What if I’ve Never Delegated Before and Don’t Know Where to Start? A Simple Guide for First-Time Delegators

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What if I've never delegated before and don't know where to start?

If you’ve never delegated before, you’re not alone.

Many business owners –  especially small, local, hands-on businesses here in Norfolk –  have built everything themselves. Every client, every email, every late-night admin session. Letting go of even a tiny piece of that can feel strange.

But here’s the thing: not knowing where to start with delegation doesn’t mean you’re not ready. It usually just means you’ve been doing everything for so long that you can’t see the “simple handover points” anymore.

This guide will help you spot them.

Why delegation feels so hard when you've never done it before

Even the most capable business owners hesitate. Common worries include:

  • “It’ll take me longer to explain than to do it myself.”
  • “What if something goes wrong?”
  •  “What if I don’t have enough work?”
  • “What if they don’t do it my way?”

These feelings are completely normal. Delegation isn’t about giving away control, it’s about creating more space, clarity and calm in your day.

How to start delegating when you've never tried it .

1. Begin with the tasks that drain you. Not the biggest tasks. Not the scariest. The ones that quietly chip away at your energy.

Look for the things that make you sigh every time they land on your desk:

  • emails piling up
  • repetitive admin
  • chasing appointments
  • formatting documents
  • research that eats your evenings
  • organising files

If a task feels heavy, hand it over. That’s your first win.

2. Track your week for clarity

A simple exercise:

Take a blank sheet of paper. Jot down everything you do for a week. Mark each task with:
• E for energising
• D for draining
• N for necessary but not something you need to do

Anything marked D or N is delegation-friendly.

Most people are shocked by how many tasks fall into those categories.

3. Choose one area to hand over first

Starting small builds confidence. Good beginner tasks:

  • inbox management
  • booking appointments
  • handling enquiries
  • managing newsletters
  • light research
  • creating simple documents

These are low-risk, high-impact, and free up headspace quickly.

4. Set up a simple workflow

Delegation feels safe when the process is clear. You might use a workflow like:

• you forward tasks by email
• your VA completes them and updates you
• anything urgent is flagged
• anything sensitive is checked before sending

It doesn’t need to be fancy. It just needs to feel steady.

5. Remember you don’t need to be perfectly organised first

A common myth: “I need to sort everything out before I bring someone in.”

Not true.

A virtual assistant is there to help you create clarity, not judge your current set-up. Messy systems are normal. You’re running a business, not a stationery shop.

Small steps, steady progress – that’s where the magic happens.

On a black book/page are the words delegate and outsource. Behind the book is a pink highlighter with it's lid off

What delegation looks like in real life: Simple examples

These are common starting points for people who’ve never delegated before:

Example 1: Inbox support

You hand over a handful of routine emails.
Your VA replies, drafts or triages.
You breathe easier.

Example 2: Weekly tasks

You choose three things that irritate you the most.
Your VA handles them every week.
Your energy shifts almost immediately.

Example 3: Client follow-ups

Your VA sends polite reminders or confirmations.
Your relationships feel smoother and more professional.

The benefits of delegating — even when you’re new to it

You’ll notice:

  • fewer late nights
  • clearer days
  • less decision fatigue
  • more focus on the work you love
  • a calmer relationship with your business

And often, a VA spots simple improvements that make everything run smoother.

How to know you're ready to delegate

You don’t need a huge team, complex systems or a big budget. You’re ready when:

  • you’re overwhelmed
  • important tasks keep getting pushed aside
  • admin takes over your evenings
  • you can feel burnout creeping in
  • you know something needs to change

If any of that sounds familiar, delegation isn’t a luxury, it’s relief.

Conclusion: You don’t need to do it all alone

If you’ve never delegated before and don’t know where to start, start small. Start gentle. Start with one task that feels heavy. 

You’ll be amazed at how quickly things get lighter when you’ve got the right support beside you.

If you’d like to explore how delegation could look for your business, I’m here to help — steady, kind and completely tailored to you.

Reflecting on Another Year as a Virtual Assistant: Growth, Challenges, and Triumphs

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As the year draws to a close

I have found myself taking a quiet moment to pause, breathe and reflect on just how far this little business of mine has come. Sterling Virtual Assistant has officially reached its fourth year in business, which still feels surreal to say out loud. What started as a leap of faith and a very determined idea has grown into a life and career that fills me with pride, gratitude and no small amount of joy.

When I first opened my doors

I hoped to build something steady and fulfilling for my family and me. What I did not quite expect was the sense of connection and community that would come with it. Supporting Norfolk businesses has become one of the most rewarding parts of my work. There is something genuinely special about working with people who pour their heart into what they do, especially here in our own county. Being trusted with their admin, their processes, their time and even their hopes for growth is something I never take lightly.

I feel incredibly fortunate to still be working alongside many of those first clients who believed in me from the beginning. Their loyalty and trust mean the world, and they remind me that showing up with care and consistency really does make a difference. Over the years, I have also had the pleasure of meeting so many new faces, each bringing their energy, ideas and passion for their work. Every project I take on has a story behind it and I never lose sight of that.

