Getting started as a VA

Getting started as a VA
Setting up a VA business whilst employed
- 5th January 2026
- 0 comments
- by Amanda Johnson
Looking to start your own VA business can feel like a mountain to climb, especially when you’re still working an employed role. You need the stability and the monthly salary to fund the dream, but you also want the time to actually build it. Juggling the two can leave you feeling frustrated, overwhelmed, and if I am honest exhausted but remember it is not forever.

However, there is a simple way to set up your VA business while keeping your day job without losing your income or your sanity. It just takes discipline. No fluff, no excuses, just a bit of hard work and a clear plan.
Create a plan
I am a firm believer in having 10, 5 and 3 years vision / goals, from this we have a 12 month goal and we then break that down into what needs to happen in 90 day chunks. As part of your 90 day plans, I want you to identify when you might like to leave the day job. This is not set in stone but gives you a plan to work towards.
I also want you to know how much you need to earn (not want – need). With this number, I want you to save either 3 months or 6 months of this need income so that when you do leave your day job you do not panic about income.
Change your view on the “Day Job”
When you’re desperate to strike out on your own, it’s easy to let resentment build toward your day job. Don’t. Instead, look at your current employment as a means to an end. We all have bills that need to be paid and so stop hating the day job and see it as the path to help you get set up. The path to helping you create that need income.
Be grateful that your mortgage is covered while you’re building your foundations. This keeps your mind free to focus on your business without the “stench of desperation” or financial panic that can spook potential clients. Your job is enabling your future.
Addressing the Elephant in the Room: Your Current Boss
Most new VAs are terrified of their boss finding out about their intentions or side hustle. You worry they’ll think you’re checked out, but have you considered what they are actually worried about? Usually, it’s not that you have a dream; it’s the fear that you’ll use their time, their laptop, and their client list to build your own empire before jumping ship.
To keep your integrity (and your job) intact, you need a clear line in the sand.
Don’t touch your business during office hours, don’t send business emails from your work account, and for goodness’ sake, don’t use their printer for your new flyers.
When you can look your employer in the eye knowing you’ve given them a full day’s work for a full day’s pay, that “employee guilt” vanishes. Servant leadership starts with being a stellar employee until the day you hand in your notice.
You also never know, they could become a client of yours or your best referral partner.
Carve out the time
You need to dedicate blocks of time to your new business. It’s that simple. This might mean adapting your routine; getting up an hour earlier or working for a couple of hours after the kids have gone to bed. If you want a business, you have to find the time to work on it. Look at your diary, find the gaps, and protect them.
Learn to focus
When you’re working two jobs, you have to keep your head in the right game. When you’re at your day job, be there 100%. When you’re working on your VA business, be there 100%. This stops your quality of work from dropping and keeps you from burning out.
The “Must-Haves” (The Legal Bit)
I’m often asked, “When do I need to get the legal stuff sorted?” The answer is before you take on your first client. You don’t need a fancy office, but you do need to be professional and protected.
Contracts: Never start work on a handshake. You need solid Terms of Business that protect you and your client. It sets the boundaries on everything from payment terms to notice periods. I share some discounted links on my resources page: https://vatrainingacademy.co.uk/resources
Insurance: At a minimum, you need Professional Indemnity Insurance. It’s usually not expensive, but it’s vital if a mistake happens. I suggest doing your research now, but you don’t need to hit “buy” until that first contract is ready to sign. I have a discount link for PolicyBee – https://www.policybee.co.uk/VACT to save 10% off the policy.
ICO Registration: If you are handling personal data (and as a VA, you almost certainly are), you must register with the Information Commissioner’s Office. It’s a legal requirement and costs about £52 or £47 a year if you pay by direct debit.
HMRC: This isn’t a day-one necessity. You have until the 5th of October following the end of the tax year in which you started to register as self-employed. So, don’t let tax anxiety stop you from starting today; you’ve got time to get the paperwork in order.
Finding Clients
One of the biggest questions I get is: “How do I find clients when I’m still at my desk 9-to-5?”
I won’t lie to you – it’s not easy. The clients you have while still employed may not be the ones you want longer term.
You don’t need a massive marketing budget, but you do need to be visible. Here are the three best places to start:
Your existing network: You already know people who need help. Former colleagues, friends who run small businesses, or even local tradespeople. Start by telling them what you’re doing; you’ll be surprised how many “secret” leads are sitting in your phone contacts right now.
Face-to-face networking: Nothing beats a real conversation. Look for local breakfast meets or evening networking events. It’s the fastest way to build trust and show people you’re a real person, not just a profile picture. Look for events that are before you day job starts or in the evenings / weekends.
Social Media (with a caveat): Be active, be helpful, and be visible. On LinkedIn, be transparent; update your headline to show you are a “VA.” Don’t be afraid to state that you’re building your business alongside your current role; people value honesty and a strong work ethic. Join Facebook groups where your ideal clients hang out.
The Golden Rule: Do not do this on your employed time. Use your lunch break to get away from your desk. Leave the office, go for a walk, get some fresh air, and then pick up your phone. Use those minutes to comment on posts, reply to messages, and engage with your community. By physically leaving your workspace, you create a clear boundary between “Employee You” and “CEO You.”
Stop overthinking and start doing
Following this plan will get you up and running while you’re still employed. Eventually, you’ll be in a position to cut back your hours or go part-time, moving toward your business full-time without the stress.
If you’re ready to stop “thinking about it” and actually start, I’ve got three ways to help you move forward today:
On a budget? Grab the VA Kick Start Course. It’s the essential “how-to” to get the foundations in place without a huge investment. Perfect if you are doing this as an additional income stream.
Creating a second career: My VA Momentum Course is where we get serious. It’s for those who want a sustainable business with proper coaching and mentoring.
Need to see the roadmap? Watch the replay of my Start Your VA Business Webinar. I’ll show you exactly what the journey looks like.
Does this make the transition feel a bit less overwhelming? Or is there something specific that’s still worrying you about making the leap?
Getting started as a VA
Redundancy – coping with change
- 28th November 2025
- 0 comments
- by Amanda Johnson
This article was written by Carmen MacDougall, previous owner of VACT. Carmen MacDougall came from a corporate background as a PA and Office Manager before establishing her VA business after redundancy. She went on to establish herself as one of the leading trainers on setting up and running a successful Virtual Assistant business through The VA Coaching and Training Company http://www.vact.co.uk using her own experience as well as her NLP and coaching skills, and has trained many award winning VAs in her time. Carmen retired from the VA industry in 2015 and The VA Coaching and Training Company became part of VACT Limited.
Redundancy is often seen as the end, but it can really be the beginning of a great new phase in your career.
At the age of 14 my mother pushed me to do a typewriting course, and then a secretarial course so that I would find a career as a Secretary. ‘Being a Secretary means you will have a job for life’, she stated.
Well, how the business world has changed. Is there a job for life anymore? Redundancy is now a common word and an experience many dread.
Since my first job, I was made redundant five times before 1999. The first time it happened I had only been in the job for six months and they were moving the department to Leeds, so those who didn’t wish to relocate were made redundant.
I must say, that by the third redundancy I started to question whether there was any such thing as being ‘safe’ in a career. I admit, coming from a family where most of the members are self-employed, I started to wonder whether I would be better off joining them. But what on earth would I do?
Before I had time to ponder this too much I was presented with another position of employment. Everything seemed wonderful and safe. I was on £6k more than the last job so not so bad at all, industry seemed steady, then…BAM, another redundancy! This time it hit me harder as I had a bigger mortgage (although no children at this stage), my sense of security was dragged from underneath me and I felt scared. I really thought I was attracting bad luck here and couldn’t cope with the change any more. I always liked to feel safe and secure and know what was around the corner. My crystal ball had been shattered.
In my next job I was made redundant after being there almost three and a half years. Enough was enough.
What I found bizarre, was that each time I was made redundant, my uncle, a successful businessman, kept saying ‘Redundancy is great isn’t it!’ I thought he was off his rocker. Who thinks redundancy is great for goodness sake! He would also say that the constant change was character building, enabled me to understand risk, helped me to handle stressful situations and think or act quickly. He always said that change is good for the soul – it made people unique in that they could handle any challenge that came into their life more effectively.
I realised that he was right, although I didn’t really get it until after the final redundancy. I’ve learned that we tend to want to avoid change because we often believe the situation is going to be too stressful or scary. We rarely have faith in ourselves that we have the ability to cope with change or have the tools or knowhow. However, if I look back at the experiences I’ve had, one thing I realised was that I was never out of a job. As soon as I found out that redundancy was on the cards, I was off to the recruitment consultants for a new job. They would tell me that there were many people going for the same job, salary was competitive and, even though I was approaching 30 years of age, there were others fresh out of university happy to go for the same role for far less money than I was expecting. Gosh, age discrimination at 27!
However, when I successfully got through four interviews for one role and gained an extra £6k on top of what was original advertised, I asked my then employer why they chose me. Apart from my good looks and irresistible charm (sorry got carried away there), what stood out for them was my positive mind-set, I never came across as desperate and that I was happy to take on a challenge. Of course, experience helped, but actually there were people with more experience with I had.
So what do I advise you do if you are facing redundancy or if you have already left your employment?
First and foremost remember that it is not you that has been made redundant, it’s your position that has. This will not have any bearing whatsoever on your performance, as many have started to worry whether they were the weakest in the team and hence the one to go. This is not the case.
Accept change as a positive experience. OK, I know that if you’re experiencing this you’re least likely to want to think that this change of situation is marvellous, but it is! If I hadn’t experienced what I did in my career, would I be here now? I’m not sure, but what I do know is that something great was waiting for me and I certainly wasn’t going to take the risk if I was feeling comfortable and secure in my job. Instead, the push made me accept change, embrace it and grab my opportunities.
Do you go for another job or do you become self-employed? Only you can answer this question, however, if the self-employed route is for you, then speak to people who run their own business. Look at your skills and experiences, what do you love doing? Identify what you least like to do also. Think about what motivates you. Think back to the times when you wish you were doing something else. What was that something else?
For me, having been a PA, Marketing Assistant and Office Manager, I knew that, instead of learning something completely new, setting up a business using these existing skills was an obvious choice for me. So, I set up as a Virtual Assistant using my existing skills. It took off at a time when the industry was in infancy and nobody in the UK had heard of this concept. In the US it was already five years old at least, and people embraced the concept with open arms. Now the industry is further down the line and much more established. Even though the industry is nowhere near saturation, it is attracting a lot more PAs who are seeking an alternative to employment, flexibility and independence over their career decisions.
Whatever your decision for going it alone, do your research and perhaps see if you can work alongside someone who is currently doing what you want to do – a work experience if you like, to check that you get satisfaction from it.
But you may be saying: I am too young, too old, I don’t possess enough experience, there are too many people going for one role, the salary is too low!
Yes you may be young, but you can bring fresh ideas, a fresh approach to an organisation, energy and enthusiasm. If you consider yourself too old then I see that as sad, as you may still have another twenty years ahead of you to work. People do still find maturity of age attractive, you have experience and knowledge…an understanding and wisdom that comes with age. In addition they may prefer someone mature as perhaps your children are grown up, you may be less likely to leave to start a family or go travelling.
OK, so what if many people are going for the same role? What if you were to get it? Someone has to, and it will go to the person who has the right mind-set and attitude, a belief and faith in their abilities and confidence in themselves. It’s about being attractive.
There are many factors that do concern and scare people about being made redundant, such as financial commitments and how they will manage if they may be the only earner in the family. Yes your life can feel that it’s in a tornado, but it’s amazing how things can work out. I don’t have the answers to everything, especially for those who may have been out of work for a long time, but all I do know is based on the experiences I have encountered and those I have coached. The most important thing is that by coping positively with change, having the right attitude and positive mind-set, it’s amazing what positive experiences you can attract.
This article first appeared in Executive Secretary Magazine, a global training publication and must read for any Administrative professional.

