Could virtual services for coaches be the answer to your overwhelm? Will hiring a virtual assistant really help you grow your business?

If you aren't new to coaching, you've probably already heard of virtual assistants but are these and other virtual service providers the key to building the business of your dreams?

As you begin to grow your coaching business, it's common to hit that point where you have more on your plate than one person can handle. There's working with clients, managing the day-to-day, and handling future growth. It's easy, and natural, to start to feel overwhelmed. So you start looking into a virtual assistant. Maybe you do a search on the internet or even ask around on some of your social media groups.

But is that the best way to go about getting help? And what are the first things you should outsource?

Virtual services exist that make running a business much simpler. However, it's important to understand how to identify the services that would be better outsourced and those that would be better kept in-house. Here’re some tips that you can follow.

3 Tips for Knowing When to Outsource Virtual Services for Coaches Like You

1. You are spending too much time on tasks unrelated to the core services of your business.

This can often be a tough question to answer because some coaches are stuck on the idea that, “If you want things done right you must do them yourself.”  This is a common mistake in business. Whether you ARE the expert in an area or have no experience at all, hiring and training right can prove that others can do the job as well, and sometimes better, than you can.

The reality is that you’ll spend far more over time trying to do your bookkeeping, marketing, or admin yourself rather than outsourcing those tasks to an experienced virtual services for coaches provider. 

Take some time to identify the tasks that are the biggest time wasters in your business and outsource them to someone who does them better. Time wasters can be things that take you much longer than they should because you don't know the systems or processes well enough to do them quickly. They can also be the things you are constantly procrastinating because you just don't like to do them no matter how good you may be. 

And even if you can do something faster than someone you hire, it doesn't mean you should. The key to overcoming overwhelm and developing a track record of success is letting go so you only do the things that ONLY YOU CAN DO!

 2. Does performing this function highlight your expertise?

The tasks and projects that you outsource may depend heavily on the nature of your coaching business. 

As a coach, there are specific things you have to do yourself. Planning and executing your coaching programs, for instance, is essential for your business’ development. But there are many different moving parts to creating, marketing and executing a coaching program. Yes, you will need a strong website and systems to make it happen. However, that doesn’t mean that you need to hire a team of IT professionals full-time.

On the other hand, if you are a business coach who teaches others how to create a brand, then you may want to do the brand development of your program yourself.

Outsource the parts of projects that don't highlight your expertise to someone who provides virtual services for coaches. 

3. Is it a service that is only needed a few times throughout the year?

Coaches often do annual or semiannual launches. Since these only occur a few times a year, at most, it makes sense to outsource these projects to a virtual services for coaches company. They'll bring a level of knowledge and expertise to the project so you don't have to spend a lot of time learning skills you'll only use once in a while. 

6 Top Virtual Services for Coaches to Delegate

Virtual services are available in a wide variety of skills. There is a service that offers a solution to almost every problem a coach faces. Here are some of the virtual services you can consider when choosing where to get started.

Graphic Design

Attractive visuals form an important part of branding. A graphic designer will, therefore, be an important member of your team.  However, it is highly unlikely that you will have a consistently high volume of work for him or her to complete. This means that hiring a graphic designer as a permanent member of your team won’t be the best use of your funds.

It's tempting to hire a virtual assistant as a generalist to handle everything from your basic admin to things like graphic design. Most virtual assistants, though, won't have that range of skills. It's better to let your virtual assistant do admin related tasks and then find freelance graphic designers who you can hire on an as-needed basis.  You’ll find that you save a lot of money and time without compromising on the quality that you need.

When looking for a good graphic designer, consider these important points:

• Experience - While Canva has come a long way as a graphic design tool for social media posts, experienced graphic designers will have skills in more advanced programs such as Adobe. Graphic designers have a deeper understanding of color theory, font styles and even psychology so that the graphic elements you are asking for will enhance your brand and message.
• Portfolio - Do they do the kind of graphic designs you need? Some graphic designers only do logos while others specialize in websites or print design. What are the types of projects you are looking for and does your graphic designer specialize in those areas.
• Accessibility - There's nothing more frustrating than needing something done by the end of the week and not being able to reach your graphic designer because the power in their country is unpredictable.  (Ask us how we know that one). Make sure you work with someone who's internet and electricity are reliable and they are available based on the hours you need. It's important to understand what you might be getting when someone who provides virtual services for coaches works in other countries.

Task and Appointment Scheduling

Task and appointment scheduling is one of the quickest and easiest virtual services for coaches to delegate when they are just getting started. Virtual Assistants are often one of the first people a coach will hire and they tend to have the core skills for this type of work.

Virtual assistants are often adept at the use of scheduling software and project management tools common in the coaching industry. Your virtual assistant can use these tools to call to confirm client or prospect appointments, follow up on tasks or manage other details on your behalf.

Travel arrangements can also be scheduled. A virtual assistant can schedule flights, accommodations, car rentals…essentially any aspect of traveling.

Content Creation and Management

Content is what establishes you as an expert in your field. This might consist of podcast episodes, blog posts, e-books, free webinars or courses, videos for social media and your website, etc... All successful coaches use a variety of content marketing strategies to make their brand visible to their target audience. And yet, it is a time consuming and often difficult process that requires content creators with deft skills and experience. This makes it excellent virtual services for coaches to delegate.

Marketing forms a huge part of your coaching business. If you aren't already producing consistent content to market your coaching skills, it will be an important next step.

A content marketing manager might be just the right person to add to your team. This person’s role is to make sure that all content pieces (whether written or visual) appropriately depict the brand. They help to create and implement a comprehensive content creation schedule. He or she can also help you get the most out of the content created and ultimately allow you to reach a wider audience. While some content managers can also create the content for you, this typically falls to you as the expert or to an expert content writer.

Social Media Management

If content on your podcast and blog are like the marketing signs IN your store...

Then social media is like the billboard outside enticing people to come in.

If your social media content isn't well managed, it will be like having a billboard in Death Valley, CA. There won't be many visitors.

Social media changes, ALL...THE...TIME! Don't make it your career to keep up on all those changes. These are excellent virtuals service for coaches to delegate so they can free up more of their time and focus on what matters most.

