Explore every episode of the podcast The Visionary VA Podcast

How do you go from 19 years as a primary school teacher, through two redundancies, to fully booked as a VA within six weeks? This week I am joined by Any Other Business founder, Martha Kilner, who shares her story.

We also talk about how she's transitioned into being the operational backbone of the businesses she works with, and why Virtual Assistants should embrace AI rather than shy away from it.

"I think generic VA tasks will be redundant... and the VAs who have moved on to being the operational thinkers and the true right-hand person in the business will be the ones who'll be fully booked." - Martha Kilner.

That shift, from generic tasks to operational thinking, is exactly what AI has made possible for Martha. We explore what AI actually means for the industry right now, how she uses it to become better and more efficient at her job, what it does well (and not so well), and the tactics she uses to get the most out of it.

She also shares what VA tasks are at risk with AI, what isn’t going to be replaced, and the importance of keeping up to date. There’s also a rapid-fire question round (most underrated AI feature, most used AI tool, etc) and her prediction for the VA industry by 2030.

Key takeaways:

1️⃣ AI won’t make VAs redundant, but it will make some generic tasks redundant. Move from task execution to operational thinking, where you become someone your clients rely on.

2️⃣ It’s important to spend time getting the foundations right with AI. If you don’t, it will just churn out rubbish that isn’t useful for anyone.

3️⃣ When you become more efficient, you need to stop charging by the hour and penalising yourself. Base your pricing on the value you're giving to your client.

Pick one AI tool. Whether that’s Claude, Copilot, Gemini, ChatGPT, or whatever is best for you, and go all in on it. Spend the time getting it set up properly, the way you'd brief a new team member.

And if you don’t know where to start with AI, Martha reminds us that asking “what do I want it to do?” is much more helpful than “what can it do?”

Timestamps:

(00:00) Podcast episode starts

(01:30) Martha's VA journey

(03:40) How has your business changed over the years

(05:47) Impact AI has had on business

(09:22) What tasks don't you outsource to AI?

(10:06) Is AI going to make VA jobs redundant?

(11:16) Advice for VAs feeling they're behind

(13:18) Will AI always be a specialist skill?

(14:22) Has AI changed your mindset on pricing?

(16:55) Checking the quality of AI's output

(19:24) Keeping up with the latest in AI

(21:54) Deciding what is genuinely useful for businesses

(23:02) Common mistakes people make with AI

(24:08) Overhyped AI features in the industry

(24:53) Quick fire AI questions

(25:58) AI prediction for 2030

About Martha

Martha Kilner is the founder of Any Other Business, where she works as a Business Ops and AI Specialist for founders juggling everything at once, brilliant at what they do, held together by memory rather than a system. Before AOB, Martha spent nearly twenty years in primary education, including years leading on IT, unlikely training for building systems around how people actually think. Her flagship offer, The Smooth Operator Method, AI training sessions and whizzy tech skills help founders turn what's living in their head into something someone else could run.

Where to find Martha:

LinkedIn: https://www.linkedin.com/in/martha-kilner/

Website: https://aobva.com/

Resources mentioned in this episode

Espresso AI newsletter: https://thevahandbook.mykajabi.com/espresso-ai-signup

From the outside your VA business looks like it’s doing really well. You have good clients, decent money and a jam- packed calendar. How could there possibly be a problem? Well, the issue is there’s a stage in business that is deceptive; instead of building a business you may have accidentally created yourself a job.

"Technically, you absolutely have a business, but functionally, you may have created yourself a job."

In this episode we’re exploring the difference between being self-employed, being busy and actually building a sustainable business that works. I’m not talking about building an agency, hiring a team or creating a passive income stream - a solo virtual assistant with four brilliant clients can be a fantastic business. The distinction is whether you’re actually running your business, rather than the business running you.

I’ll walk you through the five signs that signal you’ve built yourself a job rather than a business which are 1) your income is completely dependent on your time; 2) you’re too busy to work on the business; 3) one client has too much power; 4) you can never truly step away; and 5) you don’t know your numbers.

It's not the difference between being self-employed and being a business owner, but being intentional rather than accidental. Stop asking “how do I get more clients?” and start asking “what does a good business actually look like for me?”.

Key takeaways:

1️⃣ Being busy and being resilient aren’t the same thing - being fully booked doesn’t mean you’ve built a business that can withstand a client leaving, a quiet month or two, or having a few weeks away from your desk.

2️⃣ Client work always feels urgent; your own business rarely does. Nobody is chasing you about reviewing pricing or planning a head, so protect CEO time before a problem forces you to.

3️⃣ Run your business on numbers, not vibes. Know what it costs to run your business, your margins, and what services actually make money. Make decisions based on fact rather than a feeling.

Set aside 30 mins this week to answer the following questions:

1️⃣ What did I originally want this business to give me?

2️⃣ Is my business currently giving me that?

3️⃣ What’s one thing I need to change?

Don’t create an in-depth business transformation plan - pick one simple thing and implement it.

Timestamps:

(00:00) Does being fully booked mean you’re successful

(01:40) The difference between being self-employed, being busy, and building a business that works for you

(06:38) Is your income completely dependent on your time

(07:53) Are you too busy to work on your business?

(08:58) Does one client have too much power?

(10:05) Can you properly step away from your business

(10:55) Do you know your numbers

(12:36) Why did you start the business in the first place?

(13:17) 3 questions every VA business owner should ask themselves

(13:50) Join our All Stars community

Join the All Stars community ✨

Join the All Stars community today. Doors are open until Sunday, 13th September and won't reopen again until 2027.

Join here

🔗 Resources

Join VA Handbookers Facebook group

Subscribe to The VA Handbook

Why did you start your virtual assistant business? No, I mean the real reason. What was the life you were trying to create? Was it more freedom, flexibility, financial independence, or more time with your children?

Eight years in business has taught me those dreams can become a reality and the obstacle isn’t a lack of information, but not having the right support around you.

"Sometimes you don't need another training course, you simply need a conversation. Because I don't think the problem is a lack of information, I think the problem is often a lack of support and a lack of confidence."

In this episode of The Visionary VA Podcast, we’ll explore what’s really missing for established VAs trying to grow a successful business. It’s not another course, PDF template or more information, but genuine support and a real community of people who understand the journey.

I built my business through determination, trial and error, and by making plenty of mistakes. All without a support system around me, which is something I desperately needed. During conversations with other aspiring virtual assistants, the same themes kept coming up: "I know what I should be doing, but I'm not doing it," or "I feel like everybody else has got it figured out except me."

These conversations and my own experience inspired me to launch All Stars, a brand-new membership community for established VAs. Built around four pillars: access, accountability, community and momentum, it’s designed to be the go-to place for support. Whether you have a question, need accountability, want to celebrate a win, or to simply remember why you started in the first place.

Key takeaways:

1️⃣ Information isn't the problem, support is. We've never had more access to information, yet so many VAs still feel stuck. The real gap isn't knowledge, it's having people around you who understand the journey and can offer honest, real-time support.

2️⃣ Success looks different for everyone: more freedom, more flexibility, financial independence, more time with your children, or simply a business that feels sustainable rather than overwhelming.

3️⃣ You don't have to build your business alone. Whether it's a quick sense-check on a client conversation, accountability to follow through on your plans, or simply somewhere to celebrate a win, having the right people in your corner can completely change the trajectory of your business.

Join the All Stars waitlist now. Doors open Monday 7th September for one week only and won't reopen again until 2027.

Joining the waitlist gets you early access before doors officially open, plus entry into a prize draw to win three months of free membership.

Join the waitlist

Please note the free prize draw closes at 8pm UK time on 6 September 2026. Open internationally to eligible entrants aged 18+. No purchase necessary. [Full terms apply.]

Timestamps:

(00:00) What's the real reason you started your business?

(01:19) The loneliness of running a business

(03:15) Building a business through trial and error

(03:56) Information isn't the same as support

(05:09) Common themes from talking to VAs

(05:58) Introducing All Stars

(06:36) The four pillars: access, accountability, community, momentum

(10:07) What is All Stars?

(12:39) How to join the All Stars waitlist

(13:29) You don't have to build a VA business alone

🔗 Resources:

Join VA Handbookers Facebook group:

Subscribe to The VA Handbook

Would you be upset and offended if someone described your business as boring? I've spent eight years running my business, and have come to a very different conclusion: one of the biggest signs of a healthy business is that it's a little bit boring.

"Most successful businesses aren't built through huge breakthroughs. They're built through hundreds of ordinary days done well."

In this episode of The Visionary VA Podcast, I push back on the idea that success has to always be exciting. Social media sells us six-figure launches, sold-out-in-24-hours offers and endless "big announcements". However, the reality of running a business is replying to emails, reviewing your finances, updating your systems and delivering consistently, week after week, month after month, year after year.

Consistency isn't sexy, it's powerful, and that consistency almost always beats intensity. There's value in predictability: predictable income, predictable systems, a predictable client experience. This creates confidence rather than exhaustion and chaos.

As businesses mature, the highs get less dramatic not because you're less successful, but because you're more stable. That's not boring, that's resilience.

Key takeaways:

1️⃣ Consistency beats intensity. You don't need to reinvent your business every six months, or chase every trend. You need to keep showing up, again and again and again.

2️⃣ Aim for simplicity. If everything feels urgent and every week feels different, ask whether you've accidentally created unnecessary complexity. Sustainable growth comes from repeating what already works.

3️⃣ Predictability builds confidence. Predictable income, systems and client experience aren't exciting to talk about, but they're what stop you constantly firefighting and let you plan with confidence.

This week, ask yourself, what one action can I do to make my business more consistent?

Where can you create more structure, predictability or simplicity? These are all the foundations of sustainable growth.If this makes you boring, lean into it, because boring businesses often turn out to be incredibly successful ones.

Timestamps:

(00:00) Is your business boring (and why that's a good thing)?

(01:29) What building a sustainable business really looks like

(02:22) The power of predictability in business

(03:36) Stop chasing shiny objects that will take you off course

(05:29) Why I don't want the fastest, loudest and busiest business

---

🔗 Resources

⁠⁠⁠Join VA Handbookers Facebook group⁠⁠⁠

⁠⁠⁠Subscribe to The VA Handbook

Eight years ago, I was sitting at my shiny new desk with a laptop, a huge amount of determination, and a VA business called Virtually Priceless - and if I'm honest, I had no idea if it would work.I started without any clients, a team or roadmap, and I was dealing with major challenges in my personal life.

Fast forward eight years and so much has changed. We've worked with incredible clients, built an amazing team, won awards and supported dozens of fantastic businesses.

"You don't become a confident business owner and then make big decisions. You make big decisions, and that's how confidence is built."

To celebrate eight years of Virtually Priceless, I am going to do something a little different this week.

