While working as a virtual assistant (VA) for the last 2.5 years, I started to specialise by working with coaches and consultants – and I came across many roadblocks and mistakes that coaches run into when hiring a VA.
For example, even though they knew that a VA would free up their time on a daily basis - they still had hesitations about working with a VA.
Don’t get me wrong.
It is no wonder they are reluctant to do so because the VA has access to your documents, logins to various software, website, social media platforms, email - all sensitive information. Moreover, also who knows and loves your business more than you do.
As a VA, and a business owner myself, I understand the fears.
It is scary to give your business access and permission to a person that you do not know, haven't met in person and primarily – someone that's not you. However, again, please keep in mind that there is a difference between a freelancer VA and a VA that is your reliable partner.
So, what do you do?
You try to keep working on it all by yourself until you come to the point of burnout, or you take someone on just to “fix the holes” – and this may result in you having a horrible experience when it comes to having a VA work for you.
However, how do you know that you are ready for a VA?
How do you know that it is the right time to take on a reliable partner to ride the entrepreneurial journey with you?
Well, if you are experiencing any of these phases below, then it is time to hire a VA.
My very first client was ready for a VA as she was OVERWHELMED in her business.
When she started working with me, Wilson was three years in her business.
She was a business coach helping entrepreneurs develop and clarify their branding presence in their online business.
At that time she was still a solopreneur, and soon her business started to grow fast.
Within a year she left the start-up phase.
In her second year of business, she started to feel that her primary asset in her business and life - was her time.
She realised that she was accomplishing small tasks that were eating away at her hours in the day and she could not focus on her clients.
She was creating and posting her social media posts, scheduling, editing newsletters, posting blogs, responding to customer emails, updating her client information in her online CRM, sending out agreements and invoices.
She was trying to do everything by herself, and her body started sending signals of fatigue and stress.
She felt overwhelmed, dissatisfied, even frustrated. However, worst of all she ended up in the hospital a few times due to exhaustion.
She was working long hours, and all the daily, repetitive daily task completions were draining her energy level.
She did not have time to do the things that she wanted, inside and outside of the business.
She started to burn out – emotionally and mentally.
Moreover, that was the point that she realised that she needed to prioritise and that she cannot do everything by herself anymore.
She needed help.
She needed a virtual assistant.
As my client's business was growing, it was starting to eat her up.
She was investing herself in the right tasks, such as customer relationships & lead generation.
But a new problem arose within her business.
She needed to turn potential leads into clients while nurturing the existing ones.
That meant that if she wanted to scale her business, she needed to have systems in place and automate specific tasks.
For example, she knew she needed to shift her focus to EMAIL MARKETING to automate her sales, but she had little knowledge of how to do it and where to start.
Moreover, she did not have the time or the desire to learn all of this, even though she knew it was going to be a big part of automating her business and getting a lot of her time back while keeping the sales.
She realised that if she does not have the time or willingness to learn new software, processes and funnels which were crucial for her business (email automation indeed was) – she needed to find someone reliable who would do the job.
As Wilson was trying to automate her business, she still felt super-overwhelmed.
All she wanted was to own a piece of mind, a sense of moving forward instead of investing her time on managing the automation system.
Even though she was automating her tasks bit by bit, she still needed to spend her time and effort into reviewing, managing and monitoring the systems that were put in place.
The time she invested in maintaining her systems was taking her focus away from what she needed to be doing - moving her business forward.
Shifting her focus from the things that mattered in her business – like coaching clients, for example.
She realised that monitoring and managing systems was NOT what drove sales, yet something she needed to "outsource".
She knew that all this could be done by someone else, unlike working with her clients, where she was not only irreplaceable, but this is what she loves to do.
That is why she started her business in the first place - to work with people.
Are any indicators hitting home with you? I would love to hear your thoughts so please leave a comment below.
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