How a Business Coach Would Use a Virtual Assistant

Diary and schedule management 

As a busy business coach, you likely have clients booked out months in advance. It's time consuming to manage this process with contacting clients, juggling calendars and aligning times and dates.

There's much better ways that you could be spending your time, and this is where a VA comes in to take diary management off your plate. You still get the benefit of a human touch managing your calendar, without the hassle of dealing with it yourself.

Onboarding new clients, and taking care of your current clients 

A virtual assistant can handle everything from setting up direct debits and inputting client details into your CRM to organising onboarding cards and gifts for new clients. They'll ensure a smooth and seamless onboarding experience that sets the tone for a positive and long-lasting relationship.

When it comes to maintaining strong relationships with your current clients, a virtual assistant can help you stay on top of important dates like birthdays and anniversaries, among other things. These small touches help your client feel valued by you and your business.

Invoicing and bookkeeping 

Invoicing your clients promptly is another process that a virtual assistant can take over for you. Keeping on top of this ensures prompt payment and helps your cash flow.

If your VA (or VA agency) also offers bookkeeping, have them take over reconciling your accounts, filing receipts, and keeping tabs on your payables. These small things add up to a big chunk of your time that will be freed up to do higher-level tasks in your business.

In addition, a virtual assistant can help you manage overdue debts and outstanding invoices, taking the headache out of chasing payments.


As a business coach, it's essential to have a strong marketing strategy that covers a variety of channels. From social media and email newsletters to LinkedIn and website updates, there's a lot to manage!

In addition to these tasks, it's important to handle day-to-day marketing activities like managing social media messages, directing leads to the appropriate place, and setting up automated messenger responses. These activities all take up your valuable time, leaving you with less hours in the day to service your existing clients.

A virtual assistant can take care of all of these marketing tasks for you, ensuring that your presence on social media is consistent and engaging, your email newsletters are delivered on time, and your LinkedIn profile is professional and up to date. They can also manage incoming leads and set up automated responses to keep your communication streamlined and efficient.

Personal errands/tasks

It's easy to let self-care and personal errands fall by the wayside when work gets busy, but prioritising them is crucial for maintaining a healthy work-life balance. Fortunately, a virtual assistant can step in to help.

By taking over tasks like booking appointments for haircuts, massages, and dental visits, a virtual assistant can ensure you never miss an important appointment. They can also assist with personal tasks, such as arranging surprise birthday gifts, sending flowers for special occasions, or planning much-needed vacations. With their help, you can focus on the important things in life and let them take care of the details, ensuring everything runs smoothly.

Why is this important?

Have you ever found yourself in the middle of a busy workday, suddenly remembering an important task you need to take care of? With a virtual assistant, you can simply send a quick voice message, and they'll schedule it, add it to a to-do list, or even handle it for you. This frees up valuable headspace, allowing you to focus on growing your business and serving your clients.

Working long hours and taking care of administrative tasks like bookkeeping can leave you feeling burned out and overwhelmed. A virtual assistant allows you to reclaim your time and prioritise self-care. This way, you can show up fully during work hours, with renewed energy and focus. Remember, taking care of yourself is essential for maintaining long-term success and happiness in both your personal and professional life.

Are you a business coach that’s ready to begin delegating to a virtual assistant? Our world-class, award-winning team is here to help! Contact us to schedule a free discovery call, and let us get you back to doing what you do best.


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