My involvement with Buy Local Norfolk has been another highlight

Being part of an organisation that champions local businesses and encourages the community to support the people on their doorstep feels both important and uplifting. It is a network filled with genuine connection, warmth and shared purpose. Working alongside such committed people inspires me daily and it reinforces why I love what I do. Norfolk is full of talent and heart, and I am proud to play even a small part in helping it flourish.

A Journey of growth and gratitude

Over the past four years, building my virtual assistant business has been an incredible journey of growth and learning. It has strengthened my skills, challenged me to think differently, and given me opportunities I deeply value. I’m especially grateful for the incredible people who have supported me along the way, professionally and personally, making this experience richer and more rewarding than I could have imagined.
View over a bay in Menorca of the sun setting, mountains either side and boats docked in the bay with still sea.

As I step into a new year, I feel excited and energised.

There is so much to celebrate and even more to look forward to. Thank you to everyone who has been part of Sterling Virtual Assistant so far. Your trust, kindness and support have brought this business to life. Here is to another year of support, collaboration and championing the brilliant Norfolk community I am so lucky to serve.

Can a Virtual Assistant handle sensitive emails or client communications? (Yes & here’s how it works safely and smoothly)

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Can a Virtual Assistant handle sensitive emails or client communications?

If you’ve ever wondered “Can a virtual assistant handle sensitive emails?” you’re definitely not alone.

For many small business owners, especially here in Norfolk where relationships and trust matter, handing over your inbox can feel like handing over your diary. Personal. Exposing. Slightly terrifying.

But here’s the truth: a good virtual assistant can manage sensitive emails and client communications safely, calmly, and professionally, often better than an overwhelmed business owner juggling it all.

Let’s break down how it works, what safeguards are in place, and how handing this over can actually make your whole business run smoother.

Why small business owners feel nervous about letting go of their inbox

Outsourcing your inbox is a big step. Most people worry about:

• Someone seeing “the messy bits”.
• Losing control of client relationships.
• Mistakes being sent out in their name.
• Confidential information being handled incorrectly.

These concerns are completely normal – and they’re exactly why a structured workflow matters.

Yes - A Virtual Assistant can handle sensitive emails safely

A professional VA doesn’t just “check emails”. They follow processes designed to keep your business protected.

Here’s what that usually looks like:

Confidentiality and Privacy Protocols

Every reputable virtual assistant uses:

• confidentiality agreements
• GDPR-compliant systems
• secure password management tools
• private, protected workspaces

Keeping client data safe is standard practice, not an “extra”.

Agreed Boundaries From Day One

Before any inbox access is given, you’ll agree on:

• what the VA can reply to independently
• what needs your approval
• what tone of voice to use
• what’s off-limits
• how urgent messages are handled

This isn’t guesswork. It’s a shared plan.

Clear Communication Templates

To keep things consistent, a VA often creates:

• response templates
• tone-of-voice notes
• message checklists
• signature and branding guidelines

This means you get consistency, clarity and replies that sound like you.

Time Back and Fewer Mistakes

When your inbox is managed by someone who isn’t rushing, stressed, or pulled in ten directions, the quality of communication usually goes up.

You feel heard.
You feel lighter.
And nothing slips through the cracks.

Close up picture of computer keyboard with one key highlighted in pink with a envelope icon on it

What sensitive communications can a VA handle?

Most VAs (myself included) support clients with:

Daily Inbox Management

• triaging messages
• replying to routine and semi-sensitive emails
• spotting urgent issues before they snowball

Client Communication

• sending follow-ups
• managing enquiries
• booking appointments
• handling complaints calmly and professionally

Internal Communications

• coordinating with suppliers
• passing on messages to team members
• updating contractors or freelancers

Gatekeeping and Tone Management

A VA becomes the steady hand at the door, calming the noise, keeping your reputation polished, and making sure the right things get through.

How your VA protects your reputation

This part matters. Because it’s your name on the emails.

A good VA will:

• match your tone of voice
• learn your preferences
• know how you’d handle tricky messages
• check anything sensitive with you first
• document processes so nothing is left to chance

It’s calm, careful and steady, not rushed or reactive.

Examples of sensitive email support in action

Here are real-world situations where a VA steps in:

Example 1: A difficult customer reply

Your VA drafts the message, keeps the tone cool and respectful, and sends it only after your approval.

Example 2: Inbox full of overdue enquiries

A VA gets everything acknowledged quickly, keeping clients warm instead of frustrated.

Example 3: Sensitive internal messages

Your VA communicates updates or requests without emotion taking over.

Example 4: Important dates and deadlines

A VA spots something high-risk, flags it, and prevents a potential headache.

How to make inbox delegation feel safe

If you’re worried about exposure or losing control, here’s how to ease in:

Start small

Maybe five emails a day.
Or one type of message — enquiries, bookings, or follow-ups.

Keep a shared inbox

You can see everything your VA sees.

Agree a simple workflow

For example:
• VA drafts → you approve → VA sends
• VA replies independently only to routine messages
• Anything sensitive is flagged

Have a weekly check-in

Keeps everything aligned and comfortable.