Event Planning

Coaches, regardless of their niche, often host events (whether virtual or in-person) occasionally. Event planning is a highly detail-oriented process that can distract you from the core needs of your business. It may be something that you believe you can do yourself, but carefully consider the time you would lose when you could be spending that time attracting more clients.

You want your events to be the talk of the town for the right reasons. Consequently, your event planner should:

• Have great interpersonal skills
• Be able to manage time effectively
• Make stellar organization a priority
• Be flexible and have a contingency plan
• Have a track record of success in planning and executing similar events
• Be creative and innovative
• Have a passion for planning

Client Relationship Management

Building positive client relationships is crucial to business growth. You may not have a large client list when you start out so it's tempting to handle the management yourself. However, outsourcing the following client relationship management functions can help you establish even stronger relationships and provide a higher level of professionalism to your business:

• Manage invoicing and payments
• Follow up for schedule appointments
• Send thank you cards

What Should you Look for in a Virtual Services for Coaches Provider?

Now that you’ve jumped onto the outsourcing bandwagon, it's time to understand what to look for in an outsourcing partner. Here’re a few things that should be at the top of your checklist:

     1. Experience

Is it OK to hire someone that doesn't have experience with your programs or in your niche?

There's a good chance you'll find a lot of applicants that don't have a lot of experience with your specific tools or in your niche. For example, a content creator that specializes in articles on health and beauty may not be a great fit for your topic of money mindset. Or a website designer who has always used Wix might not be the right hire for your Kajabi website creation. This is often the case when looking at providers with lower hourly rates. Just like in the medical field, it's more expensive to get a specialist. You probably wouldn't get a nose job from someone who's worked in pediatric medicine for a few years and now wants to do plastic surgery too. And, if you decided to, you probably wouldn't pay them the same rate as someone who's specialized in nose jobs for 20 years.

It's totally OK to hire someone with less experience and skill as long as you understand what you are getting. You can't expect them to have the knowledge that a more experienced person will. They also won't be as fast as there is often a steep learning curve (that you are likely paying for). You'll also be investing more of your time to get them up to speed. All of these things will factor into the overall cost.

Now, if you have a routine task that you have already outlined a clear standard operating procedure, it may be perfectly OK to go with someone that isn't highly experienced.

     2. Flexible

Anyone you outsource business to should be flexible enough to meet your unique demands. This makes communication integral to creating a successful working relationship. Your expectations should be made clear from the get-go and you should also make it clear that there may be instances where flexibility must be exercised.

    3. Good reviews and social media presence

Customers paint a clear picture of the true service a company provides. You have to go beyond the fairy tale picture painted on the company’s website. Check out the social media pages and read the discussions people are having about the company or individual. If something doesn’t seem right, they might not be a good fit for your brand.

In this day and age, a person or company that is aligned with yours is a direct reflection of your business. Take some time to review the social media posts and content (just be careful when using this information for hiring individuals) posted by the company. If their values do not align with yours, it could come back to haunt you.

Ready to get started?

If you are finally ready to start outsourcing virtual services for your coaching business, the next logical step is to understand what tasks to outsource and who to outsource to. A great place to start is with these six focus areas:

• Graphic design
• Scheduling
• Content management
• Social media management
• Client management
• Event management

And if you want to say yes to a little bit of all of them, then a one-stop-shop for virtual services like Virtual A Team may be the best option for you.

Note: This article was originally published on April 30th, 2019 and updated February 5th, 2024.

Is your business starting to grow? Are you finding yourself in a position where you need help managing all of your tasks and projects?

You are faced with the challenges of hiring a full time employee vs virtual assistant. It's not an easy decision to make for a variety of reasons. One big one is the cost comparison of a full time employee vs a virtual assistant.

Whether you are just launching or have been in business for a while, hiring the right person can be tough. Making a poor decision can cost you a lot of time, energy and money.

Let's look at the cost comparison to help you make an informed decision about a full time employee or a virtual assistant.

What is a Virtual Assistant

It has become more common in today's cloud-based, connected world for entrepreneurs and small business owners to have at least one virtual assistant. A virtual assistant is an individual who works remotely to provide specific needs to the entrepreneur or small business owner.

It’s not a secret anymore- if you want your business to grow rapidly, outsourcing part of your workload to a virtual assistant is a smart move.

Today, virtual assistants go well beyond typical administrative secretaries. There are VA's that do admin work such as answering emails and managing your calendar, but some get much more specialized.  Among Upwork’s top-rated virtual assistants, you can find workers who are experts in Social Media Marketing, Content Writers, Video editors and even Search Engine Optimization experts.

For this reason, it's important to think outside the administrative box when it comes to what a VA can do.

Full Time Employee vs Virtual Assistant Cost Comparison

We are going to keep this simple and focus on a social media manager. On average, according to Glassdoor, a full time administrative assistant can earn $49,418. However, their actual cost to an employer is closer to $70,000. On the other hand, a virtual assistant may only cost a business owner $25,000 per year.

Why?

When hiring a full-time employee, there are other expenses you must pay in addition to their actual salary.

Hard Costs

As an employer of a full time individual, you are responsible for the following additional expenses:

• Healthcare
• Taxes
• Worker's Compensation
• Paid vacations
• Paid sick time
• Payroll costs
• Life Insurance
• Office expenses
• Office equipment

When you hire a virtual assistant, you are only responsible for paying for the actual hours worked and/or the project rate agreed upon. Virtual assistants typically provide tracking for hours they work.

Because virtual assistants work from a remote location, they provide their own equipment. In addition, they are typically considered independent contractors and cover their own taxes and expenses. Be sure to check with your accountant to verify your virtual assistant does not qualify as an employee for tax purposes.

In addition, you aren't required to fill a certain number of hours with a virtual assistant. Many VA's will only bill you for the hours they work each week. If you don't have a project or task for them, then you don't pay. (Please note, some VA's do require minimum weekly or monthly packages with a use-it-or-lose-it requirement.)

Can you afford to outsource? Use our handy calculator to find out.