Getting started as a VA, Marketing - Finding Clients

A Strategy for Preparing for a Successful Discovery Call

28th November 2025
0 comments
by Amanda Johnson

Have you just come off a string of discovery calls or meetings only to hear the dreaded lines: “You’re too expensive,” “I need to think about it,” or “I’m speaking to other VAs”?

Feeling that knot of nerves before meeting a potential client, worrying about what they’ll ask and what you need to say to stand out?

Let’s be straight. Making a brilliant first impression is vital, whether that’s face-to-face, over the phone, or on a video call. But here’s the thing: The impression starts before the meeting even begins.

It starts with your preparation. And it starts, most importantly, with you and your mindset.

The Truth About Confidence (It’s Not Fluffy)

In countless mentoring sessions with VAs, the real issue beneath the surface of client struggles is a crippling lack of confidence and a negative belief system. It’s always a list of “What ifs”:

‘What if they’ve spoken to other VAs who are better than me?’
‘What if they won’t pay my fees?’
‘What if I say the wrong thing and put them off?’

Sound familiar? Stop it. That thinking is an anchor dragging you down.

As your straight-talking mentor, I’m telling you to flip the script. Start with the opposite:

What if the fact they are meeting with you shows genuine interest? Their time is valuable; they wouldn’t take this call if you hadn’t already made a good initial impression.
What if they have spoken to other VAs and realised you are the unique, powerful fit their business needs?
What if they instantly see the huge value in your services and how that will positively impact their bottom line?

Now, for each of those statements, simply remove the ‘What if’. You now have a list of powerful affirmations that change your whole frame of mind.

This is the first step in the fight. When you are genuinely confident in the value you know you will deliver, the right clients will show up.

The Problem with ‘Features’ – Get to Your Value

Now, let’s talk about what not to say. Avoid falling back on generic, weak features that every single VA on the planet can offer:

“You only pay for the time you use.”
“There are no overheads such as office space or equipment.”
“You don’t have the expense of a PA’s salary and employee benefits.”

Yes, these are all true and valid features. But because every VA offers them, they do not make you special. They don’t justify your price tag.

You are unique.

Think about your value:

What makes you different?
What can you specifically help your clients achieve?
When you walk away, what tangible results have you delivered?
How can you help them hit their goals and seriously boost their income?

When you can articulate the value you bring to the relationship, you’re on solid ground.

Step Into Your Prospect’s Mindset

You need to switch your focus from your own nerves to understanding your prospect.

Have you ever been caught flat-footed when a client asks a question you hadn’t pre-empted? It’s embarrassing and instantly makes you look unprepared.

Put on your detective hat. What questions are rattling around in their head?

How will this VA’s service actually solve my current challenges?
What are the results I can realistically expect from using them?
How does the process work? (No jargon, please.)
Does this person truly understand my business expectations?

People don’t want to be asked, “So, how can I help you?” unless they already know the answer. They want a confident professional to take the lead.

The simplest way to do this? Show them you understand their pain points before they even have to explain them.

Prepare well, and you stand a far more powerful chance of winning them over. You only get one shot at this first impression. Don’t waste it.

In the next post, I’ll tell you the specific areas you should be discussing to influence and persuade your prospect, the research you need to do, and how to control the meeting to get the outcome you want.