Conclusion: You don’t have to handle it all alone

Yes, a virtual assistant can absolutely manage sensitive emails and client communications.

Not in a rushed, heavy-handed way, but with care, structure, and the right boundaries in place.

When you choose someone who understands your tone, your values, and your clients, your inbox becomes lighter, calmer and more reliable.

If you’d like to explore what inbox support could look like, I’m here to help, gently, locally, and with total confidentiality.

Why September feels like the real New Year (and why your business needs a VA now)

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January might get all the glory with its fireworks and resolutions...

…but let’s be honest, September is the real start of the year. There’s something about the shift in light, the smell of new stationery, and the quiet hum of people getting back into gear that makes everything feel fresh again. It’s the month of sharpened pencils, new planners, and big intentions. Even if you haven’t been near a school in years, that back-to-school energy is contagious.

For me, September always feels like a clean slate

The chaos of summer fades, routines return, and suddenly there’s space to think strategically. It’s a time when ideas start to crystallise, and plans that have been simmering quietly in the background begin to take shape. There’s a collective sense of “right, let’s get cracking” that sweeps through inboxes and offices alike.

And if you’re running a business, this is the golden window

You’ve got just enough time to make meaningful progress before the festive season kicks in, and people start disappearing into mince pies and marketing campaigns. That’s why hiring a VA in September isn’t just smart, it’s transformative.

A good VA doesn’t just take tasks off your plate. We bring clarity, structure, and momentum. We help you move from “I should really do that” to “that’s already sorted.” Whether it’s simplifying your systems, managing your inbox, or helping you finally launch that offer you’ve been sitting on since spring, a VA can be the difference between coasting and thriving.

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And let’s be real, Christmas comes fast.

If you wait until November to get support, you’ll be knee-deep in end-of-year admin, trying to wrap up projects while juggling seasonal campaigns. But if you bring someone on in September, you’ve got time to build a rhythm, delegate properly, and actually enjoy the benefits of having support. You can go into December with your business humming, your clients happy, and your stress levels significantly lower.

I’ve seen it happen time and time again. September hires lead to October breakthroughs and November wins. By December, those same business owners are celebrating not just the holidays, but the fact that they finally stopped trying to do it all alone.

So if you’re feeling that September spark, that quiet urge to refresh, refocus, and do things differently, listen to it.

This is your moment.

Don’t wait for January to start strong. Start now, while the energy is high and the possibilities are wide open.

Hire the support.

Make the leap.

And let this be the season your business shifts from surviving to shining, just in time for drinking Christmas bubbles and parties.

Are you 25% of the way through the year, AND your new year’s resolutions?

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Can we just pause for a moment and acknowledge something? 

The year is already 25% over. 25%! I’m still getting used to writing “2025” on things (and not in a “why do I still feel like it’s 2019?” kind of way).

But here we are, nearly a quarter of the way through the year. And if you’re anything like me, you started the year all fired up, NEW YEAR, NEW PLANS, right? You wrote those shiny resolutions with so much enthusiasm, you might have even added sparkles to your vision board. (Because who doesn’t need a sparkly vision board?)

But now, it’s April. 

The first three months have flown by faster than my last email asking if someone had read it. (spoiler alert: they didn’t). And here’s the big question: How are those resolutions looking now?

Let’s take a deep breath, grab a cuppa, and check in. I’m not here to judge. In fact, I’ve probably got a bit of self-reflection to do myself as I don’t think I’ve hit all my targets either. But the point is to be honest

Are you still crushing it, or is your vision board gathering dust? Have you lost your oomph a bit?

Now, I’m not about to tell you that if you’ve already let some of those New Year’s resolutions slip through the cracks, you’ve ruined the year and need to give up. Nope. That’s the quickest way to make you crawl back into bed with a duvet over your head.

Instead, let’s take stock. What were your big goals for the year? 

Did you set out to finally properly update your website? 

Was this the year you were going to FINALLY outsource the stuff that’s driving you mad (like admin that feels like an endless game of Tetris)? 

Or maybe you swore you were going to be more consistent with your social media posts and actually engage with people, instead of lurking in the shadows like a digital ghost?

Well, guess what? 

We’re only a quarter of the way through the year. There’s still time to turn it around, unless, of course, you’ve already slipped into the habit of pushing those goals to next year (no judgment, I’ve done it too).

Picture of up close building blocks being built with a hand. In the background, a blurred out green plant

So what’s the deal? Are you on track or on your tenth attempt at a “Fresh Start”?

Take a quick second to ask yourself: Are you on track with your resolutions, or are they starting to feel a little bit like the 12-week fitness challenge you signed up for in January (but haven’t even opened the app since week two)?

If you’re on track, well done! You get a virtual high five. 👏 

But if you’re somewhere between “I did two things off my list” and “What resolutions?!”, don’t beat yourself up about it.

Life (and business) can be unpredictable. You probably had a few curve balls thrown your way already. Maybe you had to put out a few unexpected fires, or maybe that big “game-changing” plan you had turned out to be more of a small sparkler.

But it’s fine!! We still have 75% of the year left. There’s plenty of time to adjust and rejig. It’s not about perfection; it’s about progress.