If you happen to have a big project or launch coming up, then a virtual assistant can step in for a short time. This is also a great option for seasonal businesses.

Soft Costs

Then there are the soft costs of having a full time employee vs virtual assistant. The soft costs are more difficult to quantify.

• Your time spent finding, hiring, training and managing an employee.
• Water cooler time (that time employees are being paid but not working).
• Retaining employees longer than they are needed.

Training Costs

Full time employees may require a few weeks of training to get up to speed. Virtual assistants, on the other hand, are typically hired only for that specific skill set and will get up to speed much more quickly.

If an employer wants their employees to learn new skills, it is up to the employer to pay for ongoing education and training. Virtual assistants, on the other hand, understand they can increase their own value by upgrading their knowledge on their own. There's a lot more competition for virtual assistants so it is in their best interest to keep learning and growing. And they do this without cost to the employer.

Full Time vs Virtual Assistant Productivity and Efficiency

It's also not unusual for an employer to use a full time employee for tasks or projects they aren't adequately trained to do. This is a result of having someone on the payroll and needing to fill their hours. Unfortunately, this can result in a higher project cost as the employee needs to learn how to do the new task. Or worse, it can result in poor quality work that needs to be done over or leaves a bad customer impression.

Because virtual assistants are only paid on work they perform, an employer is less likely to ask them to complete tasks or projects for which the VA isn't qualified to do. This is a huge savings to the employer and allows the virtual assistant to work using their best skill set.

Water cooler time is that time when employees are away from their desks, taking breaks or just catching up on office gossip. While an employee is still on the clock for these hours, they are not getting any work done for their employer.

Virtual assistants, on the other hand, obtain their income by being highly productive and delivering value to their employers. What virtual assistants quickly realize is that their revenue depends on positive execution and efficiency, therefore, they are not lazy, and they do not prolong work.

Separate Ways

Cost isn't the only benefit to consider when hiring a full time employee vs virtual assistant. Many employers have a hard time firing someone that works for them. For this reason, a full time employee may stay on long past their usefulness. This results in significant financial losses as they continue to collect paychecks without providing value.

On the other hand, a virtual assistant is, by nature, hired on a temporary basis. While the length of the contract may vary, there is no obligation to keeping them on longer than is comfortable or useful.

What About Part Time?

You may be thinking that you wouldn't need a full time employee so these figures don't relate. It may be true that you can save much of the costs of benefits if you hire a part time vs full time employee. However, there are still the costs of taxes, equipment, etc...

In addition, there are very few highly talented individuals in your local area willing to work part time. Therefore, you may be sacrificing quality for reduced hours. On the other hand, a virtual assistant can be hired anywhere in the country or even the world. This dramatically improves the talent pool. Virtual assistants also typically work with more than one client making it possible to get a skilled worker on a part time basis. Try them out for a while and add more hours if your business needs increase!

What's Next?

We have several great articles on helping you find, hire, train, and manage your virtual team. Check some of them out here:

How to Know When Its Time to Hire a Virtual Assistant

Virtual Assistant or Online Business Manager?

How to Hire a Virtual Assistant

What to Expect When Working with a VA

Training Your VA

Tools You Need to Manage Your Virtual Teams

Final Words

There are certainly times when it makes sense to hire a full time employee vs virtual assistant. However, be sure to analyze all the pros and cons before making your decision. With the most recent expansion of virtual assistant services and skilled freelancers, it's now easier than ever to expand your business at your own pace.

If you are ready to expand your team and looking to work with a virtual assistant or two, give us a call!

Note: This article was originally published on August, 26th, 2017 and updated November 1, 2020.

Are you a procrastinator? If so, it's ok. We're here to help you ensure that you have the tools you need to avoid hiring an ineffective virtual team.

Meet Jan, she’s a self-professed procrastinator. She’s well aware that it’s her biggest challenge. 

She’ll tell you herself that she ALWAYS waits until the last minute; always.

In her defense, it’s often because she’s working on other projects that she’s procrastinated completing. Her procrastination is a vicious cycle. 

Jan’s procrastination makes sense when you hear her story. As a student in high school, she never felt the need to get anything done right away. She’s brilliant. 

She could slide by without studying, complete projects overnight, and still get A’s and B’s in all her classes.

It wasn’t until Jan went to college that she started to notice how her procrastination was beginning to affect her performance. But she still ‘got by’.

Once Jan started her coaching business, things did NOT get any better. She was still in the habit of just waiting, knowing that she could pull an all-nighter to get the things done.

Fortunately, her business didn’t suffer, at first. She brought in several new clients and was beginning to build some group programs. But then she got super busy. 

Jan quickly realized that her procrastinator style had little effect on outcomes when she wasn’t busy but things started snowballing on her when busy times hit.

Download our Ultimate Guide to Delegating for More Tips & Tools on How to Delegate as a Solopreneur

You may have guessed by now that our friend Jan isn’t a real person. 

She’s merely the personification of many of our dearly-loved procrastinator clients that we’ve worked with over the years; talented and well intended but perpetually in over their head.

The Great And Wonderful Idea

Back to client “Jan”. 

Jan started hearing about Virtual Assistants in some of her online groups. She decided hiring one could take a lot of the work off her plate. 

They could help her be less of a procrastinator and she could get back to focusing on the things she loved to do.

“This is going to be so great!”, Jan thought. 

She quickly hired a virtual assistant that had been recommended to her by one of her friends. 

The virtual assistant and Jan got on a Zoom call and outlined the tasks that Jan needed to have done. 

After the hour-long call, the VA had a long list of tasks to complete; once Jan got her all of the access to programs she’d need. 

However, since the call ran a little late, and Jan had another call immediately after, she didn’t get the VA her access right away. 

And then other things came up.

And then days went by. 

Little did Jan know, follow-up wasn’t her new VA’s strong suit. She was great at doing what you told her to do, but she wasn’t strong in managing her client’s disorganization.

So, more days went by. And deadlines were missed. 

And, that was just the beginning. 

How Procrastinators Sabotage Virtual Assistants

Before we move on, we want you to understand that being a procrastinator doesn’t mean you can’t be successful.