Instead of talking systems, marketing or pricing, I’m sharing eight of the biggest lessons I’d give myself back in 2018.

Some things I’d do differently, some I’d do sooner, and one I am incredibly grateful I did from the very beginning. This episode is about reflecting on how building a business has changed me personally, just as much as it has affected my bank balance, my confidence and my skills.

Whether you've been in business for eight weeks, eight months or eight years, there's a lesson in here that could save you a little time, stress or heartache.

Key takeaways:

1️⃣ Build financial resilience while times are good. Only take what you need and leave the rest in the business to build an emergency fund. When tough periods happen, having this buffer allows you to make strategic decisions rather than emotional ones.

2️⃣ Build systems before you think you need them. Every process that only exists inside your head is a risk. Document things early, create templates, write SOPs. This way you’re ready when it's time to take on an associate, hire, or take time off.

3️⃣ Build the business around your life, not the other way round. There’s no such thing as a perfect, elusive work-life balance. Focus on building a business that supports the life you actually want to live, prioritising health, family and time to breathe alongside the work.

You don't need eight years of experience to make better decisions, you just have to keep learning. Every client, every challenge, every mistake and every success has something to teach you.

So take the lesson that landed hardest for you today and put it into action this week, whatever the scary, audacious thing is that you're putting off, just do it.

Timestamps:

(0:00) Podcast episode starts

(01:48) Lesson one: Stop waiting until you're ready

(02:32) Lesson two:  Build a business, not a self-employed job

(03:23) Lesson three: Protect your boundaries

(03:54) Lesson four: Build financial resilience

(06:02) Lesson five: Stop taking setbacks personally

(06:40) Lesson six: Build processes before you need them

(07:09) Lesson seven:  Build the business around your life

(08:28) Lesson eight: Trust in yourself more

---

🔗 Resources

⁠⁠Join VA Handbookers Facebook group⁠⁠

⁠⁠Subscribe to The VA Handbook

What if the easiest way to grow your business isn't finding more clients, it's keeping and developing the ones you've already got?

"Clients don't stay with us simply because we're good at the work. They stay because working with us is easy, professional, reliable, consistent and they feel looked after."

In this episode of The Visionary VA Podcast, I’m walking you through the 7-step client experience audit. This audit allows you to put yourself in your client's shoes and look at every single touchpoint they have with your business.

From the very first impression someone gets of you, through the enquiry process, the discovery call, onboarding, day-to-day delivery, reviews and feedback, right through to how (and if) a relationship ends.

Clients who have an exceptional experience stay longer, spend more, refer more and speak positively about your business when you're not in the room.

Key takeaways:

1️⃣ From first impression to initial enquiry, ask yourself: is it obvious, is it professional, and does it build confidence? Don’t leave potential clients confused.

2️⃣ A discovery call is about understanding, not selling. It's about listening and building trust. Ask yourself honestly: does the prospect leave the call feeling clearer than when they joined?

3️⃣ Confidence, not just competence. Be proactive rather than waiting to be chased, communicate regularly, update clients before they ask, and flag potential issues early.

Write down every stage of your own client journey, from finding you right through to finishing the relationship, and score yourself out of 10 for each stage.

Ask where clients experience friction, where things are inconsistent, and where you could make life easier.

Remember: businesses that grow sustainably aren't always the ones shouting the loudest. They're the ones people genuinely enjoy working with.

Timestamps:

(00:00) Podcast episode starts

(01:21) Step 1: Are you making a good first impression?

(02:10) Step 2: How easy is the enquiry process?

(02:43) Step 3: Improving your discovery calls

(03:35) Step 4: What is your onboarding process like?

(04:15) Step 5: Review your day-to-day client experience

(04:53) Step 6: Have a look at your review and feedback process

(05:27) Step 7: What happens when clients leave?

---

🔗 Resources

⁠Join VA Handbookers Facebook group⁠

Download 'Hiring Associates with Ease' guide

⁠Subscribe to The VA Handbook

Ever said yes to something and then immediately regretted it? Maybe you squeezed in one more five-minute task, worked later than planned, or took something on that was actually out of scope, because you genuinely wanted to help. If that resonates with you, this episode is for you.

"Clients don't usually value you because you answered emails at 9pm or because you squeezed in another task on a Friday afternoon. They value you because you're reliable, you're organised, you're proactive, you solve problems, and you make their lives easier."

In this episode, I'm exploring something I've come across time and time again, not just in mentoring sessions but in myself too: the hidden cost of being too helpful.Being helpful isn't a bad thing, it's one of the reasons so many of us become VAs in the first place, but there comes a point where being helpful quietly turns into over-responsibility, and that's where the problems begin.I explore how it's rarely one big thing that tips the balance, it's usually tiny things.

Five minutes here, ten minutes there, one extra task, one favour, one exception, and before you know it, you've accidentally trained your clients to expect more than they're paying for. Not because they're bad clients, because you've shown them that's how you work.

Your clients won't know where your boundaries are unless you consistently demonstrate and reinforce them. Also, if your whole business model depends on you (and your associates) constantly being helpful, you can't scale it.

Key takeaways:

1️⃣ Notice the "it's only five minutes" moments. These tiny exceptions are usually how scope creep starts. Ask yourself honestly: am I doing this just because I'm worried about disappointing someone?

2️⃣ If constantly over-delivering becomes the benchmark, simply delivering what's been agreed starts to feel like you've done less, and the benchmark keeps moving.

3️⃣ Swap "how can I be more helpful?" for "what outcome is my client actually paying me to achieve?" Try responses like "I'd love to help with that, shall I quote for the additional work?" or "that's outside the current scope, but here's how we could support you."From today, start paying attention to every time you say "it's only five minutes," because it probably isn't.

Healthy boundaries don't damage relationships, they protect them. When you say yes intentionally instead of saying yes to everything, you become more sustainable, and that's exactly the kind of business you want to build.

Start protecting yourself and your time. When you protect your time, your energy, and your expertise, you're not becoming less helpful, you're becoming more sustainable.

Timestamps:

(00:00) Podcast episode starts

(00:26) Why we're exploring the cost of being "too helpful"

(01:13) When helpfulness turns into over-responsibility

(02:48) What overdelivering really costs you

(03:15) What clients actually value

(04:50) Healthy boundaries protect relationships

(05:23) Two different reasons for saying yes

🔗 Resources

Join VA Handbookers Facebook group

Subscribe to The VA Handbook

School holidays are just around the corner and if you're already feeling the dread, this episode is for you. There’s an alternative to six weeks of juggling client work, childcare and guilt.

"A sustainable business isn't one that only works when life is quiet. A sustainable business works alongside real life and real life includes school holidays, sick children, family commitments, and unexpected disruptions."

In this episode of The Visionary VA Podcast, I discuss one of the things nobody really talks about when they tell you to start a business for more flexibility: school holidays.

Drawing on eight years of experience as a parent building a business, I share why the goal isn't just to survive school holidays, but to build a business that can withstand them.

From shifting your mindset and communicating with clients early, to building margin into your business model and letting go of perfection, this episode contains practical, realistic strategies for business owners with children. Because school holidays aren't an unexpected emergency, they happen every year, and if we know they're coming, we can build accordingly.

Key takeaways:

1️⃣ School holidays are part of your operating model, not a disruption to it. Stop treating them as a surprise and start planning your business around the reality of your life.

2️⃣ Build margin in time, finances and capacity. If your business only works when you're working flat out, that's not a problem you'll solve with better time management, it's usually a business model problem.

3️⃣ Not every season is about growth. During the holidays, success might simply mean maintaining excellent service, keeping things moving, being present with your family and protecting your energy.

Before the next school holiday, don't ask "how am I going to survive this?", ask: "how can I design my business to support me through it?"

Think about what you need to do, write a list of actions and implement with plenty of notice.

That's where real sustainability comes from, not working harder, but building smarter.

Timestamps:

(00:00) Podcast episode starts

(02:22) Holidays are part of your business, not a disruption

(03:06) Questions to ask before the holidays start

(04:20) Building margin into your business

(05:32) Redefining success during school holidays

(05:51) Building support around you

(07:03) Asking for help

(08:30) What a truly sustainable business looks like

🔗 Resources

Business mentoring for virtual assistants

Subscribe to The VA Handbook

If your virtual assistant business isn't growing, the problem probably isn't what you think. It's not your marketing, fierce competition, or AI making you redundant. The issue is that you don’t have strong enough foundations.

“ Most struggling VA businesses don't have a marketing problem at all. They have a foundations problem.” 

Successful businesses aren't built on hacks, trends or luck. They're built on solid principles and strategy. Get those right and everything else becomes a whole lot easier.

This week we’ll explore the six essential foundations you need in place to be successful, explaining in detail what they are and the impact that they have.

Main takeaways:

1️⃣ The six essential foundations behind every successful business are having a clear offer, sustainable pricing, effective systems, consistent marketing, financial tracking, and an exceptional client experience. 

2️⃣ Your next big breakthrough doesn't usually come from doing more. It comes from strengthening what already exists within your business.

3️⃣ Whether you're just starting out or running an established VA business, the challenges may look different but the businesses that thrive all share the same core pillars.This week, find time in your calendar to review the foundations explored today within your own business.Ask yourself which ones are currently weakest and create a strategy to strengthen them.

Timestamps:

(00:00) Podcast episode starts

(02:14])  Foundation 1: Clear offer

(03:29) Foundation 2: Sustainable pricing

(04:47) Foundation 3: Effective systems

(05:45) Foundation 4: Consistent marketing

(06:53) Foundation 5: Financial tracking

(08:05) Foundation 6: Client experience

🔗 Resources

Hiring Associates with Ease Guide

Subscribe to The VA Handbook

You are not “just” a VA. The sooner more people in the industry start believing that, the faster their business (and confidence) will grow.

“ I hear it all the time, ‘I'm “just” a VA. I “only” do admin. It's “nothing special”.’ And every single time, I want to stop people mid-sentence, because there is nothing “just” about what we do."

This week we tackle one of the most damaging (and common) habits in the virtual assistant industry: minimising what we do and the real impact we have on businesses.

To take your VA business to the next level, you may not need to complete another course or qualification, but work on your self-belief and knowing how to show up for yourself.Confidence doesn't come before the action, it comes because you actually did the scary thing.

Key takeaways:

1️⃣ VAs wear many different hats, they are the organiser, the problem solver, the communicator, the project manager, the person holding things together behind the scenes while everyone else gets to shine out front. They create capacity, reduce stress, improve productivity andhelp businesses function better.

2️⃣ Stop comparing yourself to others, you’re on your own journey. You’re not behind, because someone is established and at a different stage to you, especially if it’s early days. 