Here’s what you can do: Hit reset and start again

If you’re in the “I completely forgot what I even promised myself in January” camp, it’s not too late to make changes. Maybe it’s time to rethink what’s realistic for this year. Keep the big dreams, but break them down into smaller, achievable goals that won’t leave you feeling like you’ve failed before you’ve even started.

You don’t need to have it all figured out in the next month (please, no one expects that). But check in with your business, think about what really matters, and make sure you’re giving your time to what truly moves the needle.

So, as we reach the end of the first quarter, take a moment for a bit of self-compassion. Ask yourself: What’s one thing I can do this week that gets me back on track? And then just do it. 

Don’t give up on the year yet

25% in and it’s easy to feel like the year’s already slipping away, but really, we’ve only just begun. Revisit those goals. Tweak them, adjust them, and, most importantly, don’t be too hard on yourself if things haven’t gone according to plan.

Just take a breath, refocus, and get on with it. You’ve still got plenty of time. And if all else fails, there’s always next year… or hire a virtual assistant. 😉

What’s new in 2025 for your business?

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So, what's new for 2025?

Hello there, lovely readers! As we stroll into 2025, I thought it was high time to have a little chat about what it means to be a virtual assistant (VA) in this brave new year. If you’re considering hiring a VA – or just curious about what we do – grab a cuppa, settle in, and let’s explore how we can work together to make your life a tad easier and a lot more organised.

First off, let’s talk about the elephant in the room: the world is still buzzing with remote work. It’s like the entire office decided to take a permanent holiday, and who can blame them? With the rise of flexible working arrangements, businesses are realising that hiring a VA is not just smart; it’s becoming essential (and budget friendly). Think of us as your trusty sidekicks – like Batman and Robin, but without the capes (unless you’re into that sort of thing).

 

As we dive into this year, I’m excited about the prospect of meeting new clients. Each new project is like opening a box of chocolates – some are nutty, some are fruity, and some might just surprise you! Whether you’re a small business owner trying to juggle a million tasks or an entrepreneur looking to scale your operations, I’m here to help you navigate through it all.

Old friends are back.

Let’s not forget about those wonderful clients who might pop back into my inbox like an unexpected visit from your Auntie Doris. You know the type – always bringing biscuits and stories from her latest holiday. Reconnecting with previous clients is one of my favourite parts of being a VA. It’s like catching up with an old friend; you already know each other’s quirks and preferences, which makes working together feel effortless. If you’ve worked with me before, I’d love to hear from you again! Perhaps you’ve taken on new projects or simply need a hand with your day-to-day tasks. Whatever it is, I’m ready to jump back in and help you tackle those challenges head-on.

Challenges? Bring em' on!

Now, let’s have a natter about challenges. Sure, they can be as daunting as trying to assemble flat-pack furniture without instructions (who even does that?!), but they’re also what keeps things interesting. In 2025, technology is advancing faster than you can say “data privacy,” and as your VA, I’m committed to staying ahead of the curve. Whether it’s mastering new software or learning how to manage multiple platforms for your social media presence, I’m all about embracing these changes. After all, if I can handle my dog deciding that underneath my chair is his new throne during a video call, I can handle anything!

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So what can I do for you?

Well, think of me as your very own Swiss Army knife of productivity. Here are just a few ways I can help:

  • Email Management: Taming that overflowing inbox so you can focus on what really matters. This beats coming into work every morning getting mentally overloaded with the rubbish before the day has even begun!
  • Scheduling: Making sure your calendar doesn’t look like a game of Tetris. Now I know tetris is fun, however let’s not couple it with your business. Keep that for when you need some mental space.
  • Social Media Support: Crafting posts that will make your brand shine brighter than a freshly polished trophy.
  • Research: Digging up information faster than you can say “Google it!”

I’m all about making your life easier so you can focus on growing your business or enjoying that well-deserved cuppa plus enjoy it when its hot and not luke warm or even nuked again.

Let's work together.

“You are cordially invited” to reach out if you’re considering hiring a VA. Whether you’re looking for someone to take over mundane tasks or need assistance with specific projects, I’m here to help. Feel free to drop me an email or connect with me on social media – I promise I don’t bite!

Let’s have a chat about how we can work together to make this year your most productive yet.

So, here’s to new beginnings, returning friends, and the delightful chaos that comes with being a virtual assistant in 2025!

Cheers!

Why Virtual Assistants Are Different from Employees: The Benefits for Business Owners

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Time Optimisation

First off, let’s talk about time management. As virtual assistants, we’re all about optimising our time. We don’t clock in for a set number of hours; instead, we focus on getting things done efficiently. You only pay for the time we actually work on your tasks, not for those coffee breaks or office chats. We have mastered the art of prioritising and multitasking, so you can rest assured that your projects are in good hands.

Transparency is key!

One of the best things about working with a VA is the transparency we bring to the table. You’ll get detailed reports on what we’ve been up to and how long we’ve spent on each task. Many of us use time-tracking tools that let you see exactly what’s been accomplished. Plus, our invoices are clear and itemised—no hidden costs here! You’ll know exactly what you’re paying for, which makes budgeting a breeze.