And it certainly doesn’t mean you can’t delegate. 

It simply means you need to be aware that ‘it’s a thing’ for you. 

Being aware of your procrastinator work style means you will change the things you look for in a candidate. 

And it means you will need to take a look at how being a procrastinator can make it harder for a VA to really help you. 

And you will closely watch your own behaviors and how they are affecting the overall team performance. Because having a team is what will take your business to the next level.

Here are some key ways you may be sabotaging what a virtual assistant can do for you.

Not Providing Enough Details

If you are a procrastinator who is working on a big project, you may be the kind of person who works out the details at the last minute. 

Not working out the details ahead of time doesn’t allow you to pass the baton on tasks. 

Virtual assistants are skilled but they aren’t mind readers. 

If all the VA has is a big picture overview of the project, the details will be missed and it isn’t going to help you complete your project.

• Sketch out the timeline of what needs to be done, or at least the general project flow, before you present the project to your VA. 
• Make sure you highlight for both of you, pertinent deadlines even if you haven’t thought all the way through the minor details.

Not Giving Keys to the Kingdom (or at Least the Guard Tower)

Odds are you have many different programs you use in your business. 

From appointment scheduling tools to email management systems and even website dashboards. 

The more tasks you want your VA to perform for you, the more passwords he or she will need to have to independently get the job done. 

Ensuring that your VA has access upfront ensures that they can make progress on their own. 

Don’t procrastinate making sure your VA has access to all the programs you will ask them to use. 

Tools like Lastpass can make sharing and revoking password details easy!

Not Leaving Room for Review

A second set of eyes to review something is invaluable. , especially when the first set isn’t you. 

Virtual assistants do their best for you but we’re all human. Even the most talented assistants still miss things. 

Let’s say your VA is tasked to write your social media posts or articles, create newsletter emails, or many other things that will be seen by clients and prospects. 

You will want to review that before it’s published. Remember, it’s still your brand. Everything that is published is a reflection of your brand.

For this reason, we highly recommend you review any public-facing project. 

You will sabotage yourself and your VA’s success if you wait until the last minute to check things over. 

• Leave enough time between the due date you provide your VA to allow for revisions and final review. 
• Let your VA know when you will get the review/revision back to her for changes. 
• Give your VA permission to follow up with you if she has not received it by that date. 

There may come a time when you gain confidence that your VA and trust her outcomes. If so,  you can slack off a bit. 

But if you are still in the review stage and your VA gets something back to you by the due date, you may be tempted to wait till the last minute to check it over. This won’t leave any time for a second draft and you’ll end up having to make the changes yourself.

How Virtual Assistants Sabotage Procrastinators

Like we said, being a procrastinator doesn’t mean you are determined to be perpetually overwhelmed. 

And you certainly aren’t going to change your procrastinator ways overnight. 

For that reason, it’s also important to know what red flags to look for when hiring a VA. And if you already have a VA, learning how certain tendencies on their side can present problems when paired with your natural procrastinator style.

Virtual assistants are typically well trained in the tasks you have them do. But often, managing people, including you, is not typically their strong suit; or their desire. 

Since most VAs aren’t used to challenging their bosses, they are more likely to sit back and wait to hear from you. 

For procrastinator coaches this is a recipe for disaster. 

If you’re a natural procrastinator, you will need a little more personal management and accountability in addition to the tasks you want to have done. 

** At the very least, you'll need someone who can be aggressive enough to follow up on needed tasks and push you a little when they aren’t getting what they need to do an excellent job for you.

In addition, if a VA doesn’t recognize that you are a procrastinator, they may also wait till the last minute, a deadline you agreed to, in order to get a task done. 

Don’t Throw in the Towel

Being a procrastinator does not mean you can’t benefit from delegating. It just means you may need to look for someone that has a slightly different set of skills than you originally thought.

Sure, you still want someone who has the organization and marketing skills you are looking for but you will also need someone who isn’t just a SELF-starter but someone who can hold you accountable. You need someone who can press you for more information when necessary and not wait for a response. 

A great VA will recognize that you are a procrastinator and will help you identify realistic deadlines and set them.

These qualifications tend to be rare in virtual assistants though. It’s like hiring an administrative assistant when you need an executive assistant.

What can you do then? What’s above a VA? 

We are SOOO glad you asked! 

Introducing the Online Business Manager

The next step in virtual services after a virtual assistant is an Online Business Manager; sometimes also called a Virtual Business Manager. 

An Online Business Manager is someone who can do more for you and your business. 

This person is going to have more leadership and project management skills than a traditional VA. 

While he or she may still do some of the admin tasks, they may also outsource those on your behalf to other VAs. 

The best part, though, is that THEY manage the team for you. 

An Online Business Manager is going to be that person who holds you accountable. 

She’s going to push back when you need more accountability. 

She’s going to dig in to get the details rather than wait around for you to share them. They are going to find the answers rather than wait for you to provide them. 

If you want to read more about Online Business Managers, check out some of these great articles:

Virtual Assistant or Online Business Manager - What’s the Difference?

How to Choose the Right Online Business Manager for YOU 

Online Business Manager Interview Questions You Need to Ask

What You Can Do Right Now

An OBM sounds great but what if you have a virtual assistant right now and you need to get things moving in the right direction. Here are some tips that may help:

Plan Ahead

One of the number one things you can do to help your VAs is to plan WAY ahead. 

Solopreneurs tend to fly by the seat of their pants. But that doesn’t work well when you have others on the team trying to help you reach your goals. 

• Create a plan at least 3 to 6 months in advance and work from that plan. 
• Make sure you discuss changes with your VA as soon as you know about them.

Work Backward from Deadlines

Most procrastinators don’t think about deadlines. They work at the last minute. 

If you plan out your deadlines in advance, it can help you determine a better time frame for getting things done.

Build in a Cushion 

It's easy to anticipate how long it will take YOU to do something but working with others requires additional time. 

Unless you have a VA full time, 40 hours a week, she has other things she is doing. 

She’s not always going to be able to drop everything to work on your last-minute project. Sending her a revision at 7pm in the evening and asking her to send the email to your list at 10am the next morning isn’t realistic. 

