simplified tech stack: "We went from eight tools to three, with Airscale replacing five separate enrichment tools. This simplified workflow means our team can focus on a single interface rather than constantly switching contexts."
Fast implementation: "The platform's intuitive design meant we were up and running in a week."
Beyond the metrics
For Michelle and the Sales team at Viva, the value of Airscale extends beyond just efficiency gains and cost savings.
"When your prospecting team can access reliable data instantly, it fundamentally changes how they work," Michelle explains. "Our team spends less time on frustrating research tasks and more time on meaningful work. The platform's intuitive design means everyone can confidently use it regardless of their technical background."
The user-friendly interface and comprehensive data have fostered greater independence within the team. "Team members who previously struggled with orchestrating so many tools are now confidently navigating prospect information without needing technical support," notes Michelle.
Looking ahead: Building on success
Viva continues to deepen their integration with Airscale, focusing on:
Further refining their lead generation and prospecting workflows
Exploring additional data sources to enhance coverage even further
Developing more sophisticated personalization strategies based on enriched data
"Airscale has become a strategic advantage, not just another tool." Michelle concludes. "It's made us leaner and more effective at scaling our outreach efforts."
Every organization's data challenges are unique, but the common thread is clear: when your team has immediate access to reliable data, everything else improves, from productivity to job satisfaction to quality of work.
Maxime de Marinis