Flexibility galore

Flexibility is another huge perk of hiring a VA. Need extra help during your busy season? We’re here for it! Slowing down? No worries; we can scale back too. We can adapt to whatever you need, whether it’s handling admin tasks, managing social media, or even diving into something more specialised like graphic design or bookkeeping.

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Cost effective solutions

Let’s be honest – hiring a VA is often much more cost-effective than bringing on full-time staff. You won’t have to worry about expenses like office space, equipment, or employee benefits. You only pay for the hours worked or tasks completed, which keeps your costs manageable and predictable.

Access to diverse skills

When you hire a VA, you’re not just getting one person—you’re tapping into a whole network of professionals! Many VA’s have varied skill sets and can even connect you with others who can help if something falls outside our expertise. It’s like having a whole team at your disposal without the hassle of managing multiple employees.

Less management hassle

VA’s are self-starters who don’t need constant supervision. We thrive on independence and initiative, which means less management overhead for you. You can focus on what really matters – growing your business – while we take care of the nitty-gritty.

Couple of downsides (but not many!)

Now, I’d be remiss if I didn’t mention a couple of potential downsides:

  1. No Physical Presence: We might not be there for in-person meetings or to handle physical tasks in your office. But with video calls and collaboration tools, we can stay connected easily!
  2. Time Zone Differences: Depending on where your VA is based, there might be some time zone differences. But many VA’s are flexible with our hours to accommodate your needs – sometimes this even means getting things done while you sleep!
  3. Security Concerns: Sharing sensitive information can be a worry when working remotely. Rest assured that professional VAs take data security seriously and often sign confidentiality agreements to protect your information.

How you benefit

So, what’s in it for you as a business owner? By hiring a VA, you can:

  • Focus on what really matters – growing your business!
  • Cut down on operational costs.
  • Boost productivity and efficiency.
  • Enjoy flexibility in scaling support.
  • Access a range of skills without multiple hires.
  • Improve your work-life balance by delegating those time-consuming tasks.

In summary, virtual assistants offer a friendly and flexible solution that’s perfect for busy business owners like yourself. We’re not just remote workers; we’re your partners in success, dedicated to helping you achieve your goals without the usual hassle. So why not give us a try? Let’s work together to make your business thrive!

Three Years as a Virtual Assistant: A Journey of Growth, Challenges, and Triumphs

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Blimey, has it really been three years already?

 As September rolls around, I find myself in a reflective mood, looking back on my journey as a virtual assistant. It’s been a real rollercoaster, I tell you, with more twists and turns than I ever expected when I first dipped my toes into these waters. 

When I started out, I was full of beans and ready to take on the world. Little did I know just how much I’d learn, grow, and change along the way. It hasn’t always been smooth sailing, mind you, but the challenges have made the victories all the sweeter.

 

Clair, a white female with short grey hair is looking at the camera but blurred out in the background holding up 3 fingers in front of her celebrating 3 years in business

Let's talk about those struggles for a moment, shall we?

Because, good grief, there have been a few bumps. First off, there’s the constant juggling act of managing multiple clients and projects. One minute you’re knee-deep in social media scheduling, the next you’re frantically trying to meet a deadline for a report you’d somehow forgotten about. It’s like spinning plates while riding a unicycle – exhilarating when you get it right, but one wobble and the whole lot comes crashing down.

Then there’s the isolation. Working from home sounds like a dream, doesn’t it? No commute, no office politics, just you and your laptop. But let me tell you, there are days when you’d give your right arm for a bit of coffee kitchen gossip or even a moan about the weather with a colleague. It can get lonely, and staying motivated when it’s just you and the four walls can be a real challenge.

And let’s not forget the dreaded imposter syndrome. Even after three years, there are still moments when I wonder if I’m really cut out for this. Am I good enough? Do I know enough? What if my clients realise I’m just winging it half the time? (Spoiler alert: we’re all winging it to some degree, and that’s okay!)

But for all the struggles, the rewards have been absolutely cracking.

The flexibility is top of the list – being able to work around my life rather than living around my work has been a game-changer. Want to pop out for a cheeky coffee at 11am on a Tuesday? Go for it. Fancy a long weekend away? No problem.

Then there’s the variety. One day I’m developing a handful of newsletters and e-shots, the next I’m organising a in person conference. It keeps things interesting, and I’m constantly learning new skills. Who knew I’d become a whizz at video editing or learning how to create a website?

But the most rewarding part? The relationships I’ve built. With clients, yes – there’s nothing quite like the feeling of helping a business grow and thrive. But also with other VAs. Which brings me to one of the most exciting developments of the past year – taking on associates and building a team.

I never set out to be a "boss"...

…but as my client list grew, I realised I needed help. And what a brilliant decision that turned out to be! I’ve had the privilege of working with some absolutely wonderful women, each bringing their own unique skills and knowledge to the table. We’ve created a little community of support and encouragement, nurturing each other’s growth and celebrating our successes together.