3️⃣ The people who grow aren't necessarily the people with the most confidence. They're often the people willing to act before they have confidence. And at some point, if you want to build something bigger, you have to stop waiting for permission.

This week, do one thing you've been waiting to feel confident enough to do first, whether that’s sending that pitch, raising your rates, or finally posting that content.

Don't wait for permission.

Timestamps:

(00:00) Start of the podcast episode

(01:22) The myth about confidence

(01:47) The comparison trap

(03:43) Ego versus confidence

(05:18) Final message: stop calling yourself "just" a VA

Resources 👇

👉 Check out 'Reflect, Recharge and Build a Growth Mindset' episode

👉 Join the VA Handbookers Facebook group

It’s a myth, there’s no such thing as work-life balance – at least not in the way it’s often talked about.

“Work-life balance has been sold to us as this end goal, this perfectly even split where everything feels calm and controlled and equal all the time.”

Achieving the perfect work-life balance just isn't realistic for most people who are growing something and that's because growth requires input. Building my own business and supporting successful leaders over the years, I'm yet to see it play out any other way.

In this week’s episode of The Visionary VA Podcast, I talk about the reality of growing a sustainable and profitable virtual assistant business. Sometimes the business needs more from you and maintaining (or even achieving) work-life balance isn’t possible.

Remember, it’s not forever, it’s for a season. Just because you need to prioritise work and other areas of life may take a back seat; it doesn’t mean you’ve failed or done something wrong. Instead of chasing balance, focus on work-life integration. Where work is part of your life, not something separate from it.

Key takeaways:

1️⃣ Work-life balance as a perfectly even split is unrealistic for anyone building a business. Growth requires input, and that's not a flaw; it's part of the process.

2️⃣ Instead of chasing balance, focus on work-life integration, where work is part of your life, not separate from it, built around the things that matter most to you.

3️⃣ Not every season of business is supposed to feel the same. Ask yourself: "What season am I in right now, and what does this season require from me?" Lean into it rather than fighting it.

4️⃣ Communicating openly with the people around you during busy seasons, explaining what's happening and what support you need makes a real difference.

Today, tomorrow, or some point this week, grab a piece of paper and write down what season of business you're currently in.

Are you in the building, growth, or stability season?

Then ask yourself, "What does this season actually require from me?" and then write down your actions including what support you need from those around you.

Resources 👇

Check out 'Managing Overwhelm as a VA: How to Recognise and Reset' episode

Have you heard about the very exciting new virtual assistant conference coming to the heart of Manchester? The Manchester VA Conference is a brand-new event dedicated to VAs and OBMs who want to upskill, connect with like-minded people, and learn from inspiring speakers.

"It's just so nice to get out and meet people face to face that are doing the same thing that you are doing, that are facing the same challenges that you are facing, swap ideas."

In this week's episode of The Visionary VA Podcast, I am joined by Emma Price and Victoria Baker, founders of The Manchester VA Conference, to talk all things community, connection, skills and why events like this matter.

Key takeaways:

1️⃣ Emma and Victoria noticed there were hardly any VA conferences happening up north (with most events based down south) so they decided to change that, and The Manchester VA Conference was born.

2️⃣ The event features a diverse lineup of speakers covering everything from money mindset, AI and automations, to social media and beyond.

3️⃣ You might recognise one of the speakers, that's me! I'll be doing a session all about helping VAs own their space, back themselves, and build the business they actually want.

4️⃣ Attending VA conferences is so important for picking up new skills, learning from others, and building a network and community you can lean on.

5️⃣ Putting together an all-day conference takes serious time, care and dedication, but as Emma and Victoria will tell you, it is absolutely worth it.

---

The Manchester VA Conference is happening on Wednesday 6th May, make sure you grab your ticket today.

🔗 Grab your ticket

Check out previous episode, 'Networking for Virtual Assistants: Building Meaningful Connections'

🔗 Here's the link

And if you're attending the conference or you're based in the Manchester area, come along to the very first official in-person VA Handbook meetup since I took over. We’d love to see you there!

🔗 Grab your ticket

This episode is a really special one.

Joanne Munro, founder of The VA Handbook, joins me to share some exciting news about the next chapter for the business and community she’s built.

After years of growing The VA Handbook and supporting so many VAs on their journey, Jo has made the decision to step back - and I’m incredibly proud (and honoured) to be taking it forward.

In this conversation, we talk openly about:

• Jo’s journey building The VA Handbook and what she’s most proud of.

• How she knew it was the right time to move on.

• Why finding the right person to take it on mattered so much.

• What this transition means for the community.

• And what’s coming next.

This isn’t about something ending - it’s about building on everything that’s already been created and taking it into its next phase.

Key takeaways:

• Building a strong, supportive community takes time, consistency and care - but the impact it creates is huge.

• Knowing when to step back is just as important as knowing when to push forward.

• Trust, values and alignment matter when handing over something you’ve built.

• Growth often comes from making bold, sometimes uncomfortable decisions.

If you’re part of The VA Handbook community (or have been following along), this episode will give you a real insight into what’s ahead - and why there’s so much to be excited about.

Links and Resources

🔗 Follow Jo Munro on LinkedIn

🔗 Check out The VA Handbook

🔗 Sign up to the Espresso AI Newsletter

🔗 Check out all The Visionary VA Podcast

🔗 Check out The Visionary VA Circle

Don’t let the fear of hiring the wrong associate for your virtual assistant business get in the way of growing your team (and business).

“One of the biggest fears people have when they start building a team is hiring the wrong person. What if they’re not good enough, they let the client down or create more work instead of less?”

If you’d love to grow and build a team but too afraid of hiring the wrong person, this week’s episode of The Visionary VA Podcast is for you. We'll talk about the main reasons why associates don’t work out.

We’ll address setting expectations, knowing if someone is the right fit, what systems you need in place, and how leadership can help.

Key takeaways:

1️⃣ Skill is a factor when hiring, but it isn’t the most important thing. Communication, reliability, and attention to details are essential. Are they professional with clients or proactive and ask questions? You can teach systems but not attitude, work ethic and communication style.

2️⃣ A common reason why associate hires don’t work out is because expectations haven’t been clear enough from the start. If your new hires have to guess, this is where things go wrong.

3️⃣ The associates who work out best are the ones who feel like they’re part of something. They care about the business and take pride in their work. They’re not someone who is just logging hours.

There is always a risk when hiring associates, but there are things you can do to better safeguard yourself. You have to protect your business reputation, client relationships and team culture, so you have to let someone go when someone’s not the right fit.

Finding the right people to grow your team changes everything. Worrying is normal, but don’t let fear get in the way of your growth.

At some point this week, take time to think about what matters most to you when hiring an associate. Write them down and start to build your own hiring blueprint, one you can return to every time you're looking to grow your team.

Mentioned in the episode 👇

'Hiring Associates with Ease' ⁠⁠⁠free guide.⁠⁠⁠

Red Flags to Avoid when Hiring Virtual Assistants for Your Team episode - listen here.

Resources 👇

Free ⁠⁠⁠Monthly Metrics Tracker download.⁠⁠⁠

Get our ⁠⁠Free mini course⁠⁠ on Creating Solid Business Foundations.

Check out ⁠⁠our website⁠⁠.

Do you feel like you’re constantly busy but unsure if you’re actually moving the business forward? This episode is for you, as we explore strategic business planning and the importance of weekly CEO check-ins.

“If you don’t create space to lead your business, you’ll spend all your time reacting to it.”

In this week’s episode of The Visionary VA Podcast, we’re exploring how you can switch from delivery mode to acting more as a CEO and business leader. It’s when you stop asking “what do I need to get done this week?” to “what does my business need from me this week?” as that subtle mindset shift is leadership.

The simplest (and most effective) way to do this is a weekly CEO check-in. If you can’t manage weekly now, start with monthly, then fortnightly and finally work your way towards weekly.

Key takeaways:

1️⃣ Look at your financials and be clear on what’s coming in, going out and expected. This isn’t to panic you, but about staying informed. It gives you the space to review your revenue and identify any gaps or risks.

2️⃣ Take a moment to review your capacity and workload. Are you or your team at capacity, and things starting to feel a little stretched? This is how you spot burnout (before it happens) and when extra support is needed.

3️⃣ Do a light touch audit of clients. Who feels aligned, and are there any red flags? Maybe you can see some quick wins? This is all about staying aware, as often small issues can quickly become big ones if ignored.

4️⃣ Do not ignore your sales and pipeline. What leads do you have? Where could work drop off? This will help you avoid the feast and famine cycle.

Once you have reviewed your financials, capacity, clients and sales, ask yourself this one important question, “what will actually move my business forward this week?” Choose 1 to 3 tasks to focus on and break down the steps needed to achieve them.

Put time aside this week for your CEO check-in. It doesn’t have to be complicated. Give yourself one hour, at the same time each week (or month) to allow you to get into a rhythm. Tell yourself this is non-negotiable.

Resources 👇

Free ⁠⁠Monthly Metrics Tracker download.⁠⁠

Get our ⁠Free mini course⁠ on Creating Solid Business Foundations.

Hiring Associates ⁠free guide.⁠

Check out ⁠our website⁠.

Is it important to take risks and be brave in your virtual assistant business? Yes, absolutely! If you stick with what is comfortable, you won’t push yourself or grow.

“And that’s the thing about growth. What once stretched you eventually becomes your baseline. And if you don’t deliberately stretch again… You get stuck.”

In this week’s episode of The Visionary VA Podcast, we’re talking all about how and (more importantly) why we should take risks and dare to be bolder.

Following a session I had with one of my mentees, I’ve been reflecting on when business starts to feel flat, and the fact that it may be a strategy problem but more of a comfort problem.

Key takeaways:

1️⃣ There’s a stage in business where the things that used to feel terrifying start to feel normal. What once stretched you becomes your baseline. If you don’t stretch again you become stuck.

2️⃣ Business decisions often feel uncomfortable before empowering. But dare to be brave as every decision shifts the landscape of your business. Not just financially but also identity-wise.

3️⃣ There’s nothing wrong with stability if that’s what you have consciously chose but if you’re feeling frustrated, bored or under-challenged that’s a sign you’ve probably outgrown your current comfort zone. Not your capability.

This week ask yourself, what am I avoiding because it feels uncomfortable? That one move may make your stomach flip, but it could be the very thing that changes the trajectory of your business.

Resources 👇

Listen to episode 48, 'Self-Belief Isn’t Optional: How to Build Self-Belief as a VA Leader and Business Owner'.

Join the Visionary VA Circle Facebook group.

Get our Free mini course on Creating Solid Business Foundations.

Hiring Associates free guide.

Free Monthly Metrics Tracker download.

Check out our website.

Is it good to be VAT registered? Virtual assistants usually avoid hitting the VAT threshold, because they think it's bad news. However, if you’re approaching the point where you’re required to be VAT registered, that’s not a problem; it’s proof your business is doing something right.