Give your VA a longer turnaround time than you think is necessary. Negotiate realistic expectations in advance.

Encourage Accountability

Empower your VA to follow up with you as needed. Tell her it’s OK to email you or call if you haven’t gotten something to her by a certain date. 

For some VAs, this is a skill they can adapt to when they are encouraged to do so by their “boss”. 

For others, it’s just way outside of their comfort zone and they won’t do it no matter how much you encourage them.

Work with a Coach

Even coaches need coaches. 

If procrastination is preventing your business success, consider working with a coach that can help you overcome some of these traits. It may just be one of the best investments you make.

You Can Do It!

Being a procrastinator doesn’t mean you can’t be successful and it doesn’t mean you can’t delegate. 

It simply means you change the things you look for in a candidate and closely watch your own behaviors and how they are affecting the overall team performance. 

Hosting a blog is an essential way of bringing traffic to your website. If you've been handling this project on your own you know it can present unique challenges that might make getting help from a professional blog manager a good idea for your coaching or consulting business.

Is Your Blog Content of Decent Quality?

One challenge coaches experience is keeping their content consistent both in theme and timing. It's easy to see a variety of content on other blogs and decide to pursue the same path. And having the infrastructure for a blog is great. But often posts aren't consistent enough to make a difference. Both challenges deliver mixed results.

Professionals who manage blogs know how to overcome these particular problems. They understand the unique challenges that coaches face getting traffic to their websites. 

Blog managers work with you to help ensure that your blog has plenty of content to entice your visitors. They make sure the content is suitable for your business. You want to get the traffic, but you don't want your business going off in multiple directions, either.

Loving or Hating the Writing Part

Do you have a love or hate relationship with writing? No matter your answer, there are challenges that come with how you feel about writing your own content.

If you love to write, you likely struggle with not having ideas for your blog or not having the time to write quality posts.

If you hate writing, your understanding of the need for an excellent blog is in a constant battle with your aversion to the task. 

Blog management is useful in both situations. Getting the help of a professional is a good idea for anyone lacking either the time or passion needed to write quality blog posts on a regular schedule. Visitors to your website will notice the difference that dedication makes.

Think about your blog from the perspective of a visitor to your website. Would you want to use the services advertised on your site based on the content of your blog? If not, the time might be right for some changes in your strategy.

Coming Up with Ideas

Having a steady supply of ideas is essential for a blog to deliver results. However, running out of ideas or not being able to translate them into decent blog posts is a common challenge. The right content is essential to building your blog's following.

One of the most time-saving benefits of hiring a blog manager is content curation. They focus on coming up with the right ideas for posts that will get attention. They get to know your ideal client and then search for the right topics to keep your ideal client interested and engaged. Turning that task over to a professional blog manager means you'll have more time to devote to other parts of running your business.

When you don't have to brainstorm to find ideas for blog posts, you can devote more of your time to other essentials. Blog management professionals will help you maintain that proper balance for your business needs.

Do You Publish on a Regular Schedule?

Publishing blog posts on a regular schedule is important, yet this is an area where many website owners fall short. There isn't one single way of choosing when to publish posts. However, a few tips are worth remembering:

• The publication schedule should be consistent
• Posts should have a regular style
• All posts should read as though they had the same writer or group of writers

One of the advantages of using a blog manager is having someone available to write the posts who knows what the best schedule is to use. We can arrange a schedule that works well for your business needs.

Keywords and Titles Make a Difference

Keywords and titles make are more important than most business owners realize. As search engines like Google regularly change their requirements, it can be difficult for consultants and other business owners to keep up.

Although exact keyword usage may vary depending on your business focus and geographical area, some of the factors that might determine the best search terms include:

• Phrases including your company name, if applicable
• City, state or county-related keywords
• Terms related to business and life coaching

Blog managers can make a big difference in this area. They bring knowledge of the most recent updates and help determine the most impactful keywords and post titles will make a difference in helping the search engines deliver your answer at the top of the list when your client goes searching. 

Writing the Content You Need

Regardless of whether you lack time to write or don't enjoy writing, we can help. Your blog's content is an integral part of how you will reach clients. The right approach makes all the difference in whether you make that crucial connection.

There's no doubt that to attract your ideal client you must have a professional-looking website. In addition to looking professional, the site should also help provide a sense of confidence in your ability to handle their needs.

Using blogging experts to write your posts helps ensure that everything is grammatically sound. Because your posts are in the hands of an expert team, you don't need to worry about the quality of your posts suffering because you have additional obligations for your business.

The Importance of Good Editing

Getting your content written is just one part of the story where when it comes to your blog. Without editing your posts, you're running a genuine chance of missing major grammar or spelling errors. Such errors can make your posts appear unprofessional.

Using blog-related services is a good solution when you compose your own posts but require someone to check them for errors. This solution is a good alternative for professionals who feel comfortable writing content but need grammar and spelling help.

Creating Graphics for Use

Graphics can make a difference in how much attention blog posts attract. In some cases, website owners have the best chances of making an impact with specially-created graphics. However, many business owners lack the skills necessary to create such graphics.

Examples of graphics that can make a difference include:

• Infographics that help explain key concepts
• Charts and diagrams to demonstrate numbers
• Animated clips to supplement information on the site

Blog managers can help with creating the right graphics for attention-getting posts. You will find this solution useful because it allows maximum impact without you having to acquire a new skill.

Sourcing Graphics for Use

You can likely find the ideal graphic for your blog post with a simple Google search. However, it is important to respect copyright law when using such images. Sometimes it can be challenging to determine who the image's copyright holder is.

Blog managers are diligent about ensuring proper sourcing of images. You don't want your business hindered due to a copyright issue.

Proper Formatting for Timely Posting

Getting your formatting right matters when you're publishing a new blog post. First impressions matter and posts with bad formatting will not project the professional image that you need.

Proper formatting also helps ensure that your posts are published on your schedule. Taking the time to make corrections to a post because of a formatting error can be very disruptive for your schedule.

Analyzing Metrics and Determining the Pivots

Another skill that a blog manager will possess is measuring metrics to determine the efficacy of posts. Many businesses lack either the time or necessary knowledge of how to measure such things on their own. Experts can make all the difference in these types of situations.