Ready to stop feeling too expensive and start booking high-value clients? Awesome.

You’ve learned the crucial first step: MINDSET.

But mindset alone won’t get the contract signed. You need a system to showcase your value, articulate your worth, and close the deal without begging for the business.

Ready to cut the small talk, ditch the “I’m too expensive” headache, and step into the professional, high-earning VA you are meant to be?

Which option is right for you to stop losing clients over “thinking about it”?

Path	Focus	Outcome
VA Membership	Ongoing Training & Community	Continuous confidence, growth, and business scaling.
Power Hour	Fast, Personalised Strategy	Immediate confidence, focused script, and a strategy to close your next hot prospect.

Choose your direct path to better conversion:

Getting started as a VA
How to choose a VA training company
- 20th November 2025
- 2 Comments
- by Amanda Johnson
If you’ve made the decision to become a Virtual Assistant, congratulations. It’s a brilliant move and one I don’t think you will regret. But now comes the practical part: choosing who is going to train / mentor you while you go through the start up phase.
You want the most up-to-date skills and knowledge behind you. The trouble is, the market is saturated with training providers. It can be noisy out there. So, how do you cut through the waffle and choose the best one for you?
If you’re looking to find the right VA training company, you need to put your practical head on. This isn’t about finding the prettiest Instagram feed; it’s about finding a Coach, Trainer or Mentor who can help you build a sustainable business.

At the VA Training Academy (part of VACT Limited), we believe in honesty and transparency. So, let’s get into the gritty details of what you actually need to look for.
1. The Financial Reality Check
Let’s be straight: do not let your choice of training be dictated purely by panic about your current finances.
When it comes to your career, you need to make smart, strategic decisions; not impulsive ones based on fear. I know that many of you are looking to change your career to improve your financial state. But please, do not get into a level of debt that buries you in stress.
Any trainer that encourages you to get into debt or put something on a credit card – should be avoided!
However, you also get what you pay for. If you are looking for a “business in a box” for £50, you are likely going to get £50 worth of value.
A reputable VA training company should offer:
Flexible payment options: We know budgets vary. We offer payment plans because we want this to be accessible. The price of your course should not go up because you pay over 6 or 12 months.
A range of entry points: From free resources to comprehensive distinct qualifications like our VA Momentum Course.
Be prepared to get a little uncomfortable if you have to stretch your budget slightly for quality, but keep it realistic.
2. Location Matters (More Than You Think)
We live in a global digital world, but where your trainer is based actually matters.
If you are going to support UK clients, you need training based on UK standards. Why? Legalities.
At the VA Training Academy, our courses (like the VA Momentum Course) include contracts and legal templates. These are written by a UK legal expert. They protect you. If you buy a course from a US provider, those contracts won’t stand up here. You’d be paying for training, then having to buy contracts to support your business.
Timezones and Support Location also impacts support. Our weekly group coaching, monthly training webinars, or monthly office hour calls happen on UK time. If your trainer is in a different timezone, are you going to be up at 2 AM for a coaching call?
Note for my military family: Distance learning is fantastic for military spouses who are often moving around the globe supporting a serving partner. I’ve been there; I know the drill. Our training travels with you, but the legal core remains solid UK practice.
3. What is actually included? (Check the Small Print)
Running a business isn’t just about learning how to manage an inbox. It’s about running a business.
Does the training company give you the basics and wave goodbye? Or do they practice servant leadership, supporting you as you grow?
At the VA Training Academy, we don’t just dump information on you.
Resources: We provide templates, eBooks, and checklists. One client recently said, “Wow, look at all of these additional resources,” that’s the reaction we aim for.
Community: Being a VA can be lonely. We offer a support community and a subscription-based Membership for established VAs.
Transparency: We are happy to walk you through exactly what is in the course before you buy. No secrets, no hidden costs. Actually we spell out on any of trainings what you get for your money.
4. Walk the Walk, Don’t Just Talk the Talk
You need a trainer who is (or has been) a successful VA. Theory is fine, but it doesn’t survive first contact with a difficult client. You need someone who has been in the trenches.
I am a military veteran and a mum to two boys. I built my business while juggling life, sleep deprivation, and the demands of a growing family. I know what it takes to run a business when the world isn’t perfect. I still support a business with their financial admin, marketing, operations in order to keep my hand in.
I continue to invest in my own CPD (Continuing Professional Development) because the industry changes fast. I don’t rest on my laurels, and neither should you. That commitment to “doing the work” is why I’ve been voted Best VA Training Provider and recognised as a VA Hero.
Despite the brand colours… I’m not “pink and fluffy.” I’m honest, direct, and caring. I will tell you what you need to hear, not just what you want to hear. JFDI is one of my favourite phrases.
5. Due Diligence: Do Your Homework
Finally, protect yourself. Before you hand over your hard-earned cash:
Check Testimonials: Read the reviews. Here’s mine.
Stalk them on Social Media: Do their core values align with yours? If you want sugar-coated advice, I’m probably not the trainer for you. If you want authentic, no-nonsense mentoring, we might be a match.
Check the Policies: Is there a refund policy? Is there a complaints procedure? At the VA Training Academy, we have both. We stand by our quality, but we also require you to demonstrate that you’ve actually done the work. We can’t build the business for you.
Ready to get serious?
If you want to explore how the VA Training Academy can help you build a robust, profitable VA business, let’s talk – we can see which of our courses might be the best fit for you and your needs.
I offer a discovery call not to “sell” you, but to see if we are a good fit. I only want to work with people I can genuinely help and who are committed to doing the work.
Book a call here and let’s see if we can get your business moving.
Getting started as a VA, VA Interviews
How to choose a VA Coach / Mentor / Trainer for you
- 20th November 2025
- 0 comments
- by Amanda Johnson
Choosing the right support for your VA business can feel like navigating a minefield. You have options ranging from the simple (“Do I need a course or a mentor?”) to the complex (“Who is actually credible?”).
Here is the brutal truth: The coaching and training industry is unregulated. Anyone can update their LinkedIn bio to “VA Coach” today without a shred of experience or a single qualification.
So, how do you protect your investment and your future business? You need to strip away the fluff and ask the hard questions.