“VAT doesn’t have to be scary, it’s just another stage of growth.”

This episode tackles one of the biggest mindset blocks small business owners face: the VAT threshold. We explore what VAT registered actually means, who is required to be VAT registered, and why so many business owners dread it.

We break down the key facts, including the important distinction that the VAT threshold is based on a 12-month rolling period, not the tax year. We then walk through three practical pricing strategies for when you become VAT registered: adding VAT on top of your current prices, increasing your prices before you hit the threshold, or absorbing the cost.

Most importantly, we talk about reframing. Don’t position VAT registration as bad news for your clients, it’s good news. It means your business is growing, becoming more structured, and stepping into a new level of professionalism.

Key takeaways:

1️⃣ Hitting the point where you’re required to be VAT registered means your turnover is strong. Stop seeing it as a penalty and start seeing it as a milestone.

2️⃣ Get your pricing strategy sorted early. Whether you choose to add VAT on top, raise your prices in advance, or absorb the cost, plan ahead. Talk to an accountant and work out the approach that suits your business and your clients.

3️⃣ VAT is a business upgrade, not a burden. Becoming VAT registered is the moment your business becomes more structured.

If you’re anywhere near the VAT threshold, don’t bury your head in the sand. Book a call with your accountant this week, review your 12-month rolling turnover, and start mapping out your pricing strategy. You’ve built a business that’s growing, now it’s time to make sure your structure supports the growth.

Resources 👇

Join The Visionary VA Circle Facebook group

Get our ⁠free mini course⁠ on Creating Solid Business Foundations⁠

Hiring Associates free guide⁠⁠

Free Monthly Metrics Tracker download⁠⁠

Check out our website

Have you ever had a quiet month or two in your business and immediately thought: "What am I doing wrong? Maybe I'm not as good at this as I thought"? Bad months happen and they do not get to decide who you are as a business owner, a leader, or a VA.

"A bad month doesn't mean you're bad at business. It means you're in business."

In this episode, we're diving into something that comes up again and again in mentoring sessions: detaching your self-worth from your business results. When you're a VA, especially if you're service-led and values-driven, it's very easy for business performance to feel personal. When work slows down, a client leaves, or revenue dips, it doesn't just feel like a business fluctuation. It can feel like a reflection of you.

We explore what a quiet period in business is, why all businesses have quiet periods, and what to do when business goes quiet. Because you can be doing everything right and still have a slower period. Every business has seasonal dips, client churn, flat months, external factors you can't control, and phases of consolidation instead of growth.

The difference isn't whether businesses have bad months, it's how much meaning they attach to them.

Key takeaways:

1️⃣ Zoom out for perspective. Three to six months gives you context. Patterns matter. Blips don't. When you're navigating what to do when business goes quiet, remember that every business has seasonal dips, client churn, and phases of consolidation.

2️⃣ Instead of asking "What did I do wrong?", try asking: What worked? What shifted? What was in my control? What wasn't? This approach helps you understand the quiet period in business without making it personal.

3️⃣ You are still skilled, experienced, resourceful, adaptable, and capable of navigating change. A spreadsheet doesn't get to take that away from you. Detaching your worth doesn't make you careless, it makes you stable.

This week, when you look at your numbers, write one sentence that starts with: "This month taught me…" Not "This month proves…" And notice how differently that lands. You're allowed to learn without labelling yourself. You're allowed to wobble without questioning everything. And you're allowed to be human while still being a very capable leader. Growth isn't linear.

Confidence isn't constant. And leadership doesn't require perfection, it requires resilience.

Check out episode 12 'Resilience, Mindset and Solutions'

Check out mentoring options

Resources 👇

Get our free mini course on Creating Solid Business Foundations

Hiring Associates free guideFree Monthly Metrics Tracker downloadCheck out our website

From corporate EA to franchise founder. Find out how Suzy Sanders built Alchemy Virtual Assistance UK to a thriving franchise. She also talks about why she believes success comes down to three powerful Cs.

"If you're not out there and you're not visible, then you're going to be the best VA in the world with no clients."

Holly is joined by Suzy Sanders, founder and franchiser of Alchemy Virtual Assistance UK. She shares her incredible journey from feeling lost to building an award-winning VA business that's approaching its 10th anniversary.

Suzy opens up about the pivotal moment when she nearly quit and how a conversation became the turning point that transformed her business. She reveals the challenges of working with associates early to finding the perfect franchising model to serve clients meaningfully whilst supporting other VAs.

She also discusses benefits of PR, the vulnerability of putting yourself out there, and why slow, sustainable growth has been key to building the right franchise community.

Stick around to the end as Suzy shares her framework for success: the three Cs, competency, community, and credibility. Emphasising that developing these equally is essential for growth and momentum.

Key takeaways:

1️⃣ Build your foundations equally across the three Cs. Develop your competency, community, and credibility in equal measure.

2️⃣ Embrace visibility as a long-term investment. Whether it's PR, awards, or social media, showing up consistently is non-negotiable.

3️⃣ Allow your business to evolve. Don't get fixated on one path or model. Be open to flexing your approach, trying different models, and pivoting when something isn't working. Your business should serve your life, not the other way round.

Take stock of your three Cs today. Where are you strongest? Where do you need to invest more energy?

Write down one action you can take this week in your weakest area, whether that's booking a training course, reaching out to connect with someone in your industry, or finally hitting publish on that post you've been drafting.

Remember, "if you don't put your hat in the ring, you're not going to get picked."

Check out 'Building a Dream Team' episode

Join The Visionary VA Facebook Group

Resources 👇

Get our Free mini course on Creating Solid Business Foundations

Hiring Associates free guideFree Monthly Metrics Tracker download

Visit our website

A hard year does not get the final say on who you are and your capabilities. If 2025 knocked your confidence, this episode is about closing one chapter properly, without dragging it into the next one. We’ll cover how to set yourself up to move into 2026 feeling steadier, clearer and confident.

"Confidence doesn't come from never struggling. It comes from knowing you can handle it when you do."

You know when a year doesn't quite go how you thought it would? That was 2025 for many of us.

In this honest and reflective episode, we're talking about acknowledging the tough year without beating ourselves up, understanding that even high performers wobble, and recognising that confidence isn't constant. It's something you rebuild.

This isn't about pretending last year didn't affect you. It's about recalibrating. We explore three key priorities for the year ahead: health (because everything else depends on it), mindset (because it shapes everything you see), and focus and alignment (the real game changer). You don't need to be louder this year. You need to be clearer.

This episode is about leading your business with yourself, not against yourself, and building a new chapter on self-trust, focus and steadier confidence.

Key takeaways:

1️⃣ Even experienced business owners doubt themselves sometimes. Even leaders have days where they don't feel on top of it. You're not failing. A tough year means you're navigating challenges like everyone else.

2️⃣ Your health underpins everything including your energy, your patience, your clarity, and your resilience. Rest is not laziness. Mindset is the key to success because it changes how much power problems have over you.

3️⃣ If 2025 knocked your confidence, you are not behind or broken. Take this time to reflect.

Let 2026 be intentional. Take a moment this week and reflect on your needs. What do you want to release, and how can you run a business that works with your life, not against it? Learn from last year, so that this can be your year to thrive.

Check out 'Reflect, Recharge, and Build a Growth Mindset for 2025'.

Join The Visionary VA Circle Facebook Group.

Resources 👇

Get our Free mini course on Creating Solid Business Foundations.

Download our Hiring Associates free guide.

Free Monthly Metrics Tracker download.Check out our website.

If you've ever felt that knot in your stomach when looking at your business finances - or found yourself undercharging because you're afraid to ask for what you're worth, this episode is for you.

Today we're dropping the shame around money and getting informed about the numbers that matter in your virtual assistant business.

“If you're informed, you're empowered. If you're empowered, you make great decisions. Empowered women empower women.”

I'm joined by Ruth Freestone, founder of Root-ed Accounting, a judgement-free accountant on a mission to help ambitious women get informed, stay compliant and drop the shame around their numbers.

We dive deep into the real reasons why so many women in business feel intimidated by their finances and undercharge for their services.

Ruth shares practical advice on the first numbers every VA should get comfortable with, the financial mistakes she sees most frequently, and what healthy profit margins actually look like for VA businesses – especially if you're building an agency model.We talk about money mindset, financial empowerment and the small habits that make the biggest difference to financial clarity.

Ruth also shares the essential financial groundwork you need to lay before growing a team, the bookkeeping tools that can simplify your life and the questions you should be asking when interviewing potential accountants.

Key takeaways:

1️⃣ Get comfortable with your core numbers. Start with the basics: your revenue, your expenses, and your profit. Understanding these three numbers gives you the foundation to make informed decisions about pricing, team growth and business sustainability.

2️⃣ So many women carry shame around their finances and numbers – whether it's not earning enough, undercharging, or simply not understanding their finances. Financial empowerment means getting informed, staying compliant, and recognising that you should charge what you're worth.

3️⃣ Lay the groundwork before you grow. If you're thinking about building a team or scaling to an agency model, get your financial systems sorted first. Know your profit margins, understand your true costs, and make sure you have bookkeeping processes in place.

This week, take one small step towards financial clarity. Check your profit margin, review your pricing or (finally) book that call with an accountant you've been putting off.

Whatever it is, remember that you are the customer.

Ask questions, demand clarity, and take up space in these conversations. This is your financial empowerment.

About Ruth:

Judgement-free Accountant supporting ambitious women to get informed, stay compliant and drop the shame around their numbers.

Where to find Ruth:

LinkedIn: https://www.linkedin.com/in/ruth-freestone/

Instagram: https://www.instagram.com/ruth.freestone.accountant

Business Instagram: https://www.instagram.com/root.ed.accounting

Resources 👇

Reflect, Recharge, and Build a Growth Mindset for 2025: https://open.spotify.com/episode/4d4z9RPV6KpfJqq9K740Gy?si=89f6adfdbef346e3

One-to-one mentoring for virtual assistants: https://visionaryvacircle.co.uk/mentoring/

Get our Free mini course on Creating Solid Business Foundations: https://pages.visionaryvacircle.co.uk/scale-with-success

Hiring Associates free guide: ⁠https://pages.visionaryvacircle.co.uk/hiring-associates

Free Monthly Metrics Tracker download: https://pages.visionaryvacircle.co.uk/monthly-metrics-tracker

Find us at: ⁠https://visionaryvacircle.co.uk/

What if you could build a thriving agency whilst solo parenting and navigating an ADHD diagnosis?

Anna Bunch, founder of Psych VA, turned the chaos of running a practice into a seven-year success story. This proves that the right systems and support are key.In this episode, Anna opens up about her journey from solo VA to agency owner, building Psych VA into a specialist team that supports psychologists and therapists behind the scenes.

