Virtual Assistant for Coaches

There may be no other profession quite like coaching. It requires not only constant focus and attention, but will bring you through the highs and lows of the experiences of those you coach. It takes a lot of energy to be in someone’s corner. As such, anyone in personal or business coaching knows that it helps to have someone in their corner as well. Enter the Virtual Assistant for Coaches.

In this article:

What Business and Life Coaches Can Do with a Virtual AssistantWhat Tasks Coaches Can Assign to Virtual AssistantsWhy Coaches Need a Virtual AssistantHow to Hire Your First Virtual Assistant for CoachingFAQs about Virtual Assistants

What Business and Life Coaches Can Do with a Virtual Assistant

You’re already familiar with a virtual assistant—someone who can take on the duties of an assistant, but handle these duties remotely. So what separates a virtual assistant for business and life coaches from any other virtual assistant?

It comes down to the kind of work you do. As a coach, you have unique challenges that someone in a simple brick-and-mortar business might not have. Here are some of those challenges:

  • Juggling an inbox and calendar. Personal and business coaching are challenging because they require the constant juggling of a calendar and a wide, disparate range of clients who have their own needs. How can you stay on top of everything while also devoting 100% of your focus to the specific needs of each client? A virtual assistant who works with coaches should be proficient in handling your calendar—and your calendar software—to ensure there are no overlaps.
  • Handling the business aspects of your enterprise so you’re free to focus on clients. In all likelihood, you got into the career of coaching because you wanted to work with people directly. You wanted to help them. And that only comes through treating them with the one-on-one attention you know they deserve. If your time is constantly spent on data entry, bookkeeping, and communications, then you’re not free to run the business you want to run. A virtual assistant can fill in those gaps so you’re free to focus on the work.
  • Promoting your business. How will you ever have time to promote a business if you’re focused on your clients? If you want to create a webinar, for example, how can you step away from the day-to-day needs of your business to handle the logistics of building these promotional tools? You hire a virtual assistant who has experience with them.

What Tasks Coaches Can Assign to Virtual Assistants

Let’s think about the day-to-day life of a business or personal coach, and what that day might look like if you were to hire a virtual assistant to help you get your work done. Specifically, let’s examine some of the tasks that will make your life easier as a coach:

  • Scheduling follow-ups: One of the most important things for a coach is to offer a personal touch. That is, after all, what your clients are paying for. A virtual assistant will make it possible for your clients to hear back as to scheduling changes and approvals, even if you’re not in the office. For example, if a client wants to cancel a session but you’re using a vacation day, a virtual assistant can still handle that work while you’re doing something else. A virtual assistant can also handle appointment follow-ups and seamlessly integrate them into your calendar.
  • Marketing management: If you have a full client roster as a business or life coach, it’s fair to expect that you don’t always have time for managing your marketing efforts. Whether that means managing an email list full of potential leads or not being able to update your social media accounts regularly, it’s important that you still carry out these tasks to keep a healthy amount of client leads coming into your business. Outsourcing this work to a virtual assistant can make your Internet marketing presence much more consistent without you having to lift a finger.
  • Bookkeeping and expense tracking: Let’s say you’re using a business card to buy some new equipment to help you stay in touch with your clients. Are those expenses effectively tracked? How will you access them come tax-time? A virtual assistant can take some of your least favorite tasks off your hands, which in turn means you’ll be free to focus on the growth and quality of your business.
  • Travel arrangements: Need to book travel to meet with a client in person? Attending a conference but don’t want to deal with the nitty-gritty of making all of the necessary reservations yourself? A virtual assistant can handle your travel arrangements with ease, carving out a schedule that’s much more manageable than if you were to take on each detail yourself. That includes:

    - Dinner reservations
    - Cars and transportation arrangements
    - Catering
    - Client meetings
    - Finding directions
  • Other general tasks: Need testimonials to be written? Responses to online reviews? Someone to scroll through social media to find what people are saying and respond professionally? Creating onboarding documentation for new clients? Anything that needs to be done around your office--and can be done with a computer--can be included.

Why Coaches Need a Virtual Assistant

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Even if you take it on its face value that having a virtual assistant will make your life as a coach much easier, what are the tangible benefits to hiring an assistant? As it turns out, there are more than a few:

Saving Money

One of the most important tangible benefits of hiring a virtual assistant is that it means you can save money over hiring a full-time worker. According to BestOfBudgets.com, “it is three times cheaper to hire a virtual assistant than a full-time employee.”

Why? A full-time employee comes with deep financial commitments: benefits, a full-time salary, and much more. A virtual assistant is more flexible, taking on as many hours as you require throughout the day. Virtual assistants can take care of their own benefits when they perform contract work, or these benefits can be offered by the agency employing them. Everything on your end is not only much less expensive, but it’s much simpler.

Faster Communication

Since business and personal coaches work in one-on-one situations with their clients, personal service is paramount. The problem is that you don’t always have the time or energy to keep up on all of the personal communications that your clients should expect. A virtual assistant can smoothen out the edges and make sure that your email inbox never gets so dense that you don’t know who to respond to next.

Wider Communication

As a coach, you’re probably used to having a single medium for communication—with clients, with leads, with everybody. But adding a virtual assistant to your company means that you’ll be able to handle communications across multiple media channels. While you focus on speaking with clients one-on-one, your virtual assistant can help other clients and leads feel that they’ve been heard.

More Productivity

It’s tempting to think of a virtual assistant as something as being “less than” a salaried assistant—after all, you get what you pay for, right? Not exactly. As it turns out, remote workers have some of the best productivity rankings of home-based workers, according to data from Canada Life Group. The work-from-home arrangement for virtual assistants is not only flexible and comfortable for them, but it results in being more productive in the virtual workplace. That translates to tangible benefits for your business.

How to Hire Your First Virtual Assistant for Coaching

1. Connect with a customer success manager.

We won’t randomly assign you a virtual assistant and then hope for the best. We’ll work to make sure that every stage of the process is as smooth as possible.

2. Get paired with your Virtual Assistant

Now it’s time to evaluate the skills your virtual assistant should possess. Make detailed notes about the tasks you’ll need accomplishes for your coaching business most often, and make sure to match those tasks with the experience of the virtual assistant you hire.

3. Plug your new virtual assistant

With a unique list of clients, every coaching business is different. That’s where there will be some adjusting necessary as time goes on. You’ll want to plug in your virtual assistant with the ins and outs of your business. Create a document for training each virtual assistant.

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1. Meet your assistant


We’ll ask you some questions to match you with one our virtual assistants as well as a backup assistant.

2. Create a workflow


Our platform gives you the power to create a workflow that fits your lifestyle. You choose how to track time, communicate, and share files with your assistant.

3. Start delegating


You have access to your virtual assistant 8am-5pm your local time. Start delegating tasks and grow as you need.
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FAQs about Virtual Assistants

What are some things a virtual assistant won’t help with?

Virtual assistants are limited by their location. Any in-person activity you could get from a full-time assistant at the office (such as dry cleaning, errands, and visiting local businesses) is obviously not possible. However, today’s digital world makes it possible for virtual assistants to do more than ever before.

What are the backgrounds of virtual assistants?

It varies! Some are generalists who have experience simply in being a VA. Other people might come from backgrounds like being an office manager or an in-person executive assistant. Others may even come from coaching backgrounds themselves.

What are the best tasks to use for a virtual assistant?

Anything you can think to delegate, such as travel arrangements, scheduling and followups, email, paying bills, handling invoicing, and more. Think about delegating the day-to-day activities you wish you didn’t have to handle yourself.

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