Here are the 7 no-nonsense questions you must ask before parting with a penny.
#1: Have they actually done the job? (The Experience Check)
It is not enough to ask if they have “business experience.” You need to know if they have been a Virtual Assistant. There are plenty of people selling shovels who have never dug a hole. You want someone who has been in the trenches, dealt with difficult clients, juggled family life with deadlines (I’m a mum of two boys; I know the drill), and built a sustainable business. Ask for specifics: How long were they a VA? Do they still have clients?
#2: Are they committed to the profession?
You want a leader, not just a salesperson. A serious trainer invests in their own development. They attend industry events, they are part of recognised bodies, and they constantly upskill. If they haven’t learned anything new in the last five years, they can’t teach you how to survive in the modern business landscape.
#3: Look beyond the shiny website testimonials
Testimonials on a sales page are great, but they are curated. Dig deeper. Look at their LinkedIn recommendations and Facebook reviews. Crucially, look for success stories from people like you. If you are a mum returning to work or leaving a corporate role, have they helped others make that specific transition successfully?
#4: Are they a recognised authority?
Expertise isn’t self-proclaimed; it is recognised by others. Is this person an award-winner? Do they speak at industry events? Do they write for reputable publications? Real experts share their knowledge freely to raise the standards of the industry.
#5: The “Get Rich Quick” Reality Check
This is where you need to trust your gut. If a coach is promising you a six-figure income working three hours a day on a beach within your first month, run. I believe in honesty. Building a business takes hard work, grit, and resilience. You want a coach who will challenge you and hold you accountable, not one who sells you a pipe dream. Ask them: “What are the realistic timescales for return on investment?”
#6: Do your values align?
You don’t need to be best friends with your trainer, but you must respect them. This goes beyond “personality.” It is about values. I believe in servant leadership—supporting you to become your best self. Does the coach make you feel supported, or do they make you feel like just another number? If they are too “high energy” and “pink and fluffy” and you are a straight-shooter, it won’t work.
#7: Does the delivery match your life?
Finally, look at the logistics. If you are juggling childcare or a current job, does the training format fit? Do you need strict deadlines to keep you moving, or flexibility to work around school holidays? A rigid course that doesn’t fit your life will just become an expensive source of guilt.
BONUS #8: The “Due Diligence” Compliance Check (The Dealbreaker)
This is the boring stuff that actually matters the most. It is non-negotiable. If someone is claiming they can teach you how to be a professional Virtual Assistant, they must be running a professional business themselves. If they are cutting corners on their legal obligations, what sort of bad habits are they going to teach you?
Before you sign up, check the basics:
Are they registered with the ICO? In the UK, if they are processing your personal data (which they are if they are coaching you), they need to be registered with the Information Commissioner’s Office. No exceptions.
Do they have Insurance? Professional Indemnity and Public Liability insurance are signs of a responsible business owner.
Where is the Contract? Never hand over money without Terms of Business or a contract in place. This protects both of you. If they operate on a “handshake” or a vague email, walk away.
Are they GDPR compliant? Check their website for a Privacy Policy.
If they look blank when you ask for these, or tell you it’s “not necessary,” find another trainer. You want to learn from someone who respects the law and professional standards, not someone winging it.
The Bottom Line
Take your time. Do your due diligence. The right coach or trainer will be happy to answer these questions because they have nothing to hide. A great resource to learn more about recognised trainers in the UK is the Society of Virtual Assistants Trainer Directory – which I am a listed trainer.
Ready to put me to the test?
You have read the blog, now, come and use it.
I don’t just write about standards; I live by them. If you are serious about building a VA business, I invite you to book a call with me, but let’s be clear about what this is.
This isn’t a sales pitch. It’s a sanity check for us both.
Bring your questions. Ask me about my experience as a VA, check that I have the relevant documentation (insurance, ICO registration etc), and I am always happy to share about my own time in the trenches. I am happy to be grilled because I have nothing to hide.
I am not here to fluff your ego; I am here to help you build a robust, sustainable business. If you are looking for a “get rich quick” scheme, I am not the VA Coach, Trainer or Mentor for you.
We will use this call to work out if we are a good fit. If I don’t think I’m the right trainer for you, or if I don’t think you are ready, I will tell you to your face. I would rather lose a sale than see you waste your time and money on something that isn’t right.
Stop guessing. Let’s chat – so book a call.
Getting started as a VA, Marketing - Finding Clients
Tips on How to Confidently Handle Enquiries
- 15th November 2025
- 2 Comments
- by Amanda Johnson
Does the thought of handling enquiries send you into a state of frenzy or excitement…or perhaps both?

OK so how many of you want the phone to ring or a DM to drop into your Inbox and it be someone enquiring about your services.

BUT… you also have this fear of saying the wrong thing to them, sounding expensive and most of all, getting tongue-tied. Of course, you want to be prepared and know that the person at the other end of theenquiry loves the sound of what you do and wants to work with you instead of another VA!

So, how to you avoid coming across like a nervous teenager and instead to come across as a confident business owner who can make a sale?

First rule! It’s NOT about you. “It’s about them.”

I know this is going to sound really weird, BUT avoid selling to them, instead add value. If you’ve already had a call with that person, they’ve moved from an enquirer to a warm prospect.

I would, instead, use that phone call to get to know what challenges that person was currently experiencing, the solution they wanted to achieve and the business results they needed to arrive at.

Be someone they want to know, like and trust.

“OK, Amanda so if I’m not selling, why would someone call me for more information and what information should I be giving them?” I hear you ask.

The fact of the matter is, they won’t always know what information they are asking for, especially if they’re not that familiar with VAs. What they will have possibly is a challenge and they have probably got to the point that they are frustrated with that challenge and need a solution, fast!

Here are my tips to what you can do to be prepared and handle enquiries with confidence.

1. Be welcoming.

The fact that they’ve called you or sent you a message is great, there’s a need. If they have picked up the phone and telephoned you, be sure to be welcoming on the phone and smile.

You can really ‘hear’ if someone is smiling. Listen to the sound of their voice, if they are anxious about a challenge, help to put them at ease. Let them know how much time you can spend with them now and what you’ll go through with them in that call…and ask if that’s all good with them. If they’re short on time or you are, I would strongly suggest arranging for another time, sooner than later. If they have rung you without an appointment it is ok to say that you are unavailable right now and that you can speak at [insert time].

2. Ask about whether they have used a VA before?

They may currently be or have recently used the services of another VA. Never assume that if they’re choosing to leave that VA that it’s something negative. It could be that they’ve moved on and the current or past VA doesn’t possess the skills to assist the client with what they want to achieve.

It’s fine to ask what reasons they have for no longer using that VA for your own peace of mind. The other reason here is that they never have used a VA before and even could be slightly sceptical at the fact that you’re virtual. Therefore, this is where you need to educate them. (Yes we still get people who are confused by the fact that we can support them virtually – although since COVID 19 this is getting less.)

3. Educate them.

Do use this as an opportunity to educate them briefly about using a VA, however, the focus here is to educate them on how you can help solve their challenges. Discover what goals they must and want to achieve in their business and by when.

Then, establish what their challenges are and how they’re preventing the business moving forward or creating them stress perhaps.

You will be able to tell where to direct this part of the conversation based on the tonality of their voice. If you think at this point, you don’t actually have the right skills to support this person, be authentic and instead refer them to someone who can assist them.

4. Get across that you’re exceptional or awesome as I like to think of you.

They may very well be talking with another VA, never state how other VAs are different to you, just focus on what you are exceptional and awesome at. What are you passionate about doing specifically and what do you know you’re good at.

Please avoid using the term ‘I’m highly professional’, as everyone says that. Instead, if you already have clients, state why they chose you to work with and offer that they can speak to your clients where you have permission to do so.

Case studies work better than testimonials, as they get across what the client’s challenge was, the solution you created and the results your client experienced. People are attracted by the results if the challenges resonate with them. If you don’t have clients yet, go through what your solutions would be and help your clients to focus on the results they want to achieve and create awareness for them on how their goals are important to them.

LISTEN.

When someone listens to me and creates that space for me to clear the clutter and offered a green light, it makes all the difference.

5. Discuss your pricing

When you get people to focus on cost, then it will be a cost. Enable them to see that this is an investment, to focus on where they are spending a lot of their valuable time on activities that drain their productivity and even get them to state what an hour of their time is worth to their business. When they can see that they are throwing good money down the loo, they’ll realise something must change.

Entrepreneurs need to be able to have the freedom to focus on their talent, not the admin of their business. If they think you’re expensive, then you’ve not got the value across to them. It’s not about saving time and money, it’s about results and freedom. This will also help you to get across the value and benefits. Focus on the benefits of working with you and not the features.

6. Agree the next stage.

They may ask for a proposal or even more information. People can only absorb so much information. I would suggest either asking them what specifically they’d find useful to receive and then present a summary of what you discussed along with a summary of their challenges, your solutions, and an outline of their desired results. Keep it simple and remember less is more.