She shares the reality of growing a business, revealing how she's created calm systems and multiple revenue streams that keep her agency sustainable.

From finding the right associates to evolving her business model, Anna breaks down what it really takes to scale from doing it all yourself to leading a team, and why reliable admin can be the difference between a practice that survives and one that thrives.

Key takeaways:

1️⃣ Build systems that work for your brain, not against it. When you design your business around how you actually work, scaling becomes sustainable rather than overwhelming.

2️⃣ Multiple revenue streams create stability in service-based businesses. Diversification isn't just smart, it's essential for long-term growth.

3️⃣ Scaling means letting go of client work, gradually. The transition from solo VA to agency owner requires releasing the day-to-day client tasks you once did yourself.

If you're thinking about expanding your VA business or building a team, start by asking yourself: what would become possible if I stopped doing everything myself? Map out one task you could delegate this week, and take the first step towards building the sustainable, scalable business you deserve.

About Anna:

Anna is the founder of Psych VA, a specialist team supporting psychologists and therapists behind the scenes. She built the business while solo parenting and navigating a later ADHD diagnosis, so she understands the pressure of running a practice without the right support. Now seven years in, Anna has grown Psych VA into a sustainable agency with multiple income streams, focused on calm systems, reliable admin and helping clinicians keep their clinics running smoothly.

Where to find Anna:

Instagram

LinkedIn

Website

Check out 'Dream Big Plan Smart' (episode 5)

Resources 👇

Check out our business mentoring service

Get our Free mini course on Creating Solid Business Foundations

Hiring Associates free guide

Free Monthly Metrics Tracker download

Check out our website

Less than six weeks left of the year and this is the moment most people either switch off or get intentional. If you listen/watch this podcast, I can guess which camp do you want to be in.

"Goals without alignment become chores, but goals built on intention pull you forward."

You know that feeling when the year suddenly catches up with you? That's exactly where we are right now. I am talking about setting goals that actually stick, not the fluffy, vague "new year, new me" type goals, but thoughtful, aligned, intentional goals.

This episode will walk you through the essential steps of goal-setting that work: pausing before you plan, choosing how you want 2026 to feel, setting fewer but better goals, and breaking them down into micro projects that make progress feel achievable.

This isn't about waiting for January to reset, your 2026 starts now, in the decisions you make, the clarity you create, and the vision you choose to step into.

Key takeaways

• Before you plan, you must pause. Take a moment to reflect on 2025 e.g. what worked well, what surprised you, what felt heavy, and what you're proud of.

• Set fewer, better goals. Choose one primary business goal that genuinely moves the needle, one systems or structure goal that makes everything else easier, and one personal or wellbeing goal, because burnt-out VAs don't lead thriving businesses.

• Identify the obstacles before they derail you. Look at your goals and ask what could get in the way e.g. confidence, client workload, lack of boundaries, or old self-sabotage. When you expect obstacles, you're ready for them instead of shocked by them.

Finish this sentence: "In 2026, I want to become a business owner who..." This is your real starting point, not the diary, not the planner, not the colour-coded goals. Your identity shapes your year. Start simple: one feeling, one focus, one goal, one first step.

Check out episode 9 👉 https://www.youtube.com/watch?v=L2tv-Qmfc94

Join The Visionary VA Circle Facebook community 👉 https://www.facebook.com/groups/visionaryvacircle/

Resources 👇

Get our Free mini course on Creating Solid Business Foundations: https://pages.visionaryvacircle.co.uk/scale-with-success

Hiring Associates free guide: ⁠https://pages.visionaryvacircle.co.uk/hiring-associates

Free Monthly Metrics Tracker download: https://pages.visionaryvacircle.co.uk/monthly-metrics-tracker

Find us at: ⁠https://visionaryvacircle.co.uk/

You know that moment when you realise you're the one breaking your own rule? Sometimes, the most powerful thing we can do as leaders is to slow down, zoom out and make decisions that keep us aligned - even when it feels uncomfortable.

"Doing less doesn't mean lowering your standards - it means raising your focus."

In this episode, I share a personal realisation – that I was spreading myself far too thin. After reviewing Q4 plans, I recognised I wasn't following my own advice about sustainable growth. That is why The Visionary VA Podcast will shift from weekly to fortnightly episodes - not to do less for the sake of it, but to do less, better.

Growth doesn’t always mean more e.g. more output, more hours, more "showing up". Instead, real, sustainable growth often looks like subtraction, not addition. It's about giving yourself permission to pause, simplify and focus on what really matters. Because if everything's a priority… nothing is.

Key takeaways:

• Take the advice you dish out to clients ALL the time. Real growth, sustainable growth, often looks like subtraction, not addition. Don't be afraid to make a change when something isn't working at the level you want it to.

• Grab a notebook and create three columns. One column for things that energise you and move you forward). Another column for the stuff that drains you or no longer fits where you're heading. The last column is for the things that still matter, but don't have to be done by you. You'll be surprised how much clarity this simple exercise brings.

• As business owners, we can fall into the trap of overcommitting - saying yes to everything and everyone. But you don't scale by doing more; you scale by doing better. Sometimes, something has to give, and you need a way to figure out what that is.

If you're listening to this and thinking, "yeah, I'm definitely doing too much," this is your nudge. Take your own advice. Review, refine, and be brave enough to adjust course. Doing less doesn't mean lowering your standards - it means raising your focus. Here's to doing less, better - and to creating more space for the kind of growth that actually feels good.

Check out the episode #17 where I talk about recognising overwhelm and stopping the spiral 👉  Listen here

Resources:

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

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What started out as a slightly terrifying idea has turned into one of the most rewarding things I've done so far. This week, we're celebrating a whole year of The Visionary VA Podcast, and I'm revisiting conversations from incredible guests who've shifted my perspective on leadership, resilience, and what it really takes to build a thriving VA business.

"You don't have to feel ready to start, you just have to start."

It's been a year since I hit record on episode one, and what a journey it's been. In this special anniversary episode, I'm reflecting on 12 months of honest conversations about what it's actually like to grow a VA business and build a team. Not the polished version, but the messy, human, sometimes magical reality of running a business that's built around freedom, purpose, and possibility.

I'm revisiting some of my favourite interviews from the past year, pulling out key learnings from brilliant guests like Kathy Soulsby, Emma Mills, Sarah Dodsley, and Robin Waite. We're talking about the importance of resilience, getting your rates right, understanding your numbers, embracing the loneliness of leadership, and what it really means to build a fearless business.

This podcast has taught me so much. Not just about podcasting, but about communication, connection, and consistency. Showing up every week, recording, promoting, and juggling it all alongside client work, mentoring, and family life, it's no small thing. But it's also one of the things of which I'm most proud.

Whether you've listened since episode one, or this is your very first time tuning in, your support means the world. Here's to another year of growth, connection, and courage.

Key takeaways:

• Start messy, start scared, but start. You don't have to feel ready to begin. Confidence comes from doing, not from waiting until everything is perfect.

• You can't run a thriving business on hustle alone. It takes structure, yes, but also heart, purpose, and alignment. Take the time to put systems in place whilst charging your worth and factoring in the increasing costs of running your business.

• The more we understand ourselves (our triggers, strengths, energy, and boundaries), the better leaders we become. Leadership can be lonely, and we don't have to have it all figured out (no one does!)

If you've been sitting on an idea (whether it's a podcast, a new service, or just a new direction for your business) take this as your sign to start. Don't wait until it's perfect. Growth takes courage, and progress always comes with a bit of discomfort. Everyone's path looks different, so create a version that fits you.

Interviews mentioned in this podcast:

• Kathy Soulsby
• Emma Mills
• Sarah Dodsley
• Robin Waite

Resources:

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

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The version of you that started this business isn't the same one leading it today. If you've been feeling that inner voice saying "something needs to change" but don't know how to move forward, this episode is your permission slip.

"Every time I've evolved, it's created space. Space for the next stage of growth. And often, what feels like an ending is actually the start of something better aligned."

This episode of The Visionary VA Podcast is all about reflection. I am talking about giving yourself permission to evolve. Our lives change such as family responsibilities, caring duties, health issues, financial challenges, and as business owners and leaders, we change too.

But sometimes we keep holding onto old versions of ourselves or old ways of doing business because letting go feels uncomfortable. Discover how to recognise when you've outgrown a version of yourself or your business, why we resist change, and how to move into your next chapter. Learn the signs that you're ready for evolution and get a simple three-step framework to bridge the gap between where you are and where you want to be.

Key takeaways:

• Recognise the signs you're ready to evolve. Work no longer excites you, feeling frustrated, or craving more impact. Those nudges aren't signs of failure, they're signs of growth.

• Give yourself permission without justification, you don't need anyone else to validate your evolution. You're allowed to shift your services, reposition your brand, or restructure your team.

• Use the three Rs: Reflect, Reimagine, and Realign. Reflect on what's working and what feels heavy. Reimagine what your ideal business would look like. Realign by taking small, steady steps to bridge the gap.

Give yourself that permission slip today to evolve and grow. You've worked hard to get here, but you don't have to stay here out of obligation. The next version of you? She's already waiting and she's even more capable, confident, and aligned than you can imagine.

Resources:

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Why do so many virtual assistants (VAs), even those who are brilliant at what they do, hide behind their clients' businesses rather than confidently stepping into the spotlight? If you can show up fearlessly for your clients but freeze when it comes to showing up for yourself, this episode is for you.

"Visibility isn't vanity. It's leadership."

In this episode of The Visionary VA Podcast, I tackle the fear of visibility, something that comes up repeatedly in mentoring sessions and inside the VIVA community.

Discover why so many VAs struggle to showcase their skills publicly, even when they're incredible at what they do. I share examples of visibility and teach you how to reframe from performance to connection, understand why being seen is essential for growing your VA business (especially into an agency), and get practical strategies for creating business visibility without feeling salesy or performative.

Professional visibility is not showing off, it's about showing up as the leader you are and building trust by being real.

Key takeaways:

• Visibility is connection, not performance. When you share your expertise, you're helping someone who's two steps behind you.

• Begin with your voice instead of your face. Create before you consume. The imperfect posts connect the most.

• As your business grows, your team looks to you for direction. You can't expect them to show up with confidence if you're hiding behind the curtain.

This week, take one visible action for you. Not for a client. Not for your team. For you. Maybe it's sharing a post that feels a little uncomfortable, introducing yourself properly on LinkedIn, or hitting "record" on that first video. Remember: you don't build trust by hiding. You build it by showing up.

Sometimes you just need a 6.8 earthquake to wake you up and give you that push. Well, that was the case for award-winning Hayley Hudson, which was the start of her business journey, resulting in running a successful international business and virtual assistant community.