Blog managers will also be able to decide when to pivot or shift your blog posts to a new focus. Pivoting is often a necessary strategy when your posts aren't generating the traffic you need. Blog managers know when and how to strategically take this vital step.

In Conclusion

Although blog managers are not necessary for every business, they can be a valuable resource for professionals such as business or life coaches. You might be surprised at how much time a blog manager can save you resulting in a greater return on your investment. 

Let's chat about how to prepare your coaching business to delegate.

Congratulations! You finally decided to take that huge step to start your coaching business. Did you have ANY idea how much detail was going to be involved? We are guessing you probably don't have the funds to pay someone to tackle the creation and set up of your business, but you will want to start outsourcing as soon as possible in order to keep your sanity.

So how DO you prepare your coaching business to delegate?

Once the basics are in place, you can reach out to freelancers who can help you with your daily administrative and marketing tasks so that you can focus on coaching.

Have a Clear Objective for Your Business

What do you plan to do with your coaching business? 

More importantly, how do you plan to achieve this? These questions should be answered clearly and succinctly so that it is easy for freelancers to understand exactly what your business is about.

Choose Your Niche. 

Once you have YOUR niche, it is easy to create an objective that will apply to all the clients you work with.

For example, a relationship coach will focus mainly on couples, while a life coach is more general and can work with couples AND individuals. Think about your skill set and what you want to offer your clients to determine your niche.

If you prepare your coaching business to delegate any of your marketing, from social media to email campaigns, your team will need to know your niche.

Create a Mission Statement. 

Once your niche is established, you can start working on other key elements of your business.

Step one will be creating your mission statement. This only needs to be one or two sentences describing your business values and what you aim to provide. When creating your mission statement it is important to incorporate three core elements:

• State your vision or mission for your business
• Define your objectives and goals
• State your core values (this will help to shape freelancer’s behavior in the future)

These statements should be short and to the point. When your mission statement is read, it should immediately become clear what your business is about and what you expect from those you work with in the future.

Create a Business Plan

Even if you have no need to get bank loans, a business plan can serve as a road map for your business. You’d never set out on a family vacation in the old station wagon without having an idea of where you are going. And you shouldn’t start a business without having a plan either.

Your business plan will also serve to help guide you as you work with freelancers.

The following are some steps you can take to start your business plan or simplify an existing one:

Do your homework!

Research your industry as much as you can. Read industry reports, examine competing businesses, and be detailed about exactly what you plan to offer your clients. You must also know your product, your business, and your competition intimately.

What is the purpose of your plan?

Think of your business plan as a type of road map that will give you and future freelancers the directions you need to execute daily functions to grow your business. With this in mind, your “road map” should include instructions on how to deal with foreseeable obstacles that could occur.

Develop your company profile.

Examples: What you plan to offer? Who do you plan to offer it to? What is the history of your business?

Document your business.

From the beginning, be clear about your cash flow, expenses, and industry projections. In addition to using this to show freelancers that you have solid a financial plan, you can also use it to attract investors in the future, if necessary.

Create your marketing plan.

Make sure it is aggressive, especially while your coaching business is new. It should state plans for your services, how you plan to launch them, and the marketing methods you will implement to get your business out to the masses.

Make sure that your business plan is adaptable.

The coaching business is ever-changing as society finds new ways to do things, and your business plan should have information about how you plan to adapt to these changes. What is your approach? Are there financial implications that may occur as a result of making the necessary changes?

Tell people why you care about starting a coaching business.

What made you so passionate about the industry that set you on the path to starting your own business? This is the sweet spot of any budding business...making people care as much about your coaching venture as you do.

Develop Your Business Brand

Even if you prepare your coaching business to delegate your brand creation, it is always a good idea to know what goes into brand development so that you can be involved in every step. Just remember, the brand you adopt for your coaching business will also be YOUR identity. It will play a major role in how freelancers and future clients perceive you.

Your brand must be consistent and something your target audience can relate to. Essentially, you're communicating who you are and what you can do for those who are looking for the services you offer.

There are several steps involved in effective brand development, including but not limited to:

1. What is the purpose of your brand?

Did a major life event propel you toward building a coaching business? Did something in childhood make you want to help other people? Answering these types of questions will allow you to determine your purpose.

2. Researching branding techniques

Industry competitors use certain branding techniques and knowing these will allow you to differentiate yourself from them and what they have to offer.

3. Make sure you are very specific when determining your target audience.

What is the buyer persona of your brand? For example, what is their age, location, education level, gender, and income?

4. Establish a mission statement

A mission statement will help your brand tell people exactly why you wake up every morning to perform your coaching duties.

5. State the primary benefits

These benefits and qualities are those that your brand offers, especially those which competitors are not offering.

6. Develop the voice of your brand

This helps to communicate with your target audience.

7. Make sure that the personality of your brand is always clear and present.

8. Develop the messaging and story of your brand.

Tell people exactly who you are and outline your motivations.

9. Create a tagline and logo for your brand.

10. Ensure that your brand is present in all elements of your coaching business.

Who Is Your Target Audience?

You should know who your clients are before starting your business. 

This is where determining your target audience comes into play.

Start by looking at the competition to see who their customers are...their demographics. Would any of them work well for your coaching business?

Consider the services you are offering and who could benefit from them the most. For example, if you want to coach young women, you will target women under the age of 30 who are struggling and need guidance in creating a solid foundation in their lives. They likely have, at the least, a high school education and are either recently married or single.

Psycho-graphics is another area you want to explore. 

Psycho-graphics is where you get into the personal characteristics of your target market. It includes things like:

• Personality
• Values
• Lifestyles
• Attitudes
• Hobbies and interests
• Behavior

You should spend some time narrowing down all of these characteristics and demographics until you have the ideal person in mind. This person becomes...you got it...your target audience.

Determine Your Unique Selling Proposition

Once you determine your niche, craft your mission statement, and create your mission statement, you’ll need to develop your unique selling proposition. 

What is your “unique selling proposition” or USP, you ask? 