7. Follow-up fast.

By sending something by email means they’ll receive it immediately. However, never leave it to chance, assume nothing. Call – yes call – and ask that your email has arrived. Then state you’ll follow up with them on a mutually agreed day. Then put that date and time in the diary and call them. If you leave it to them to call you, chances are they won’t. Perhaps due to time. If they’ve spoken to other VAs, by showing you’re proactive at this stage will tell them a lot about how you are proactive for your clients.

8. Helping them to take the next step.

Make it easy for them to buy from you. By following up and asking them what they best way forward is for them, you’re only helping them to get the best out of their business. Unless you are desperate, they’ll pick up that you genuinely want to be their Virtual Assistant.

If you’d like to explore how the VA Training Academy® can help you become a VA, why not book in a call? Not only will you get to speak directly to your potential future VA trainer (that’s Me!), you’ll also be able to confirm whether we’d be a good fit for each other! So head on over to https://vatrainingacademy.co.uk/book-a-call/ and book in a date and time that suits you – I look forward to speaking with you!
Getting started as a VA
Launching your VA Business with Confidence
- 3rd August 2025
- 0 comments
- by Amanda Johnson
For over 16 years, VACT Limited has helped thousands of virtual assistants (VAs) launch successful businesses. We know that new VAs—whether they’re coming from a PA background or starting a new career—have a lot of questions. This post recaps the most common questions and provides clear answers to help you get started.

What tools and equipment do I need to get started?
The good news is that you don’t need much to get started, which keeps your overheads low and helps you turn a profit quickly.
The Essentials:
A computer
A dedicated phone line (landline or mobile)
Internet
Insurance
Contracts
Domain specific email address (the website itself can come in time)
Tools to Make Life Easier:
Video conferencing software like Zoom, Microsoft Teams or Google Meet.
Time tracking software check out our blog that shares 7 of the most popular.
Accounting software
A file-sharing program such as Dropbox or Google Docs
What business model should I use?
There’s no single “right” answer here—it depends on what’s best for you. Your two main options are becoming a sole trader or a limited company.
Sole Trader: This is the simpler option. You just need to register with HMRC and sign up for self-assessment tax and National Insurance.
Limited Company: This is more complex, but it separates your business affairs from your personal finances. This means your personal assets are protected if your business gets into debt.
What insurance do I need?
Having the right insurance is crucial. It protects your business, your reputation, and gives your clients peace of mind. Before you work with any client, you must have both Professional Indemnity and Public Liability insurance. We have a series of blogs on insurance that you might want to read.
We’ve partnered with professional insurance broker PolicyBee to offer our community a 10% discount on professional indemnity insurance. For a quick quote, visit policybee.co.uk/VACT or call their advisors at 0345 222 5370. You can also read more about this in our guest blog post from PolicyBee.
Registering with the ICO
If you collect and store data, you must register with the Information Commissioner’s Office (ICO), unless you are exempt. The registration fee is £52 per year (£47 if paid by direct debit). I highly recommend registering for two reasons: it demonstrates to your clients that you handle data responsibly, and it ensures you are compliant with GDPR. The ICO website has an online test to help you determine if you need to register: ico.org.uk
How much should I charge?
This is one of the most common questions new VAs ask. We can’t tell you exactly what to charge, but we can share what VACT community members typically earn.
Hourly rates generally range from £25 to £40 per hour.
Most VAs offer a sliding scale of charges through packages, retainers, or prepaid hours.
A great way to get a better understanding of rates in your area is to check out the annual survey from the Society of Virtual Assistants. Ultimately, the key is to charge your worth.
How do I find clients?
Clients are the lifeblood of any business, and the key to getting them is building relationships. People work with those they know, like, and trust. Focus on building these connections without being overly pushy or sales-focused. We have many blogs on this topic, but a great place to start is: How to get your first client as a Virtual Assistant.
Ready to Launch Your VA Business?
Starting a new business can feel overwhelming. That’s why we created our VA Momentum course. For £1400, you’ll get everything you need to launch and grow, including:
6 comprehensive modules
Valuable feedback on your submitted work
Monthly training webinars and access to our full back catalog
Support from our private and active Facebook group
Your contracts to support you when working with clients.
12 months access to the VA Membership.
Learn more about the VA Momentum Course and whether it is right for you and your VA business: https://vatrainingacademy.co.uk/services/va-momentum-course/
Getting started as a VA, VA Interviews
Why VACT is not the right fit for you?
- 21st November 2024
- 0 comments
- by Amanda Johnson
Starting and growing a Virtual Assistant business takes a lot of time, determination and consistency. That’s why it’s so crucial that you find the right training provider – you need them to be the right fit for you. But how can you tell if they are?

Here at the VA Training Academy® part of VACT Limited, we give you all you need to create, grow and scale your VA business. No matter what stage of the VA journey you’re at, we have something that will help you progress and cannot wait for you to get started. But we also appreciate that we may not be the right fit for everyone.

Are we the right fit for you?

So, here’s how you can tell if the VA Training Academy® is not the right fit for you.

Our values don’t match

I’m a firm believer of the Go-Giver principles (from the book ‘Go Giver’ by John David Mann and Bob Burg). And as part of those principles, I believe in attraction marketing. This doesn’t mean I expect you to sit back and wait for clients to come to you – I’m a firm believer in the importance of marketing and getting yourself visible.

However, if you’re looking to become a VA that hits everyone’s DMs daily touting for work, we will not be a good fit! It’s not a strategy I recommend (or teach)!

Authenticity is another essential value I stand by, and I expect the VAs I train to do the same. There’s no point in trying to be someone else – you’re awesome as you are! So embrace your uniqueness and be real. But authenticity isn’t just about being yourself; it’s also about how you run your business. It’s about creating a business that honours your values and is dedicated to providing the best levels of support and value your clients deserve and in everything you do.

You’re looking for a cast-iron guarantee that you’ll be a VA success story

VACT is not the right fit for you if you’re looking for a cast-iron guarantee that you’ll succeed as a VA. Because your success isn’t down to me – it’s down to you. I can give you the tools, training and support you need, but it’s up to you to put in the time, effort and commitment to make yourself the success story you want. (In all honesty if someone guarantees you that you will be the next VA success story – run for the hills, no VA Coach, Trainer or Mentor can guarantee you success.)

You learn better in a class environment

Not everyone suits an online, DIY study environment. Sometimes that lack of suitability is down to preferred learning styles; other times, it’s due to motivation and focus issues. The VA Momentum Course and VA Membership both require you to be a motivated self-study learner. If you learn better in an in-person class environment, then the VA Training Academy® is not the right fit for you. We do have private support groups that go alongside your training materials, but I don’t stand at the front teaching you – the course is self paced, worth 120 CPD hours and will need you to be motivated.

The VA Training Academy may not be the right fit for you if you’re located outside of the UK

Although the training provided by VACT is suitable for Virtual Assistants in any location, some elements are UK specific.

This includes the legal templates (available with the upgraded options), business finances, and government requirements and regulations. If you’re based outside of the UK, you will still get a wealth of knowledge and help from our training, but consider your options before committing to purchase.

If you are not sure whether the advice I share is going to be relevant to your location – book a call and lets chat. I will always be honest with you about whether I can help or not.

The course content doesn’t excite you

If you’re looking at our training and not excited at the thought of signing up, please don’t!

I’m passionate about supporting and inspiring you to succeed with your VA business. If you’re not excited about getting started, you’re not going to be motivated and committed to making it work – and that’s something I can’t help you with. Starting and growing a Virtual Assistant business takes a lot of time, determination and consistency.