“ It took a 6.8 earthquake at the end of 2019. It just woke me up a bit to go, what am I doing? Where am I? We'd gone through life really as we do, and I think there was a lot of stuff that happened in previous years that it just made me realise, what am I doing and where do I wanna go from here?”

This week on The Visionary VA Podcast, I sit down with Hayley Hudson, founder of Hudson Admin Support and The VA Lounge, a community for virtual assistance. Known for her down-to-earth approach, love of tech, and big heart for small businesses,  Hayley helps VAs simplify systems embrace essential software.

She shares her journey from first taking the leap into becoming a freelance virtual assistant, to running and managing a team for her international business, almost 6 years down the line. She shares advice for those considering expanding their VA business by building a team, and how important support groups and communities are for virtual assistants – which is one of the reasons she set up The VA Lounge.

Key takeaways:

• First, sort out the practical and physical stuff and then go out and tell people. Connect and network with others as you never know where you’ll pick up work.

• Invest in the support and people that will help grow your business. There’s always tasks you can delegate that allow you to focus on growing and building your VA business.

• Join groups and communities where you can meet and connect with other virtual assistants. With The VA Lounge, you can meet others during virtual coffee sessions, join an upskilling session, or use the community to ask questions.

What’s the one thing you can do today that will help you to build the life you really want to lead. What will be your earthquake moment? Whether that’s developing your virtual assistant skills, joining a group or community, or allowing yourself to take time off – clients really don't mind if you give them enough notice.

About Hayley:

Hayley Hudson is the founder of Hudson Admin Support and The VA Lounge, a community for virtual assistants. Known for her down-to-earth approach, love of tech, and big heart for small businesses, Hayley helps VAs simplify systems, embrace essential software, and build successful businesses that align with their values. She believes tech doesn’t have to be terrifying - and she’s on a mission to make it feel fun, doable, and profitable. When she’s not hosting Coffee Club or testing the latest tools, you’ll find her cheering on VAs, simplifying chaos, and keeping business real and relatable.

Where to find Hayley:

Website

LinkedIn

Resources:

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Building self-belief and confidence is crucial. If you’ve ever found yourself doubting your abilities or questioning if you can take the next step, this episode is for you. Remember, growth doesn’t happen at times of doubt. It happens when you back yourself anyway.

“Self-belief isn’t optional. Confidence will fuel your growth.”

In this episode of the Visionary VA Podcast, I share why confidence has been the single biggest factor in building and growing my business, even when the odds were stacked against me.

From launching with a toddler and a baby at home to leading a team years later, I wouldn’t have been able to do it without self-belief and motivating myself to take the next step. I talk about why confidence matters for VA leaders, how it shapes your client relationships, and the everyday ways you can strengthen it (much like a muscle).

The truth is you don’t have to feel ready; you just have to decide to back yourself.

Key takeaways:

• Reframe failure as feedback. A setback doesn’t prove you’re not good enough; it’s just your first attempt at learning.

• Celebrate the wins, big and small. Each acknowledgement of progress builds belief, brick by brick.

• Act before you feel ready. Confidence comes after action, not before. The more you do, the more you prove you can.

Write down three things from the past year you’re proud of. Store that list somewhere safe, and when doubt creeps in, remind yourself: you’ve already done hard things. You can do the next one, too.

Resources:

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Are you tired of feeling like you’re always behind? Like every scroll on LinkedIn or Instagram is a reminder of what you haven’t achieved yet? You’re not alone and this episode is here to help you break free from the comparison trap once and for all and still build your virtual assistant business.

“Comparison is rarely the truth it’s just a snapshot, not the full picture.”

In this episode of the Visionary VA Podcast, we’re diving deep into the comparison trap that so many virtual assistants fall into. From shiny Instagram milestones to LinkedIn highlight reels, it’s all too easy to measure yourself against someone else’s version of success. But here’s the truth: your business journey is your own, and comparison will take you off course and only slow you down.

We’ll talk about why comparison is so common in the VA world, how to reframe it into something useful, and most importantly, how to stay in your own lane. Because building and growing a virtual assistant business isn’t about racing others, it’s about creating something that works for you.

Key takeaways:

• Define your version of success. Get clear on what you actually want. Clarity kills comparison and keeps you focused on building the business that fits your goals and values.

• Measure your own progress and instead of looking sideways, look backwards. Celebrate how far you’ve come in the last 6 months or year and let that be your yardstick.

• Mute or unfollow accounts that trigger comparison and surround yourself with inspiration. Regularly note what you’re proud of to stay connected to your wins.

Next time you feel yourself slipping into comparison mode, pause. Remember their journey is theirs and your journey is yours. You’re not behind, you’re not failing, you’re building a business that’s yours and more importantly on your terms.

Resources:

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If you’ve ever wondered how to tell the difference between a “good enough” associate and a true superstar - this episode is going to give you the signs to look out for (and how to keep them once you’ve found them).

“A superstar associate doesn’t just tick tasks off a list. They think ahead, take ownership, and become a powerhouse for your business.”

In this episode of the Visionary VA Podcast, we’re talking about spotting superstar associates early and (more crucially) why it’s not just luck. From proactive communication to cultural fit, I share the patterns you’ll notice in the first few weeks that show you someone has the potential to become more than just support. They can be a long-term partner in your business.

Plus, I dive into what you need to do as an agency owner to nurture and keep these high-performers, while avoiding the common mistakes that make them slip through your fingers.

Key takeaways:

• Look for early signs such as proactive communication, attention to detail, accountability, problem-solving, and cultural alignment.

• Nurture them by giving recognition, creating opportunities, and providing clarity so they can shine.

• Don’t cling to average performers out of fear or overload your superstar until they burn out.

Take a look at your team today. Ask yourself, who’s showing those early signs of being a superstar? Recognise them, support them, and create the environment where they can thrive. That’s how you build the dream team your business deserves.

Resources:

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Are your clients truly the right fit for your business, or are they quietly draining your energy and holding you back?

“Scaling your VA business is as much about who you say no to as who you say yes to.”

In this episode of the Visionary VA Podcast, we dive into the art of auditing your clients. As your business grows, not every client will remain the right fit, and that’s okay. We explore why regular client reviews matter, the red flags to look out for, and how to decide whether to reset, retain, or release. Think of it as spring cleaning for your client list: clearing out the misaligned relationships to make room for clients who are a better fit.

Key takeaways:

• Late payments, boundary pushing, misaligned values, or that sinking feeling when their name lands in your inbox are all cues it’s time to review the relationship.

• Look at hours, rates, profitability, alignment with your bigger vision, and most importantly, whether they energise or drain you.

• Reset, retain, or release. Decide whether the relationship needs boundaries, small tweaks, or it’s time to let go to create space for the right opportunities.

Set aside an hour this week to run a quick audit of your client list. Ask yourself, who lights me up and who drains me? Who do I need a reset conversation with?

Always remember: your business, your rules.

Resources:

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September has that new year energy. The routines return, the slate feels wiped clean, and we’ve got one final push before the year wraps up. The question is: how do you use these last four months intentionally, so you don’t come to the end of December wondering where the time went?

“Mindset is everything. If you go into autumn thinking it’s already too late to achieve anything, guess what? That’ll become true.”

In this episode of The Visionary VA Podcast, we’re diving into year-end business planning and how to finish the year strong in your virtual assistant business.

September is the perfect time to reset and refocus. Why? It’s a natural checkpoint in your business planning for Q4. You’ll hear how to reset your mindset, create a virtual assistant business plan that works for you, and stay consistent with sales and business development.

If you’ve been wondering how to prep your business for Q4, this episode will help you get clear, intentional, and motivated to create real virtual assistant business growth before the year is out.

Key takeaways:

• Treat September as your fresh start and approach the rest of the year from a place of possibility, not exhaustion.

• Q4 is prime time for client growth. Budgets are being set, decision-makers are ready, and your visibility matters.

• Simplify, delegate, and block out time for the priorities that will fuel your end of year planning.

Visualise the week before Christmas. What do you want to feel proud of? Use that picture to shape your year-end business planning and make sure your business plan supports you in finishing the year strong, without burning out.

Resources:

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Money can feel like a tricky subject, but if you want to build a thriving Virtal Assistant agency, you’ve got to get comfortable with your numbers. In this episode, we’re exploring the reality of virtual assistant pricing, paying associates fairly, and making sure you still come out profitable.

“If you can’t afford to pay an associate £25 per hour, it’s not because they’re too expensive. It’s because you’re not charging your clients enough.”

In this episode of the Visionary VA Podcast, Holly talks openly about one of the biggest challenges agency owners face: setting your virtual assistant pricing structure in a way that’s fair, profitable, and sustainable. From understanding industry-standard virtual assistant rates per hour UK, to avoiding common mistakes that drain your margins, Holly gives you all the practical strategies you need.

You’ll hear exactly how to work out your numbers, how much virtual assistants charge on average, and why paying fairly is the only way to keep great associates on your team. By the end, you’ll have a clear framework for pricing, paying, and building a VA agency that works for everyone.

Key takeaways:

• Don’t pluck a rate out of thin air. Do the maths and make sure your pricing covers associate pay, expenses, and your profit margin.

• Associates deserve to be paid properly. Paying below industry-standard virtual assistant rates in the UK may save money short-term, but it won’t keep great people.

• You’re not running an expensive hobby. Build in £10 to £15 per hour margins after associate pay so you can grow with confidence.

Audit your current virtual assistant pricing structure this week. Ask yourself: Am I charging enough? Am I paying fairly? Am I building in the profit I need to keep growing? Small changes now will create a business that’s profitable, fair and sustainable.

Resources:

Episode 16: Pricing, Scaling and Thinking Bigger with Robin Waite

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Marketing doesn’t have to feel fake, forced or awkward. When it feels aligned and authentic, it becomes easier and therefore much more effective.

“Marketing isn’t about you. It’s about the people you’re trying to help.”

In this episode of the Visionary VA Podcast, we’re tackling something that makes many virtual assistants squirm: marketing yourself.

Most VAs didn’t start their businesses because they love marketing, we started because we’re brilliant at supporting others, organising and getting things done behind the scenes. But the reality is, if you want a successful business, you need to put yourself out there.

This episode will help you to find a marketing approach that actually feels good. From choosing channels that fit your natural style, to leaning into storytelling, to focusing on connection rather than perfection, this is your permission slip to stop copying someone else’s playbook and start showing up in a way that feels authentic to you.

Key takeaways:

• Marketing is about sharing stories about how you can make life easier, smoother, or more successful for your clients.

• Speak the way you do with clients you already love working with. Storytelling always beats polished sales pitches.

• Whether it’s writing, video, or conversations, choose one or two channels you can commit to consistently.