It’s not just about dividing the workload (although that’s certainly a bonus). It’s about having a sounding board when you’re stuck on a problem, a cheerleader when you’re doubting yourself, and a friend who understands exactly what you’re going through. We lift each other up, share our expertise, and push each other to be better. It’s like having the best of both worlds – the freedom of being your own boss, with the camaraderie of a team.

Looking back over these three years, I’m struck by how much I’ve grown, not just as a VA, but as a person. I’ve learned to trust my instincts, to value my skills, and to ask for help when I need it. I’ve discovered strengths I didn’t know I had and overcome challenges I never thought I could face.

And through it all, perseverance has been my secret weapon.

 There have been days when I’ve wanted to pack it all in and go back to a “normal” job. But I’ve stuck with it, pushed through the tough times, and come out stronger on the other side. And let me tell you, that feeling of overcoming an obstacle, of achieving something you weren’t sure you could do – it’s simply brilliant.

So, here’s to three years of ups and downs, of learning and growing, of building a business and a community. Here’s to the clients who’ve trusted me with their businesses, the associates who’ve become friends, and the challenges that have made me stronger. And here’s to the next three years – I can’t wait to see what they bring!

Debunking Common Misconceptions About Virtual Assistants

Upon a wooden table sits a pair of glasses, a coffee cup and a book which says Assistance in it with a pen.

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In the ever-evolving landscape of technology and business, us Virtual Assistants (VAs) have become indispensable for many entrepreneurs, small businesses, and even large corporations. But despite our growing popularity, numerous misconceptions persist about what virtual assistants do and how we operate.

Let’s dive into some of these common myths and set the record straight.

Misconception 1: Virtual Assistants Are Only for Administrative Tasks

When people hear “virtual assistant,” they often envision someone who handles someone’s diary, emails, and data entry. While these are common tasks, our ‘bread and butter’ if you will, VAs can do much more. Today’s virtual assistants possess a wide range of skills. Many specialise in areas like social media management, content creation, customer service, graphic design, technology, travel, property, medicolegal, bookkeeping, and even digital marketing. Businesses can leverage VAs for highly specialised and technical tasks, making us versatile assets beyond just administrative duties.

Misconception 2: Virtual Assistants Are Not as Effective as In-House Employees

There’s a prevalent belief that because VAs work remotely, we can’t be as effective as someone working in the office. However, remote work has proven to be highly effective across various industries. Virtual assistants often bring a high level of expertise and efficiency because we typically have experience working with multiple clients and managing diverse projects. Plus, the flexibility of remote work can lead to increased productivity and job satisfaction.

Misconception 3: Communication with Virtual Assistants is Challenging

Some fear that coordinating with a VA will be difficult due to the lack of face-to-face interaction. Whereas in reality, all we need are modern communication tools and an internet connection and it’s easier than ever to stay in touch with remote workers. Video conferencing, instant messaging, project management software, and shared online workspaces allow for seamless communication and collaboration. Setting clear expectations and maintaining regular check-ins can ensure that communication with a VA is as smooth as with any in-house employee.

Misconception 4: Virtual Assistants Are Expensive

Another common myth is that hiring a virtual assistant is a costly affair. On the contrary, VAs can be a cost-effective solution, especially for small businesses or startups. Hiring a full-time employee comes with additional expenses like benefits, office space, and equipment. Virtual assistants typically work on a contract or freelance basis, allowing businesses to pay for the hours or tasks they need. This flexibility can result in significant cost savings while still accessing professional services.

Misconception 5: Only Large Businesses Can Afford Virtual Assistants

There’s a notion that only large corporations can afford to hire virtual assistants. In truth, VAs are accessible to businesses of all sizes. VAs offer various pricing packages to suit different budgets. Solopreneurs can especially benefit from hiring a virtual assistant to handle repetitive tasks, allowing them to focus on growing their business and increasing revenue.

Misconception 6: Virtual Assistants Require Constant Supervision

Some worry that VAs need constant oversight to ensure they are working efficiently. However, many virtual assistants are self-motivated people who are used to working independently. Clear instructions and defined goals are essential, but micromanagement is usually unnecessary…and frankly just annoying! Trusting your VA and focusing on results rather than monitoring every move can lead to a more productive and positive working relationship.

Misconception 7: Virtual Assistants Are Not Reliable

The myth of unreliability often stems from horror stories about VAs who disappear mid-project or deliver subpar work. While these instances can occur, they are not the norm. Reputable VAs are recommended and often advise you to do your own research into whom you work with. Additionally, starting with smaller tasks can help build trust and ensure reliability.

In conclusion, virtual assistants are a versatile, cost-effective, and reliable resource for businesses of all sizes. By understanding and overcoming these misconceptions, companies can fully leverage the potential of VAs, freeing up valuable time and resources to focus on their core operations and growth.

5 Key Benefits of Hiring a Virtual Assistant

Graphic of notepad and pen with the words benefits, support, assistance

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5 Key Benefits of Hiring a Virtual Assistant

As a successful business owner, every minute of our day counts. You may have already found yourself overwhelmed with administrative tasks that, while necessary, didn’t contribute directly to growing your business. 

So, let’s look at 5 key benefits why bringing a VA on board can be a transformative decision for any business leader.