That’s why it’s so important that you find the right training provider, and I hope the above has helped you decide if VACT is right for you. I would take a tour around the various training tabs on the website and lets see how I can help you.

If you want to explore a little more about whether the VA Training Academy® or VACT is the right fit for you, why not book a discovery call for us to have an informal chat about it? This 30-minute call is the perfect opportunity for you to get your general questions answered, as well as any initial questions you may have about becoming a Virtual Assistant. To book a suitable slot for you, simply head here to access my booking calendar.
Business Development, Getting started as a VA, Marketing - Finding Clients, Marketing and Social Media
30 Simple Marketing Tips for Virtual Assistants
- 14th June 2024
- 0 comments
- by Amanda Johnson
ACTIONABLE TIPS
30 easy ways to market your va business - whether that's getting your first client or your 10th client

Starting out as a VA and learning how to market your VA business can seem a little daunting at first. With on and offline options available, as well as free and paid marketing techniques, it’s understandable that you’re a little overwhelmed by the wide variety of choice.

And if you listen to the marketing experts, you may end up even more confused. Each will have their reasons for suggesting their marketing strategies of choice, and often, they’ll contradict another expert out there. And of course, a lot of those strategies aren’t suitable ways for you to market your VA business either.
Marketing your VA business doesn’t have to be difficult or daunting
So if you’re not sure whether you should be using your available time to get online or offline, whether you should be using your limited funds to pay for advertising, or if you should set up yet another social media account on the latest, newest platform – just take a breath!
The key to marketing your business is to just get started. Just pick one thing and do that. There is no right and wrong in marketing; there’s just marketing, or not marketing. And if you’re not marketing, you’re not giving your business any chance of success.
With that being said, here’s a list of easy ways you can market your VA business. Just take a look through, pick one and get to work marketing your business, one strategy at a time.
Market your VA business on social media
There are lots of marketing opportunities available to you on social media, and they don’t have to immediately revolve around paid advertising (although it’s a good one to try, once you understand how they work.) Here’s 10 ideas to get you started:
#1: Via your Facebook profile
You cannot use your personal profile to market your business, but what you can do is connect the two together. How do you do that? Simply:
Go to your personal profile and click ‘edit details’.
Under the ‘work’ section, click on ‘add a workplace.
In the ‘company’ section, start typing in the name of your business page.
When it comes up, click to add it to your work section.
Click to ‘save changes’.
#2: Facebook lives
These give you a great opportunity to market your VA business, to raise your visibility and market your business.
#3: Facebook groups
Join groups that cater for your ideal customer and start answering questions, posting and generally being present in there. You’re looking to build relationships, not actively promote your business, but if you are able to help someone, give them the option to get in touch. If they have a dedicated marketing or freebie thread, make sure you’re engaging in that too.
#4: Host your own free challenge on Facebook
Challenges are really popular, and a great way to both market your business and grow your mailing list.
#5: Create a X chat (previously known as a Twitter hour)
Why not hold your own X chat hour? It’s awesome publicity for your business and can really help you reach your ideal customer.
#6: Join in other peoples X (Twitter) chats relevant to your niche
Not so common now but these were a great way of talking about a subject you were the expert in.
#7: Write a LinkedIn recommendation for someone else
Not only will this make the recipient’s day, it’ll also give you another way to promote your business too.
#8: Join LinkedIn groups
LinkedIn groups can be a bit hit and miss, but why not experiment and see if they work for you? Come and join us in our LinkedIn Group – The VA Help Desk.
#9: Repurpose your existing blog posts and publish on Medium
You can easily import your existing blog posts on Medium. Social Media Examiner shares how to do it, in this blog post.
#10: Share a post praising someone else
This type of post not only makes someone’s day, there’s also a good chance they’ll interact with it and share it on their accounts too. (Just make sure you tag them in your post!).
Online marketing strategies for your VA business
Most of your clients will be online, so it’s understandable that it’s another popular way to market your VA business. From making use of your existing assets, through to jumping into the often overlooked ones, here’s 10 more ways to help you with your marketing:
#11: Your own website
This is your online home and it needs to be the place you drive everything you do online, back to. So make sure it really captures what you’re about and who you help – and of course, include links to your opt-ins and your contact details!
#12: Build your own mailing list and regularly stay in touch with your email subscribers
Many VAs aren’t utilising email marketing in their business, and they’re missing a trick. It’s still really popular and far from dead (as this OptinMonster article attests!).
#13: Host a webinar
What topic would your audience love to hear about, and you could host a webinar on? Webinars are good for raising awareness over what you do and for building your mailing list.
#14: Write a testimonial or review for someone else’s product or service
If you’re already paid for a course or membership program from someone, why not leave them a testimonial or review? It’ll make their day and if they use it on their site, will help market your VA business too.
#15: Be a guest on someone else’s podcast
Podcasters are always looking for guests, so if you have something that their audience can gain value from, offer your services as a guest on their show.
#16: Write a guest blog post for someone else’s site
This is a great way to get a link back to your site and to raise your own profile. It helps the website owner out, as they’re getting valuable content to share with their audience – content they’re not having to write themselves – so it;s a win-win for all involved.
#17: Create pins for your freebies and share them on Pinterest
Don’t underestimate how useful Pinterest can be for your business. If you have a free opt-in, regularly sharing pins linking back to it, wil help your traffic and raise your profile online. Are you following us on Pinterest – if not come and do so today.
#18: Set yourself up on Google My Business
It’s on Google, so that will help your SEO and your traffic!
#19: Use a personalised signature on all of your emails – personal and professional
Create your own personalised signature using Wisestamp – they have a free and paid account option.
#20: Contribute to industry specific forums and websites
Trade and industry magazines can offer you some great marketing opportunities – and many are on the lookout for interesting content for their readers.
Offline marketing suggestions for your VA business
Although the world seems to have gone online, offline marketing activities are still popular. When lockdown is over, here’s some offline ways you can try, to market your VA business:
#21: Client referrals
Whilst you’re holding your client reviews, listen out for opportunities to ask for a referral. The perfect time is when they’re celebrating a win or praising you for your help.
#22: Co-sponsor an award or contest
This doesn’t have to be a big event, just make sure it’s one you’re happy to be associated with.
#23: Attend local business networking events
There’s a lot to choose from, from early morning breakfast events, through to evening socialising – so try several different types out and see how you go.
#24: Join a local business group
Whether it’s a specialised niche business group or the local women in business-type group, try out several and see what suits you best.
#25: Join the Chamber of Commerce or Federation of Small Business
Depending on your ideal clients, these can both be really beneficial for your business. You’ll also get membership benefits (such as free business banking and discounts in stores), so why not investigate how you get on with them both?
#26: Attend trade shows and exhibitions
Always a popular one – and it’s no wonder. They’re great for you and your business!
#27: Make use of flyers and pin them in your local area noticeboards
You don’t need to stand on street corners handing out flyers to the masses, but it pays to have some that you can strategically place on noticeboards and specific prime advertising spots in your area.
#28: Run an ad in your local business publication or trade magazines
Consider running a paid advert in your local or trade publications. Aim for the business and trade publications, rather than the local newspaper.
#29: Write an article for your local business publication or trade magazines
Write an article or inquire about an advertorial in your local publication or trade magazine.
#30: Interact with your existing contacts
You never know who someone knows. It doesn’t hurt to casually remind your business and personal contacts about what you do for a living, and to ask them if they know of anyone who’s looking for help.
Marketing your VA business doesn’t have to be overwhelming or difficult. The ideas above will help you to get started, so why not set the intention to pick one to implement each week? Not only will that help you move your business forward, it will also get you marketing your business, easily and consistently!
If you’re feeling a little overwhelmed with how to market your VA business, why not join our monthly VA Membership? It’ll give you the training and resources you need, to grow your confidence and your business, as well as marketing tips and access to a supportive community. You’ll find all the information on the VA Membership here. The best bit is, you can join us on an annual membership and save £80 or pay monthly on a recurring payment, cancel anytime basis.
Business Development, Getting started as a VA, Marketing - Finding Clients, Marketing and Social Media
30 Productive Activities to Boost Your Virtual Assistant Business
- 12th June 2024
- 3 Comments
- by Amanda Johnson
Unfortunately, every business owner experiences highs and lows, even virtual assistants. One year, you could be gaining new clients through referrals, building an empire, and making more money than ever before. The next, you could be struggling to get by with limited clients.