Choose one piece of content, whether that’s a post, reel, blog, or video and share it in your natural voice this week. The more you practice marketing that feels good, the more your ideal clients will feel like they know, like and trust you.

Resources:

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Sometimes the best thing you can do for your business is saddle up and ride away from it for a while.

"You don’t ‘find’ time for a hobby, you create it. And the return on investment is far bigger than you think."

In this episode, I share why getting back into horse riding after 15 years has been one of the best decisions I’ve ever made, not just for me, but for my business too.

From gaining perspective and confidence, to having an outlet that’s completely separate from my role as a business owner and mum, riding has transformed how I lead, how I work, and how I show up in life.

You’ll hear the lessons horse riding have taught me about patience, balance, and showing up, and why making space for something you love might be the most strategic move you make this year.

Takeaways:

• Your business isn’t your identity. Creating space for something outside work helps you navigate challenges without taking every setback personally.

• Hobbies build transferable skills, such as patience, balance, and the confidence that comes from consistent action apply to both the arena and the boardroom.

• You make time, you don’t find it. Prioritising joy is an investment in your energy, leadership, and resilience.

This week, think about something you used to love doing and take one step towards bringing it back into your life. Nurture yourself first, and watch your business thrive as a result.

Resources:

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You finally hired help… so why does it feel harder?

“Your associate’s job isn’t to be you, it’s to deliver the result you’ve outlined.”

In this episode, Holly dives into the challenges of hiring, especially when bringing on help doesn’t feel like the relief you hoped it would. If you've ever had that "what have I done?" moment after onboarding your first associate, you're not alone.

From team tension to client complaints, Holly explores why hiring isn’t always the magical fix we imagine and more importantly, what to do when it feels like it’s making things worse, not better.

If you’re stuck managing instead of leading, frustrated that things aren't being done “your way”, or unsure whether your team is really serving your business, this episode is for you. It will help you to hit pause, reflect honestly, and move forward with clarity and confidence.

Key takeaways

• If your associate isn’t doing things “how you would,” ask yourself, did you give them a process or expect them to read your mind?

• Micromanaging isn’t sustainable. If you're still rewriting everything, it might be a training issue or a ‘you’ issue. Either way, it’s learnable.

• Trust is non-negotiable. If someone’s consistently missing deadlines or causing friction, it’s okay to have that hard conversation. It’s not harsh, it’s business.

Hiring is never perfect from the get-go and that doesn’t mean you’ve failed. Take a breath, check your systems, revisit your expectations, and keep going. Leadership is a skill, and you’re learning it every day. You’ve got this.

Resources:

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Feeling less overwhelmed isn’t about doing more but planning better. Find out exactly how I plan my week as a VA agency owner and how you can too.

“Planning is leadership. It’s how you ensure you are spending your time on the right things, not just the loudest things.”

From juggling client calls and content creation to team check-ins and business development, this is the real-life planning approach that helps me stay (mostly!) sane and intentional with my time.

You’ll hear how I theme my days, the tools I use, and why weekly planning isn’t about perfection but about creating clarity. Whether you're a solo VA or running a growing team, this episode will help you take back control of your calendar.

Key takeaways:

Forget the endless to-do list. Focus on just three things that will move your business forward and then plan your week around them.

From VP Mondays to ViVA Fridays, assigning themes helps batch tasks and protect your brainpower for what matters.

Block time for deep work, honour personal commitments, and outsource the admin. Your calendar should reflect your role, not just your inbox.

Take 30 minutes this week to get your plan out of your head and into a system, a notebook, ClickUp, Google Calendar, whatever works. Know your top 3 priorities, structure your week around them, and create space for what really matters.

You’ve got this.

Resources:

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Celebrating my 7th business anniversary and I’m laying it all on the table. The highs, the lows, and the lessons I really wish I’d learned sooner. If you’re building or running a virtual assistant business, this one’s for you. I am hoping that opening up, shows the importance of reflection in business and leadership.

“I stretched myself and quite frankly nearly broke myself from trying to do ALL the things in the early days.”

This is a special episode as I’m celebrating Virtually Priceless and 7 years in business! It’s been a journey, from launching as a solo VA with two little ones at home, to growing a thriving team and building a business that brings me freedom and joy.

But it hasn’t all been smooth sailing. I’m opening up about what I’d do differently if I had the chance, including delegating sooner, charging my worth, and setting firmer boundaries. Whether you're just starting your VA journey or a few years in, this episode is packed with raw reflections and practical wisdom from seven years of doing the work.

If you’ve ever wondered how to build a successful virtual assistant business or questioned whether you’re doing it "right" this is your reminder that it’s OK to evolve.

Key takeaways:

• Don’t wait until burnout hits, bringing in help earlier would have saved me so much stress and helped the business grow faster.

• Undercharging held me back for years. Raising my rates gave me space, confidence, and clarity.

• Winging it works until it doesn’t. Proper systems and documentation are essential for scaling sustainably.

Ask yourself: “What do I want my story to be in 7 years’ time?” Start today with the decisions your future self will thank you for because building a successful virtual assistant business that gives you freedom is possible.

Resources:

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

What happens when a corporate PA with a side hustle becomes the leader of a 30+ VA team? In this episode, Kathy Soulsby shares how she built her business from a single client to supporting global consultancies, all while hosting a podcast, writing two books, and navigating the realities of managing people.

"I realised I didn’t want to go back into a job. I wanted to keep this thing going... and then I started building a team."

This week, the brilliant Kathy Soulsby is on the podcast, a VA agency founder, author, and host of the Productivity Nerd podcast. We talk about her leap from working in hospitality and as a PA to becoming a fully booked VA, and eventually building a thriving team of freelancers. Kathy opens up about the challenges of managing a team, supporting big clients, and letting go of her own to-do list. From imposter syndrome to procurement nightmares, this is a real and refreshing take on the messy middle of business growth.

Whether you’re thinking about outsourcing, building a team, or just want to hear what it’s really like behind the scenes of a VA agency, this episode is full of practical insights, honesty, and a few productivity confessions too.

Key takeaways:

• Start messy and then refine later. Kathy didn’t wait for the perfect system before building her team. She started with one associate and grew from there, learning as she went.

• Let go to grow. Handing over tasks can be a game-changer. "It’s taken me years to give it up... but now someone manages me."

• Relationships build resilience. From local dog-walking meetups to online referrals, Kathy credits her network of VAs and former PAs for the success and sustainability of her agency.

If you’re sitting on the fence about getting support or scaling up, ask yourself: what’s stopping you? You don’t need to have it all figured out, just start with one person, one task. Your future team (and future self) will thank you.

About Kathy:

Kathy set up Personally Virtual in 2014 providing high-level freelance EA support to B2B businesses. This is now a team of 30 plus VAs supporting 1-man bands right up to some household names.

Kathy has also authored two books about the VA industry (Virtually Painless about going from PA to VA and Outsource Everything but Your Brilliance) and has a productivity podcast called Productivity Nerd.

When she's not working, she can be found in a field with dogs, or, her latest hobby, managing a hive of bees.

Where to find Kathy:

Website

Website

Facebook

Virtually Painless book

How To Work With A Virtual Assistant: Outsourcing Everything But Your Brilliance book

Podcast

Resources:

⁠⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Saying no can make your stomach twist, but it’s also one of the most powerful things you can do as a VA business owner. If you’ve ever found yourself saying yes when you really wanted to say no, this episode is for you.

"Saying no doesn’t make you difficult. It makes you discerning. And that is a superpower in business." 

In this episode of the podcast, we’re diving into something that doesn’t always come naturally in the service space: saying no. From red-flag clients and scope creep to overcapacity and opportunity mismatch, we unpack the common situations where it’s essential to set clear boundaries.

This isn’t just about avoiding burnout. It’s about leadership, clarity, and confidence. Because when you learn how to say no in the right way, you create more space for aligned opportunities, better clients, and a more effective business.

We’ll also explore how to say no professionally and respectfully, with a few phrases you can keep in your back pocket for the next time you’re faced with a tricky client.

Key takeaways: 

• Saying yes to everything leads to overwork, resentment, and muddy boundaries. If it doesn’t feel right, listen to your gut.

• Saying no builds trust with yourself, your team, and your clients. It shows you’re operating from a place of vision, values, and intention.

• Remember that no is a complete sentence. Use simple, clear language that respects your capacity and maintains your professionalism. No need to over-explain.

This week, try a “yes/no” audit. Look at your calendar, inbox, team, and current offers. Where are you saying “yes” when you really mean “no”? And what might shift if you had the courage to change that?

Because saying no isn’t selfish, it’s strategic. It’s a leadership skill. And it’s one of the most important muscles you can build in business.

Resources:

⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Delegation is more than just giving jobs away - it’s a leadership skill. Many VA leaders want to develop this skill, but where do you actually start?

"You’re not giving things away - you’re creating space. Space to grow, space to breathe, space to do the work you’re really here to do."

In this episode, we’re tackling one of the most common questions asked within VA communities: how do you start delegation, and what should I give away first?

If the idea of letting go makes you feel uneasy, you’re not alone. We dig into why delegation feels so hard, how to shift your mindset from control to trust, and (most importantly) what to start with when bringing in help, whether you’re hiring an associate or bringing on a VA to support your internal admin.

You’ll learn that delegation doesn’t have to be all or nothing. Whether you’re handing over client tasks or starting with admin jobs that are low risk, this episode walks you through how to begin with clarity and confidence.

Key Takeaways:

• If delegation feels scary, begin with repeatable, low-impact admin tasks that don’t need deep client knowledge - think research, metrics, or content scheduling.

• Whether you're easing in with behind-the-scenes support or diving in by assigning a client, it’s all about your comfort level and readiness to train and trust.

• Don’t delegate chaos. Tasks still stuck in your head or lacking clear processes should stay with you, for now. Get them solid first, then hand them off.

Look at your to-do list and pick one task that doesn’t need your brain, just someone’s time. Outline what it would take to hand it over or even better, build a process.

Remember: scaling starts with one brave step. Delegation is a muscle. Use it, and it gets stronger.

Resources:

Check out 'From Solo to CEO' podcast episode

⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Sometimes you have to be the fairy godmother with a laptop and build a business that frees others and yourself. If you’ve ever wondered how to go from solo Virtual Assistant to running a thriving VA team, this episode is your behind-the-scenes peek at what it really takes.

This week, we’re chatting to the lovely Mel Maw, founder of The Lifestyle VA, who went from supporting high-flying execs and celebrities in London and New York to building her own lifestyle VA agency that gives ambitious families their time back.

Mel shares what led her to make the leap, how she’s grown an external team of super-efficient Virtual Assistants contractors, and why her “Hire a VA for the Day” offer is the magic wand so many clients never knew they needed. We talk building teams, letting go of client work, what she’d do differently, and the surprising freedom that comes from not doing it all.