5 benefits of hiring a Virtual Assistant

# 1. Increased Productivity

When first hiring a VA the impact on productivity can be immediate. VAs take over routine tasks such as scheduling meetings, managing emails, and data entry, freeing you up to focus on strategic activities. This not only maximises your productive hours but also ensures that all aspects of your business receive the attention they need. For instance, it could mean you can dedicate more time to client relationships and business development, which are the engines of growth.

# 2. Cost Efficiency

Financial prudence is crucial in business. Hiring a virtual assistant is cost-effective because you pay only for the hours worked or tasks completed, and there are no overhead costs like office space, equipment, or full-time employee benefits. This efficiency is the icing on the cake for lots of business owners, especially during the scaling phase of business where every pound saved contributed to bottom-line growth.

# 3. Flexibility

One of the greatest benefits of working with a VA is the flexibility we offer. VAs can be hired on a project-by-project basis or for ongoing support, depending on your business needs. This adaptability is invaluable in managing fluctuating workloads without overcommitting resources.

# 4. Scalability

As your business grows, so do your administrative needs. VAs can help manage this scaling process smoothly. Initially, you might hire a VA for basic administrative support, but as the demands of the business increase, you might need to increase the current workload to the VA or onboard additional VAs with specialised skills, such as social media management and customer support. This scalability allows you to maintain a lean business model while expanding service offerings.

# 5. Enhanced Work-Life Balance

Last but certainly not least, hiring a virtual assistant can significantly improve work-life balance. Delegating tasks means you’re not constantly buried in paperwork or stuck doing mundane tasks late into the night. A VA handling day-to-day operations, means you can find time for personal commitments, hobbies, and relaxation, which can not only reduce burnout but also make you a more effective leader.

Conclusion

Hiring a virtual assistant can bring about profound benefits, transforming not just your business operations but also enhancing your personal life. The key is to clearly define the tasks you need help with and find a skilled professional who aligns with your business culture and goals. For entrepreneurs looking to maximise their productivity and efficiency while keeping costs in check, a virtual assistant is an invaluable resource.

My experience as a Virtual Assistant has shown that this strategic partnership can be the cornerstone of sustainable business growth and personal well-being. With a background of over 2 decades of administrative and secretarial expertise and and a growing skill base, why not take a look at my services page to see where I could help you best.   

How to find the perfect VA

Blue background with Clair who is a white female who has grey hair and wearing a black jumper is standing to the side and smiling holding her chin in a thinking position.

As a solopreneur, you’ve functioned for a long time as just you. Bringing someone new into your business is probably a really nerve-racking thought. I wholeheartedly believe it’s important to find someone that will treat your business with as much love and care as you do yourself.

So where might I find my perfect VA?

Maybe a networking group. A group where you feel you can give yourself a voice and feel included. If you feel comfortable and supported, you are more likely to relax and be yourself. Most networking groups also have publications, directories, or a member’s website enabling you to use those facilities to look for a VA that you can go on to research or talk to in person and get to know. (One of my wonderful clients found me this way).

Albeit a little daunting sometimes, social media is a great place to find a VA. But it does open up a virtual world like no other. Connections grow and you find people online you didn’t even know you were looking for! But you’re looking for help to support your small business and that one post, or that one line on someone else’s post captures your eye and bam…you’re connected, and you start learning more and more about your new connection.

Social Media is a fantastic place to get to know people. Personally, I have made many connections on social media over the last few months and as I’ve posted a mix of personal and work-related content, people have followed, watched and listened. I have stepped out of my comfort zone on many occasions to show who I am. I’ve shown my face, shown what I believe in, shown that I have children and a family, shown that I am a real person with values and heart. Why not do the same and make your VA come to you?

But how do I know who will fit well with me and my business?

Be you. I’ve made clients in ways I never expected. The printing whizz who made my business cards, the powerhouse who photographed me during a freebie headshots session, chatting to people at networking. We didn’t start out looking for each other. But innocent conversations meant we got to know each other. We realised we had a lot in common and we connected.

Finding the right person virtually means it could be scary getting to know someone who you’ve never met in person before. But if that person you are following is genuinely showing their true self online and you get that gut feeling that you like what they are saying and what they represent, you are more likely to buy from the person you connect with. But let’s not forget, there’s still Zoom, Teams and the good old phone to follow up that gut feeling that you want this person working with you. Depending on location, you may even get to meet in person too over a coffee and chat – not forgetting the cake!

Listen to them. Do they speak in a similar way you do? Would they convey the same care and attention about your business the way you would? Do you like what they have to say? Does it resonate with you?

And lastly, look for people who make you feel all the right emotions – happy, protected, reassured, inspired, excited.

But do make sure…

You take your time. Don’t rush into making a decision. Finding the right online business support for your unique business will take a bit of research, some sitting back and listening to what people have to say and recognising that gut feeling of trust that this person can come into your business and help you in the way you want help, support your business in the way you want it to.

Remember…

That it’s OK that not everyone is going to be the perfect fit. As a VA, I’d be more than happy to have a chat and recommend someone else. It’s really important you are a great fit for each other, otherwise it will spell disaster from the very beginning.