Your USP is what sets you apart from other coaching businesses. It answers how you will outshine your competitors? Take time to answer these questions as it will help you craft the very best USP for your business. 

Not only will this help you build your client list in the future, but it will prepare your coaching business to delegate and help freelancers determine if your business is one that they want to work with. 

Examining your competitors is an important area to focus on while contemplating your selling proposition.

Ask yourself, “What are they doing and how can I do it better?”.

For example, if you plan on delving into relationship coaching where other coaches focus on repairing broken relationships, you could help new parents transition into parenthood as a team. This gives you a narrower niche and, let’s face it, there will always be new parents out there struggling to adapt to their new lives who could use some guidance from you.

In the above scenario, you can target freelancers who are parents with experience in this stage of life, making them more valuable to your team and clients.

What You Don’t Need

Just as there are some key things you WILL need to prepare your coaching business to delegate, there are also a handful of things you don’t need to worry about right away.

• Learn Everything - Contrary to popular belief, you don’t need to learn how to do everything in your business before you delegate those tasks. You can read more about that on our article here.
• Having SOPs - It’s common to hear that you need standard operating procedures (SOPs) before you start outsourcing. That’s true if you are trying to work with very low pay overseas individuals. However, if you work with a team of specialists, they will bring the SOPs to you. 
• Pay for Tools - Many freelancers will bring access to tools or software you can use in your business. You won’t need to spend time shopping around and selecting the right tools before you get started.

Summary

Having the essentials in order before reaching out to freelancers will make the transition to having them on your team far easier. When you have these elements in order, freelancers get a clear picture of what your coaching company does and what your ultimate goals are. With this information, you can all work together to ensure all objectives are met and that you can continue to expand your business.

CLICK HERE if you're ready to get started!!!

So you’ve started a business...now what?

Like most entrepreneurs, your business is the culmination of your blood, sweat, and tears. You’ve poured all your time and effort into seeing your idea flourish, never actually taking the time to think about the “after”.

What do I do AFTER my business takes off?

Today we are going to delve into the world of outsourcing. 

WHAT IS OUTSOURCING?

Outsourcing or outside resourcing, as defined by the Wikipedia, is an agreement in which one company hires another company to be responsible for a planned or existing activity that is or could be done internally.

Simple, right? 

Not so to a budding business owner used to taking charge of every aspect of their business. To these energetic entrepreneurs, outsourcing is a scary prospect invented to rip away the reins of their control. But in reality, outsourcing could be the boost a business needs in order to level up to the next phase of success.

FEAR OF OUTSOURCING

Let’s first talk about the elephant in the room...business reputation. The looming question that stabs at the back of your mind like a Saturday night horror flick. 

“What if the finished product doesn’t reflect my dedication to perfection?” 

Rest easy! No matter what project is being outsourced, ultimately, it will need your final approval before it ever reaches the client’s inbox. As you continue to work with the freelancer, they will begin to understand your vision and overtime begin to produce work that closely mimics your own. 

3 REASONS WHY OUTSOURCING IS BENEFICIAL 

1. What can collaboration do for you?
2. How can outsourcing actually make you money?
3. Why outsourcing is a fantastic trade off.
   

WHAT CAN COLLABORATION DO FOR YOU?

Collaboration is an excellent feature of outsourcing. Sometimes, as entrepreneurs, tunnel vision sets in and breaks down the flow of new ideas needed to keep a business fresh and evolving. Collaborating offers the opportunity to throw around ideas that would have otherwise never seen the light of day. 

Imagine for a moment if the forward-thinking caveman who thought up rubber tires kept his idea all to himself? Well then, we might still see Fred Flintstone motoring around on a set of four  clumsy Fire-STONE wheels today!

HOW OUTSOURCING CAN ACTUALLY MAKE YOU MONEY?

The one thing in the world no one can buy, sell, or save is time. Any successful business-owner worth their salt knows that time is the most precious commodity. Given that eye-opening factoid, aside from cloning oneself, there is only ONE way to accomplish more with the allotted 1,440 minutes in any given day...you guessed it...outsourcing! 

The ability to hand-off one to two tasks would allow you the time to follow-up with potential clients. Extra time also allows the opportunity to touch bases with current clients and brainstorm future projects they’d like to pursue with you.

So, in retrospect, the $40 you paid to a freelancer to write yesterday’s blog post (which saved two hours of your precious time) could have the potential return of an entirely new income stream.  

Moral - The time saved from outsourcing yesterday could be easily be invested with a client today, thereby paying dividends tomorrow. Now that sounds better than playing the stock market!

WHY OUTSOURCING IS A FANTASTIC TRADE OFF

Allowing someone else to tackle a project might trigger a slight grumbling right at the pit of your stomach. 

It’s happening right now, isn’t it?

Calm down...it’s natural.

Let’s face it, the meticulous nature which drives most entrepreneurs to success is the same double-edged sword that keeps them from unclenching their white-fisted grip from the controls. But imagine the amount of time you would save if you didn’t have to search for images, toil over ad copy, and then schedule a post on all your social media platforms.

What could you do with that extra hour of freed up time?

Exactly! Now you’re getting it. That’s what outsourcing could do for you! 

You have just added an hour to market to new clients, or hit a deadline you’ve been struggling to meet since you were spread so thin. 

Feel that? 

That’s the feeling of calm rushing over you like a soft Hawaiian breeze.

You’re welcome.

There’s no shame in NOT wanting to take a backseat to outsourcing...INITIALLY. But, as a savvy business-owner, there comes a time when admitting you can’t do it all is not a sign of defeat, but a symbol of growth.

CLICK HERE if you're ready to get started!

Did the latest "expert" tell you it's time to hire a virtual assistant for your coaching business?

Did they also tell you that you can find someone cheap overseas?

You might want to do your homework before you jump in and hire an overseas virtual assistant.

Virtual assistants are individuals who work remotely. They provide businesses with the administrative, technical or creative support services they need. 

The term Virtual Assistant was first used in the 1990s. During this time there was a rise in high-speed internet, document sharing, and other technological advances. These advances made it possible for many people to work for companies without having to come into the workplace.