If you’re growing your own virtual assistant business or thinking about building a VA team, you’re going to love this one.

Key Takeaways:

• “Fairy godmothers with laptops” is more than a tagline. Mel’s team helps working families reclaim their time so they can grow their careers without drowning in admin. It’s a business model with heart and serious impact.

• You don’t have to do it all. Mel’s honest about the turning point when she gave up client work and focused on leading her team. If you’re still doing everything, this is your nudge to delegate and step into your CEO role.

• Start simple but think long-term. Mel reveals how she’s built her agency intentionally, with an eye on sustainability and service quality. It’s not just about growing fast, it’s about growing smart.

Whether you’re just starting your virtual assistant career or you’re wondering how to grow your VA business, Mel’s story is proof that you can scale in a way that feels aligned, joyful and purpose-driven. Ask yourself: What’s one thing I can hand off this week to move closer to the business I actually want?

About Mel Maw:

After years supporting London and New York's biggest CEOs, celebrities, and Ultra High Net Worth clients, Mel launched The Lifestyle VA seven years ago.

Now she leads a growing team of super-efficient Virtual Assistants who act like fairy godmothers with laptops—handling everything from business admin, tech and systems to family logistics.

Their mission? Give ambitious working families their precious time back so they can build stellar careers AND create those magical core memories with their loved ones, minus the admin overwhelm.

Where to find Mel Maw:

Instagram

LinkedIn

Website

Podcast

Resources:

⁠Check out 'From Solo to CEO' podcast episode⁠

⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Feeling stuck in your VA business? This episode is your guide to making the right decision(s) when everything feels, “not quite right”.

"Pause when you need clarity. Pivot when you need change. Push through when you need growth."

In this episode we're talking about strategic decision-making - especially for VAs who are spinning a hundred plates at once. Whether you’re questioning your next move, feeling overwhelmed, or on the edge of something new, this episode will help you figure out whether you need to hit pause, make a pivot, or push through.

We talk about how pausing is not quitting, why pivoting is a sign of growth, and how to recognise when you’re simply facing resistance that requires you to dig deep and move forward.

Through reflection and real-life examples, you’ll come away with clarity and confidence about your next step, whatever that might be.

Key takeaways:

• You don’t have to go full steam all the time. Sometimes the most strategic thing you can do is stop long enough to reassess and make smarter, not rushed, decisions.

• If something’s no longer working or lighting you up, it’s okay to change direction. Your business is allowed to evolve as you do.

• Not everything that’s hard is wrong. Learn to spot the difference between discomfort that signals growth and misalignment that calls for a shift.

If you’re facing a big decision in your business, take time to check in with yourself. Sit with it. Journal. Talk it through with someone you trust. The right answer might not come instantly, but it will come. And this messy middle? It’ll be just a tiny blip when you look back a few months from now.

Resources:

Business mentoring for Virtual Assistants

⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

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Leadership skills are rarely spoken about in the VA world, even though they’re the thing that changes everything when you move from solo VA to agency owner. It’s not just about managing people or juggling schedules. It’s about stepping fully into your role as the leader of your business and your team, so you can scale sustainably, profitably, and without burning out. In this episode, I’m sharing the five key leadership skills every VA agency owner needs.

"Leadership isn’t about having all the answers or being perfect. It’s about being willing to grow. To lead with intention and just do your best."

This episode gets to the bottom of what it really means to lead. Not just keeping things ticking over but stepping into the role of a business leader. Whether you’ve just started your agency or you’re feeling stretched at the seams, these five essential leadership skills will help you lead in a way that’s clear, confident and authentic.

We explore how to hold the vision, communicate effectively, make solid decisions, lead with emotional intelligence and create strong boundaries. If you’re scaling a VA agency, this is the mindset and skillset shift that matters most.

Key takeaways:

• Know where you’re going, what you stand for and how you want your team and clients to feel. Vision brings clarity to every decision.

• Clear, kind, and consistent communication is important. It’s not just about giving direction; it’s about listening.

• Set boundaries. Empower your team. Let go of the idea that you must do everything. Leadership means trusting others to step up.

Pick one of the five leadership skills and give it your attention this week. Leadership is a muscle and like any muscle, it gets stronger with use.

Resources:

⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

What if building a successful VA business didn’t mean sacrificing joy, wellbeing, or time? In this episode, Emma Mills shares how she scaled MiPA into one of the UK’s most respected Virtual PA companies, all while embracing fun, fitness, and freedom.

This week, we’re joined by the inspirational Emma Mills, founder of MiPA, host of Focus on the Fun Stuff podcast, and long-time champion of making business life not just productive, but enjoyable.

Emma walks us through her journey from corporate PA to multi-award-winning business owner, reflects on her choice to grow a bricks-and-mortar team, and shares how personal development, fitness, and content creation have helped with success. She opens up about the challenges of leadership, getting more comfortable with delegation, and why she believes in giving others “the gift of time.”

Key Takeaways: 

• Emma makes time each month to read and learn, because she knows that growing her business starts with investing in herself.

• From fitness routines to food habits, Emma shares how looking after her health has helped with her energy, focus and leadership.

• Emma didn’t follow the remote-only route; she built a physical team with a strong internal culture, and that decision changed everything about how she scales.

Take a leaf out of Emma’s book and prioritise what’s important to you. Whether it’s learning something new, hiring help, or carving out space for movement and rest, when you focus on the fun stuff, your business and life will be more aligned with you and what you’re passionate about. 

About Emma:

Emma Mills is a multi-award-winning entrepreneur, speaker, founder, and host of the brand-new business and lifestyle podcast Focus on the Fun Stuff.

Where to find Emma:

Check out her Instagram

Check out her Facebook

Check out her LinkedIn

Check out her podcast

Check out her website

Resources:

⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Thinking about growing your VA team but unsure about the finances? This episode breaks down the real profit potential by looking at the facts.

“Adding team members doesn’t automatically mean making more money. You’ve got to be strategic about it and do it in the right way.” 

In this episode of the podcast, we’re unpacking one big question, how profitable is a virtual assistant business? From solo VA earnings to building a team that brings in £9,000+ per month, we explore what it really costs, what you can actually earn, and how to scale sustainably.

Whether you’re wondering how to be a highly paid virtual assistant, do virtual assistants make good money, or how to scale a virtual assistant business, this episode gives you the numbers and clarity to move forward confidently.

With real life examples and practical advice, we’ll walk through margin management, rate setting and how to ensure your growth model is profitable.

Key Takeaways: 

• Before you build a team, get your spreadsheet out. Know exactly how much a VA can earn and what it costs to scale. 

• A high revenue doesn’t necessarily mean high profit. You need a decent hourly margin to build a sustainable model. 

• Want to know how to scale a virtual assistant business? Start with one associate, test your model, and play around with your pricing. 

This week, look at your current VA business structure. Use a spreadsheet to explore how adding one or two associates could boost profit, reduce your hours, and give you the flexibility to scale. 

Resources:

⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

What if the key to building the VA business you’ve been dreaming of isn’t working harder but smarter? Imagine creating more freedom, income, and impact, starting with a single, intentional step toward building a team.

“You’re not building a team just to say you have one. You’re building a team because it gets you one step closer to the life and business you actually want.”

Fresh from the North East VA Conference, Holly explores what it truly means to build a dream business that supports your life. From personal reflections to practical insights, we share the realities of building a team as a VA. Whether you’re wondering if a team is right for you or simply curious about what’s possible, this is your permission to dream big and build with purpose.

Key Takeaways:

• Don’t start with a team structure, start with a vision of the life you actually want, as your team should support that.

• A team doesn’t have to mean “big.” It can mean strategic support that creates space and sustainability.

• Growth isn’t linear and that’s okay. Life shifts and your business can too. Building a team gives you room to pivot, pause, or push forward.

Ask yourself: What would I do with 10 extra hours a week? Then start thinking about the smallest, most intentional step you could take to reclaim that time. Your dream business is valid and achievable.

Resources:

⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Before jumping into hiring associates for your VA business, let’s talk about the red flags that scream “this could go wrong”. Why? Being careful and knowing what to look out for will save you headaches further down the line.

"You’re not just hiring a pair of hands. You’re bringing someone into your business. They’ll be representing your brand, your values, and potentially working directly with your clients."

In this practical (and slightly juicy) episode, we’re diving into the subtle (and not-so-subtle) hiring red flags that can cause trouble when bringing new associates into your VA business. From sloppy application forms to the over-promisers, we’re unpacking what to watch for and how to respond when something doesn't feel quite right. This is for you if you’re scaling your agency, building your team, and want to do it with peace of mind.

You’ll learn how to spot potential employee red flags and the subtle signals that someone might not align with your values (before they get near an important client of yours).

Key Takeaways:

• First impressions count: an incomplete or careless application is often a preview of how someone will treat your business and clients.

• Be on the lookout: generic responses and poor communication signal a lack of initiative and genuine interest. You’re hiring a collaborator, not a 'yes person’.

• Trust your gut: just because someone looks good on paper doesn’t mean they’re the right fit. Culture and attitude matter just as much as capability.

You deserve a team that reflects your standards and values. Don’t settle for someone who ticks boxes but doesn’t feel right. Be selective and remember, your business deserves the right support, not just any support because you’re desperate.

Resources:

⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

You're fully booked, your calendar’s bursting at the seams… it's no wonder that you feel utterly drained. This episode will help you to recognise the signs of burnout and put strategies in place before it’s too late.

"Being fully booked is only worth celebrating if it’s also sustainable and aligned with the kind of life you want."

In this episode of the Visionary VA Podcast, we're having an honest conversation about what happens when the dream of being ‘booked out’ becomes a fast-track to burnout. If you’re running a packed schedule, juggling client demands, and silently wondering if this is really what you signed up for, this episode is for you.

Get personal insights and practical strategies to help you spot the symptoms of burnout early, understand what’s causing the overwhelm, and take actionable steps to realign your business with your life.

From boundary-setting to pricing shifts and outsourcing, start implementing strategies to help you deal with the overwhelm.

Key Takeaways:

• If your inbox fills you with dread, clients feel draining, and you haven’t had real time off in months, those are signs it's time to reassess your workload.

• A full client roster isn’t always a success story. If it’s built on undercharging, loose boundaries, or unsustainable hours, it’s a recipe for burnout.

• Audit your commitments, raise your prices, start outsourcing, and reconnect with your original vision. Your business should support your life and not consume it.

Take a deep breath and ask yourself honestly, does the way I’m working reflect the life I actually want? Then take one small, intentional step to shift something, whether that’s your pricing, hours, or support. Burnout isn't a failure, it's a signal. Listen to it. ⁠⁠⁠

Resources:

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⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠

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