actionable tips
30 Things to Do When Your Virtual Assistant Business is Slow

Whether you transitioned to virtual assisting as a result of Covid-19 back in 2020 or more recently, or you are a veteran virtual assistant, you’ve probably faced some hurdles in recent years. You may have lost clients altogether or had clients cut back on your services, but you’ve got the right attitude; instead of worrying, you’re looking for some ways to get back on top.
We’ve got 30 ways to help give your virtual assistant business a boost.
#1: Boost Your Skillset
A great thing to do for your business when things are slow is to learn a new skill. This will allow you to charge more for your services and attract new clients.
If you’re unsure what skills to focus on, think about your client base and their needs. Do you often work with Excel? PowerPoint? Brush up on your skills by doing the work you do most often for your clients more credible.
There are many ways to learn a new marketable skill. Read a book (I share some of my favourites here), take an online course, join a Membership, or even watch a YouTube tutorial. Your clients will appreciate you telling them you offer more than you did before.
#2: Focus on Marketing
Give some serious thought to what has worked best to attract clients, and think about what you can do better.
Now is a great time to create a logo if you don’t already have one. Branding is everything. Use the extra downtime to think about the colours and graphics you use on your social media, website, and emails. Are you talking to an ideal client? Sometimes we get a little lazy and focus on the wrong stuff.
If you aren’t already active on LinkedIn, it’s not too late to start! Many people start here when looking for assistants. Make sure you have a company LinkedIn page – if you have one, have you made sure that all of the relevant fields are up to date.
#3: Take a Much-Needed Break
Remember, it’s okay to take a break and slow down a little! Getting some rest and restoration now will prevent you from getting burnt-out later.
Try out a new hobby, such as cooking or knitting. Even hobbies that aren’t directly related to your work can be great inspiration for blogs or social media posts. Also when you take a break, you can often give your brain the space to get creative and possibly come up with new services or packages.
#4: Edit Your Website
If you don’t already have a website, now is the time to create one!
If you already have a website, take this opportunity to update and edit it. Make sure your current prices and services are listed and that you link to your social media pages and blog if you have them.
Your website will be the most important first impression of you; take this time to treat it with care.
#5: Tidy Your Office Space
A slow period for business is a great opportunity to tidy or revamp your office space. If you’re going to have virtual meetings with clients, you want them to see that your space is organised and inviting.
A fresh coat of paint or a new piece of artwork can elevate your environment. I find that when I clear the clutter, it’s as if I am telling the universe I am open to receiving new clients.
#6: Check-In On Your Clients
Be sure to check in on clients, especially past clients who have perhaps scaled back their services with you.
Consider sending out a greeting card, either virtually or good old traditional snail mail. Ask past clients if they need minor assistance or if they know someone who does.
Be sure to thank current clients for working with you. It’s worth thinking how you can add value to clients while checking in with them – could you send them a blog post or book you think they might enjoy.
#7: Network
There are plenty of virtual networking opportunities. Join a Facebook group or forum and start connecting with other virtual assistants and people in your field. You may find someone you can collaborate with or someone who can connect you to new clients.
#8: Set Up a Mailing List
Mailing lists are a great way to keep in touch with past, current, and prospective clients, we share 5 reasons why you need to create a mailing list in this past VACT blog. Whenever you are offering new services or promotions, you can easily let everyone on your mailing list know. Perhaps you need to create a lead magnet or refresh an existing one.
If you already have a mailing list, now is a good time to cleanse it, getting rid of inactive subscribers who haven’t engaged with your content or utilised your services in a long time.
Be sure your website has a link to sign up for your mailing list! Have you tested it recently? Now is a great time to test it.
#9: Organise Your Files
Take a day or two to organise and de-clutter both your physical office files and your computer files. When business picks up again, you’ll have an easier time finding old files and paperwork quickly.
Make sure your filing system is intuitive and consistent. Consider using a virtual data room (VDR) instead of cloud-based applications for secure storage and file transfer between clients. If you use something like Dropbox or Onedrive have you backed up to an external location?
#10: Start a Blog
Blogging can be a great way to drive traffic to your site and help your clients get to know you. It’s a tactic to keep people engaged with your brand, even if they currently don’t need your services.
Consider blogging topics relevant to your current clients or your desired client base, which will encourage readers to learn more about you and what you offer. Here’s a list of easy and essential blog posts every VA business should have.
#11: Revisit Your Pricing
It’s a good idea to revisit your pricing and update it as needed. You might think it makes sense to lower your prices a bit in slow periods but I would caution against it.
Offer sales and limited-time deals to promote products and encourage users to buy premium packages for less. Are you wondering if you should have your pricing on your website? Personally I recommend selling as you like to buy – so if you are put off from a site that doesn’t display pricing then you need to show your prices on your site. I don’t agree with the VA Trainers who tell you not to include it because it encourages conversation – they are waffling to you – it doesn’t! Show your pricing!
#12: Research Your Competitors
You can learn a lot from your competitors. What strategies do they use that you could benefit from trying? Take a look at the websites and social media pages of your top competition.
It’s also a good idea to see how your competitors have changed their pricing and services during this slow period. You don’t want to be charging exorbitantly more than people offering similar services to you. On our free resources page there is a workbook you can work through to help you research your competitors.
#13: Consider Automation
Do you have any processes that could easily be automated? Some examples are onboarding, sending or paying invoices and scheduling social media posts.
Now is a great time to consider automating processes that could save you time when business picks back up.
#14: Take Fresh Photos
If you’ve recently cleaned or updated your office space, take some new photos for your website. It’s also a good idea to update any photos of yourself on your website or social media pages.