And finally…

Finding that someone will be amazing and will support you in a way you never realised possible. Using a snippet of a testimonial I received at the end of 2022, “Clair has made a massive difference to my work load this year. I would not have been able to do it all without her”

That’s what you want to be saying. And you can. Why do it alone when they are incredible VAs out there who have the time, skills, knowledge and the passion for supporting small businesses just like yours, who want to champion you and your business-baby and be your leading cheerleader.

Here’s a funny story…The VA Conference and Awards 2022

VA Awards Best Newcomer 2022

The background on attending the UK VA Conference and Awards is a weird one.

When I first decided that ‘you’ve got to be in it to win it’ and nominate myself (which btw, is very weird to nominate yourself! It feels a bit big headed…but on the other hand, if I don’t blow my own trumpet, who else will?!) So self-nomination decided I sat down one day when I had 5 mins spare with a cuppa in between housework and chores.

I’ve never done anything like this before, so I thought I’d have to submit my name, address, business name and maybe a few lines about myself and my business. 1st mistake, how wrong was I?!?! It was full on, detailed questions that I wasn’t at all prepared for. I was doing this on my phone and we all know writing detailed information with tiny squares is not fun.

So there I was panicking like a good un, trying to think of all these things I was being asked while trying to ensure all the spelling mistakes were corrected and it actually made sense. My tea went cold, and I think I remember sweating ???? 

When I got the email to be shortlisted, I wasn’t overly shocked. That’s where I made my second mistake. I thought all who applied got shortlisted. So, everyone got through…no biggy.

When I got an email to say I was a finalist…holy crap!! I mean – What? Me? Why? How? Really??????

At this point, I’d already decided that I wasn’t going to go to the Conference. How could I leave the kids? It was a 4 and half hour drive that I’d have to do on my own. I can’t afford it.

But then…a random email with my long-term friend who I haven’t seen in 30 years and fellow VA who not only was all that but was the lady who started me on my VA journey and took me under her wing, prompted a conversation where she said she was going. Suddenly, I was like “I REALLY want to go. I REALLY want to see Gwen”.  I rushed indoors to my husband and ran through ALL the options. An hour later, I had booked my tickets and hotel room. (In hindsight, third mistake. Book hotel closer to the venue next time!!)

I was going! I then started getting excited with all the insider chit chat. But with regards to the awards, I was very confident I really didn’t stand a chance of winning. 

A few days before I was due to go, my mind was all over the shop thinking about the leaving the kids on their own. 16 and 11 so decent ages but hubby would have already left for work and it’s just a big deal when I’ve always been there for them. I also found out registration for the conference started at 8.30am. That would have meant I needed to leave mine at 4am (and that didn’t even include a shower and getting myself ready beforehand). Thankfully, the hotel had the room available for the Thursday evening. Problem solved. Phew.

That Thursday, I finished work late, was rushing and my heart was beating so fast. But I left and embraced the long, quiet drive to Christchurch. Thankfully my husband and sat nav diverted me away from a 1 and half hour diversion on the M25 and all in all, it was a rather pleasant drive. I was rather chuffed with myself!

I started my Friday early and drove into Bournemouth with no complications. I walked down to the seafront and breathed in the sea air. I then walked back up the hill and started the Conference. What a day. I got to see my friend after 30 long years, I got to meet Amanda (Conference organiser and VA mentor) and I got to meet some real-life VAs that I only previously knew by name and a profile pic.  It was a flipping amazing day! I learnt so much and had a really wonderful, inspiring, fun, constructive day.

People kept coming up to me and either commenting on my sweatshirt (6 people either said they knew the brand of the sweatshirt I was wearing, or they liked my top…where was it from? ????) or people were congratulating me on being a finalist and wishing me the best of luck.  

I started to feel a bit odd. Maybe I did actually have a chance. I started to allow myself to think I could win. I mean I was 1 of 5. I now started to realise there was an actual chance.

Rushing back to the hotel to get changed, only to arrive back to Bournemouth late added to my nerves but the meal was amazing, and the atmosphere was buzzing.

I was shaking as the categories were announced. My name wasn’t read out for the Best Newcomer VA and I felt my heart drop a little. I’d be lying if I said I wasn’t a bit gutted, but I was also very happy for the wonderful lady who won it. It was a whirlwind of celebrations and after the awards were all finished, I found out I was a finalist out of over 40 applications for my category. That’s when it started to sink in that actually, what I’d achieved was pretty bloody awesome. The process wasn’t what I thought it was and I had made it to the final 5 ????

I’ve really taken that on board and came home happy, inspired and ready to keep working on my business. I’m embracing being a runner up and I’ve learnt about a new side of running my very own small business that I’ve not experienced before, and the fun stuff it brings with it. I’d have no hesitation in returning next year because the conference was amazing, and I’d very possibly nominate myself again but definitely learn from my experiences this year. Deary me…what a novice huh?! ????

But hey, also not bad for someone who’s only been in the VA business for 13 months. I’m proud of what I’ve achieved and I’m grabbing that with both hands ????