Get more from your VA to reduce friction and scale without the headache
You’ve got a VA, but do they handle everything they could? Or maybe you’re thinking about hiring one but unsure what they’d actually do. Either way, your time gets sucked into tasks that keep you from your best work. The tasks that actually grow your coaching business.
Looking at how top coaches operate, a VA doing the right tasks makes all the difference. Some coaches stay trapped in admin and routine work while others scale their impact. A VA handling specific tasks strategically changes everything – when you know what to delegate and how.
A VA should lift tasks off your plate and handle them seamlessly. But beyond that, they should actively move your business forward. Let’s look at the core areas where VAs make the biggest impact for coaches.
Your VA becomes your client experience manager, handling everything that happens before and after your coaching sessions. They manage discovery calls, send follow-ups, and keep your pipeline flowing. Each interaction stays personal but happens automatically.
Strong client care shows up in referrals and retention. When a VA handles the details, clients feel looked after between sessions. They get resources on time, receive session summaries promptly, and always know what’s happening next.
Growing a coaching business needs consistent attention to opportunities, relationships, and industry changes. Your VA tracks speaking spots, award submissions, and partnership possibilities. They research trends and gather insights you can use in your content and coaching.
This proactive support puts opportunities in front of you daily. While you focus on coaching and content creation, your VA spots chances to expand your reach and build your brand.
Your content needs consistency to build authority. A VA keeps your ideas flowing across platforms, repurposes your content strategically, and maintains engagement with your audience. They turn your coaching sessions into content ideas and keep your social presence active.
Think of your VA as your brand guardian, keeping everything aligned and active. They ensure no platform goes quiet and no opportunity for visibility gets missed.
Top coaches guard their energy carefully. Your VA protects your calendar, creating space for deep work and recovery. They handle personal admin, travel arrangements, and life management tasks that drain your focus.
This protection of your time and energy means you show up fully present for clients. You maintain capacity for strategic thinking and business growth rather than getting lost in details.
Each of these pillars works together, letting you step fully into your role as coach and leader. Want to know exactly which tasks to delegate within these areas? Let’s break that down…
Strong VA relationships start with the basics. Let’s begin with the foundational tasks that form the backbone of your coaching business – getting them right creates space for everything else to work smoothly. The tasks will become more complex as we go.
Your calendar runs your business. Hand this to your VA and watch your days become more productive. They should block time for deep work, handle all scheduling requests, and protect your energy by grouping similar tasks together. Give them rules about your ideal day structure and watch your calendar transform from a source of stress to a tool for growth.
First impressions count. Your VA should own the entire onboarding process, from sending welcome packs to gathering client information. Create templates for every step – coaching agreements, intake forms, welcome emails. Your VA ensures each new client starts their journey smoothly while you focus on preparing for that crucial first session.
Clients love detailed session notes but creating them eats into your coaching time. Record your sessions and have your VA craft summaries highlighting key points and action items. They can spot patterns across multiple clients, organize resources mentioned, and ensure everyone gets their follow-up materials promptly.
If you capture your calls using a transcript tool, your VA can use a tool like ChatGPT to create these notes for them.
Stop chasing payments yourself. Your VA should handle your entire billing cycle – creating invoices, sending them on schedule, and tracking payments. Set up a system where they alert you to any late payments and handle gentle reminders. This keeps cash flowing without you thinking about it.
Daily financial admin slows you down. Give your VA responsibility for organizing receipts, categorizing expenses, and maintaining basic financial records. They should prepare everything your accountant needs, saving you hours of sorting through transactions and hunting down missing paperwork.
Getting the right accounting software, many of which now utilize AI, makes this process simple, but it’s still a task for your VA.
Turn your inbox from chaos to clarity. Have your VA organize your emails into action categories and draft responses from your voice notes. Give them clear guidelines about which emails they can handle themselves and which need your attention. Smart coaches use voice messages to handle complex replies – their VA turns these into polished emails that maintain their tone.
Your audience needs attention, but you need focus. Your VA should monitor all social channels, responding to comments and DMs using guidelines you provide. They can flag important messages for your personal response while handling routine engagement. This keeps your community active without social media stealing your day.
Being active on social media should win you coaching clients, but it can feel like a hamster wheel when you’re the one managing it.
One piece of content should work multiple ways. Your VA can turn your coaching sessions, talks, or articles into social posts, emails, and other formats. Show them your content style and tone, then let them multiply your reach by spreading your ideas across platforms. This keeps your channels active without constant content creation.
If you want a little help with this. download our content repurposing cheat sheet right now, completely free:
Your AI clone needs feeding to stay sharp. Have your VA manage your Coachvox AI, uploading new content and monitoring conversations. They can spot common questions your AI receives and suggest new training material to improve its responses. This keeps your digital twin growing smarter while you focus on real-world coaching.
Keep your coaching materials working harder. Your VA should maintain your content library, organizing resources by topic and client need. When you mention something useful in a session, they can pull relevant materials and share them with clients. This turns your existing content into a systematic resource that serves more people.
Numbers tell stories your gut feeling misses. Have your VA create weekly dashboards showing your key metrics – client acquisition, content performance, revenue trends. Smart VAs spot patterns you might miss, flagging both wins and warning signs. This keeps you focused on what moves the needle in your business.
Stay ahead without staying glued to industry news. Your VA should track market trends, competitor moves, and speaking opportunities in your space. Give them specific areas to monitor and ways to summarize findings. This keeps you informed without drowning in information overload.
Build relationships while you sleep. Your VA can find referral partners, collaboration opportunities, submit award applications, and spot chances to grow your network. Create templates for outreach messages and criteria for potential partners. This builds your brand while you focus on serving current clients.
Business travel should feel smooth. Let your VA handle the logistics of your speaking gigs, client visits, and events. Beyond booking flights and hotels, they should think ahead about ground transport, meal reservations, and prep time. This keeps you focused on delivering value rather than managing details.
If you’re a coach that works remotely, travelling the world, this could be a huge time and energy saver. If you’re not sure about this one, just ensure your VA books refundable tickets and accommodation or get them to send you a shortlist of options first.
Your business runs better when life runs smoother. Trust your VA with personal admin like gift buying, appointment scheduling, and lifestyle management. The best VAs become key players in keeping both your business and personal life organized. This mental space lets you show up fully present for your coaching work.
Some of these tasks feel too personal to hand over to your VA, but that’s often a limiting belief. When you realize how much overhead personal errands create in your life, reframing them as tasks beneath your full capability means you can delegate them in favour of increased freedom.
AI can help you worker smarter, not harder in your coaching business. An AI version of you can serve clients and generate leads 24/7 while you focus on what you do best; coaching.
Try Coachvox today to see how AI can take you to the next level.
Pick three tasks from this list you could delegate this week. Start with ones that drain your energy or slow your momentum. Write down exactly how you want them handled, then schedule a call with your VA to walk through the process.
Don’t have a VA yet? These tasks show the real value they bring. Start small – perhaps 10 hours a week focused on calendar and client admin. Watch how that time comes back to you in focus and energy for the work that truly matters. Your coaching impact grows when you’re free to actually coach.
Building trust with your VA takes time. Share your wins, learn from mistakes, and keep refining your systems. The goal isn’t perfection – it’s progress toward a coaching business that runs smoothly while you focus on changing lives.
Powered by the best in the business
Unlock your coaching potential with AI
Get proven tips and insights every week
