Setting up a VA business whilst employed
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?