Today, the use of virtual assistants is widespread. Coaches and consultants now have the option to outsource work to overseas virtual assistants. But, hiring assistants outside of the United States isn't always the best choice.  So, entrepreneurs must consider the pros and cons of hiring overseas.

The Pros of Overseas Virtual Assistants

Overseas virtual assistants can help coaches in many ways. They save coaches money, do important work and can work during hours when the average American worker is at home in bed.  For many coaches, the work that off-shore virtual assistants do is very important. These might be jobs it isn't easy to find an American worker to do.  

In Great Demand

Coaches need the help that virtual assistants can give.  They often need help to grow but don't have the space or money to hire full-time workers.  Many new small businesses are not able to get their work done without the help of virtual assistants. Virtual assistants from foreign countries can make it easy and affordable to get many important jobs done.    

Advantages Of Foreign Virtual Assistants 

There are many reasons coaches and consultants look overseas for the virtual assistants they need.  Some of those reasons include:

1. They Cost A Lot Less
2. Foreign VAs Are Always Available 
3. They Have Experience
4. Well Educated Workers
5. They Celebrate Different Holidays

1. They Cost A Lot Less

The number one reason coaches hire virtual assistants from foreign countries is that they cost a lot less. The amount of money paid to virtual assistants from other countries is a lot less than their American counterparts.  A virtual assistant in India, China or the Philippines will gladly work for $6 an hour. The cost of living in these countries is often much lower than it is in the United States. Most American workers can't live on the same low wage.  Coaches can keep their expenses down by hiring overseas virtual assistants. 

2. They Are Always Available

There are hundreds of millions of people in China and India who cannot find work.  They are regularly available to work for American businesses. There are many people around the world that have the time and the skills to work as virtual assistants. Because work is hard to find in their countries, they would be glad to get the chance to make some money.  They are always available to small businesses who want to offer them work and regular pay. 

Download our Ultimate Guide to Delegating for More Tips & Tools on How to Delegate as a Solopreneur

3. They Have Experience

In many places outside the United States, people have been working as virtual assistants for a long time.  This means there are many people who already know how to do the work small businesses need to have done. They are often trained with specific skills useful to completed tasks that many small businesses depend on.   

4. Well Educated Workers

It's not uncommon to find people with college degrees that can't find work in their home countries. These people are happy to work for low pay.  In the U.S. most people with college degrees would not be willing to work for such low pay. By hiring virtual assistants overseas, small business owners can have their pick from millions of unemployed people with bachelor's, master's and even PhDs who would be glad to get any type of work.     

5. They Celebrate Different Holidays

People around the world celebrate different holidays than they do in the United States. When small business owners have trouble finding Americans willing to work on holidays, there are many people in China, India and the Philippines that don't observe those holidays. They will be glad to work as virtual assistants on any day of the year without asking for higher holiday pay.  

The Cons of Overseas Virtual Assistants

Disadvantages Of Hiring An Overseas Virtual Assistant 

In many cases, there are several advantages to hiring virtual assistants from overseas. However, there are also disadvantages to having someone from overseas serve as a virtual assistant.  They include:

1. Language Differences
2. Internet And Phone Connection Problems
3. Better Customer Service
4. No Time Difference
5. Better Knowledge Of Culture
6. Security Concerns

1. Language Differences

Many virtual assistants in countries outside the U.S. may be comfortable and competent speaking English as a second language. But there are often words and phrases that can be misinterpreted.  This can cause the overseas virtual assistant to misunderstand questions or the instructions given to them. It can cause a problem with details that someone who grew up speaking English usually won't have. As a coach who is hiring to save time, this communication gap can be very frustrating and time-consuming. Instructions may need to go through several iterations before the VA truly understands the request.

2. Internet And Phone Connection Problems

In some countries, it's difficult to set up internet and cellphone connections and keep them working properly.  This can make it difficult to work with a virtual assistant that is overseas. Coaches need to be able to always reach their virtual assistants so they can get their work done on time. If the virtual assistant doesn't have dependable internet and phone service, it can prevent them from getting the work done on time. This can make businesses lose clients and money. 

3. Better Customer Service

One of the number one complaints about customer service is dealing with overseas call centers. Clients prefer to communicate with English speakers without thick accents.  They feel more comfortable with American virtual assistants. Ones that can understand what the customer wants faster, easier and better. American virtual assistants understand American clients better, can understand and solve their problems quicker and help the client to have a better overall experience.  Clients get exactly what they need and are happier and more satisfied when the phone call ends.   

4. No Time Difference

One problem some small business owners have when working with virtual assistants who are overseas is the time difference.  The coach may tell the overseas virtual assistant they want something done by the end of the day. But because there's a 12 hour difference in the time zones they are in, that can cause confusion. Working with an American based virtual assistant where there's little or no time difference can make things go smoother.  If you ask for something to be done by the end of the work day they know exactly what you mean. This is something to consider when thinking about hiring a virtual assistant

5. Better Knowledge Of The Culture

Another problem with virtual assistants in another country is their lack of familiarity with the culture. From local places to commonly accepted points of view, culture plays heavily in most small businesses. Google Search can only help overseas-based virtual assistants so much. Often simple requests like finding an Airbnb near the airport or expressing the latest trends in marketing can leave an overseas virtual assistant stumped.  However, a U.S. based virtual assistant can fulfill that same request in a flash. And when it comes to business decisions, the time it takes to get work done can mean the difference between success and failure.

6. Security Concerns

Scam operations, privacy and data breaches, and intellectual property vulnerability are all potential security concerns when working with overseas VAs.   Laws vary greatly from country to country. Overseas virtual assistants don't have to follow the same laws as American virtual assistants. If you need to go to litigation against an overseas virtual assistant for any reason, filing a lawsuit can be extremely challenging. 

Pros And Cons

There are several pros and cons to hiring overseas virtual assistants. It's important to know what these are when evaluating options. Business owners must look at both the advantages and disadvantages and decide if hiring a virtual assistant from abroad will make the most sense for their business.

Consider both the time as well as the investment before making your decision. And remember, a Virtual Assistant may not actually be what your business needs.