#15: Develop New Services
Consider new services that would be attractive to your clients and roll them out. Set yourself apart from the competition by staying active in this slow period.
#16: Create a Survey For Your Clients
Create a survey for your clients and send it to them. Many people have more time on their hands than you realise; they might be willing to complete a survey if you offer something in return.
Ask your clients what they like most about your services and what they could use more support with. This will help you actively make your services more valuable and more appealing to clients.
#17: Ask Past Clients For Testimonials or Case Studies
Take receiving feedback a step further and ask for testimonials. There’s nothing more assuring to prospective clients than social proof. Ask clients that have had positive experiences with you to share their words, and build your own testimonials page on your site.
#18: Learn SEO
Understanding how to utilise SEO is an asset for any freelancer or a business owner. Take the time to learn about SEO, whether you watch a YouTube video or take a full course. We have webinars in the VA Membership on these subjects.
Use SEO on your website to drive more clients to your site from Google searches! Tools like Meta descriptions and tags can make a world of difference.
#19: Create Email Templates
You may send many emails with similar information or language. Take some time to build a library of email templates – or canned responses.
When business picks up again, you’ll easily be able to copy and paste email templates and fill in any additional details. This will help you communicate with a lot of clients quickly and effectively.
#20: Try Video Marketing
Video marketing is more effective than print ads and might be what you need to engage new clients. Try filming a video of yourself describing one of your services and post it on your website or social media pages.
This helps prospective clients get to know you better. People are often more likely to watch a video than read several paragraphs of information. The search engines love it when people spend protracted time on your website – video can keep people on your site for longer.
#21: Join a Webinar, Membership, take a course
A slow business period is a good opportunity to increase your knowledge and expand the type of projects you can take on.
Enrol in an online class or register for a virtual conference, join a training Membership and you may even walk away with new connections (business friends or even clients) from other students.
#22: Analyse Client Data
It’s always a good idea to get to know your clients better. What services do they value most? What are their goals and their needs?
All of this is information that can help you with marketing and sales. How do your customers describe their problems and their needs? You can use this language on your website to describe how your services can help customers.
If you haven’t used Google Analytics before, give it a try. It helps you understand where your website traffic is coming from and who views your website.
#23: Upgrade Your Technology
Have you been putting off updating your phone or computer? Now is the time to do it. Consider investing in new software or even a new phone, laptop, or computer.
Have you always wanted a headset? A new printer? Don’t feel bad about spending a little money, even though business is slow. When things pick back up again, you’ll be grateful your technology is running smoothly.
#24: Register Your Business or enter an Award
The paperwork that comes with registering your business and making it official can be time-consuming. Get it out of the way now while you don’t have as much on your plate! Or if you have done this, take some time to research awards (both within the VA Industry and beyond) and enter them. These can be great for getting a little press for your business.

#25: Create and Schedule Social Media Posts
If you use social media for marketing your business, now is the perfect time to create a backlog of content.
When things get busy again, you’ll have posts and content ready to go and will be able to spend your time on clients rather than social media marketing. For scheduling I recommend and use SmarterQueue.
#26: Audit Your Expenses
Doing a business audit can help identify items you’d like to spend less money on. Maybe you spend a lot on office supplies and want to scale back on expenses in that area. Take this opportunity to tighten up your finances. Look at money-wasters like unused subscriptions and shipping costs.
#27: Streamline and Document Your Processes
You know those processes that you do so regularly that they’re second-nature? It’s a great idea to document those processes when you have some downtime.
When things are slow, you may go a few months without performing a process. This could cause you to forget exactly how you did things. When you document a process, you ensure that it gets done right no matter how much time goes by.
Streamlining and document your processes is also helpful if you eventually want to bring another person (such as an Associate) onto your team or as part of your contingency plans.
#28: Think About Your Unique Niche
Figuring out what your niche is can help you better sell yourself to new clients. Think about your unique skills and personality and how you can use them.
It may seem negative to have a niche, as you probably want to be open to clients from all fields. However, having a niche can help you network and make you particularly appealing to certain clients.
Having a niche can even help you make more money! But at the same time please do not panic if you do not have a niche – a niche is a marketing tool.
#29: Tighten Up Your Paperwork
Do you have paperwork you send to clients, such as contracts? Consider sprucing it up a bit. Make sure to include your logo and your contact information. When was the last time you checked / reviewed your contracts, profile document, welcome pack etc – take a few minutes to review your own paperwork.
#30: Make a List of Goals
Despite the challenges of a slow business year, you still have a lot to be proud of as a virtual assistant. Take time to reflect and make a list of goals.
Where do you see yourself and your VA business in 10 years, 5 years, 3 year and 12 months from today.
Writing down your goals will remind you of who you are, why you became a virtual assistant, and how you should spend your time to obtain future goals.
Even when obstacles come your way and you have to adjust your timeline, having strong and relevant goals to work towards gives you the motivation to carry on, even in the toughest times. This can be a hugely motivating activity and it’s something that we do regularly as part of the VA Membership.
Final Thoughts
When business is slow, you can take plenty of actions to grow and improve your business. Although you can’t control everything, you can control how you respond to challenges and slow business periods. Invest in yourself, stay positive, and stay engaged! Now is the best time to focus on recharging yourself and making your business more competitive.
When you’re ready to grow or scale your VA business I can help you inside the VA Membership. It’s packed full of social media ideas to get you started.
The VA Membership is the only UK VA business accelerator that’s designed specifically to help you build and grow your VA business, to help you create recurring revenue and consistent growth through regular and consistent action. With over 100+ hours of courses, weekly co-working sessions, weekly group coaching calls, a private support group and the ability to pay as you go – when you’re ready to grow or scale your business online, I can help you inside the VA.Membership.

Getting started as a VA

Create a plan

Change your view on the “Day Job”

Addressing the Elephant in the Room: Your Current Boss

Carve out the time

Learn to focus

The “Must-Haves” (The Legal Bit)

Finding Clients

Stop overthinking and start doing

The Truth About Confidence (It’s Not Fluffy)

The Problem with ‘Features’ – Get to Your Value

Step Into Your Prospect’s Mindset

1. The Financial Reality Check

2. Location Matters (More Than You Think)

3. What is actually included? (Check the Small Print)

4. Walk the Walk, Don’t Just Talk the Talk

5. Due Diligence: Do Your Homework

Ready to get serious?

#1: Have they actually done the job? (The Experience Check)

#2: Are they committed to the profession?

#3: Look beyond the shiny website testimonials

#4: Are they a recognised authority?

#5: The “Get Rich Quick” Reality Check

#6: Do your values align?

#7: Does the delivery match your life?

BONUS #8: The “Due Diligence” Compliance Check (The Dealbreaker)

The Bottom Line

Ready to put me to the test?

Here are my tips to what you can do to be prepared and handle enquiries with confidence.

1. Be welcoming.

2. Ask about whether they have used a VA before?

3. Educate them.

4. Get across that you’re exceptional or awesome as I like to think of you.

5. Discuss your pricing

6. Agree the next stage.

7. Follow-up fast.

8. Helping them to take the next step.

What tools and equipment do I need to get started?

What business model should I use?

What insurance do I need?

Registering with the ICO

How much should I charge?

How do I find clients?

Ready to Launch Your VA Business?

Are we the right fit for you?

Our values don’t match

You’re looking for a cast-iron guarantee that you’ll be a VA success story

You learn better in a class environment

The VA Training Academy may not be the right fit for you if you’re located outside of the UK

The course content doesn’t excite you

Marketing your VA business doesn’t have to be difficult or daunting

Market your VA business on social media

#1: Via your Facebook profile

#2: Facebook lives

#3: Facebook groups

#4: Host your own free challenge on Facebook

#5: Create a X chat (previously known as a Twitter hour)

#6: Join in other peoples X (Twitter) chats relevant to your niche

#7: Write a LinkedIn recommendation for someone else

#8: Join LinkedIn groups

#9: Repurpose your existing blog posts and publish on Medium

#10: Share a post praising someone else

Online marketing strategies for your VA business

#11: Your own website

#12: Build your own mailing list and regularly stay in touch with your email subscribers

#13: Host a webinar

#14: Write a testimonial or review for someone else’s product or service

#15: Be a guest on someone else’s podcast

#16: Write a guest blog post for someone else’s site

#17: Create pins for your freebies and share them on Pinterest

#18: Set yourself up on Google My Business

#19: Use a personalised signature on all of your emails – personal and professional

#20: Contribute to industry specific forums and websites

Offline marketing suggestions for your VA business

#21: Client referrals

#22: Co-sponsor an award or contest

#23: Attend local business networking events

#24: Join a local business group

#25: Join the Chamber of Commerce or Federation of Small Business

#26: Attend trade shows and exhibitions