virtual assistance Archives - Denise Riches

The Ultimate Exit Strategy – Preparing Your Business for the Great Beyond

It’s sad but true, we aren’t meant to live forever. So, while sad, it’s important to consider and plan for what will happen to your business after you’re gone. It’s an important but often overlooked topic, and while it’s a bit of a downer, we’re going to approach it with some lightheartedness! Have you ever thought about planning for the day when you’ll be, well, virtually assisting from the clouds? Let’s talk about how to make life (or should I say, afterlife) easier for your loved ones when it comes to wrapping up your business.

Step 1: Get Your Paperwork in Order (Because No One Likes a Ghostly Paper Trail)

First things first, make sure your business structure is clear. Are you a sole proprietor, LLC, or corporation? This will determine how your business is handled after you’ve taken your final bow.

Keep all important documents in one place – think of it as your business’s “in case of afterlife” folder.

Step 2: Create a “Business Will” (It’s Like a Regular Will, But With More Spreadsheets)

Draft a clear set of instructions for closing your business. Include:

Account information and passwords (because hacking into the great beyond is a tad tricky)
A list of clients and ongoing projects
Instructions for notifying clients and wrapping up work
Details on any outstanding debts or receivables

Step 3: Choose Your Business Executor (AKA Your Posthumous PA)

Select someone you trust to handle your business affairs. This could be a family member, friend, or professional executor. Make sure they know where to find your “in case of afterlife” folder and your business will.

Step 4: Set Up a Succession Plan (Or a “Who Gets My Ergonomic Chair” Plan)

If you want your business to continue or be sold, outline a clear succession plan. If not, provide instructions for dissolving the business.

Remember, in the case of a sole proprietorship, the business technically ceases to exist when you do, so plan accordingly.

Step 5: Keep Your Finances Squeaky Clean (Because No One Wants to Inherit a Mess)

Maintain clear and up-to-date financial records. This will make it easier for your executor to settle any debts and distribute assets.

Consider setting aside funds specifically for closing costs and final expenses.

Step 6: Communicate Your Plans (Because Telepathy Doesn’t Work After Death)

Talk to your loved ones about your plans. It might feel awkward, but it’s better than leaving them to figure it out while also dealing with grief. Plus, it’s a great excuse to remind them how awesome you are!

Step 7: Review and Update Regularly (Because Life Changes, Even When Planning for Death)

Set a reminder to review your plan annually. Business changes, relationships change, and your “crossing over” strategy should change too. Remember, planning for your business’s future without you isn’t morbid – it’s responsible and kind to those you’ll leave behind. So, go ahead and plan your business’s grand finale. After all, the show must go on… even when you’re no longer in the director’s chair!

Ready to work together? Let’s chat about your admin needs! Book a call here.

What is it like to work with me?

I realized recently that I don’t have any material published on what it’s like to work with me, specifically.

And it’s important to know, right?

Here is a taste of how I work, and what I prioritize in my work relationships.

What inspired you to become a virtual assistant, particularly for female coaches and small business owners?

I didn’t originally set out to work with coaches, it just seemed to happen organically! I’ve always known what my favourite tasks would be (blog/website maintenance/ email marketing support and social media support, along with some general admin and online research). I chose to work strictly with female business owners because I feel it’s important that women support fellow women. I’m lucky that I get to do that.

Can you describe your typical process when onboarding a new client? What can they expect from you during their first few interactions with you?

Sure! So assuming the consultation call went well and we both feel that we are a good fit, the next step is to sign the contract (which includes my contract, terms and conditions and my data processing agreement). Once signed, I’ll issue an invoice if they’re on retainer. Once that is paid, we will set up password sharing (I use Lastpass) and communication apps.

I also love working with clients on Trello – I find it cuts down on emails and everything is at a glance.

I also like to use WhatsApp for quick communication (like two-factor verification codes, etc) so we will also exchange phone numbers if the client is comfortable doing so.

I set up a folder in Google Drive with their name, and I add them to my Toggl account and my invoicing account.

How do you tailor your services to meet the specific needs of each client?

A large number of my clients need similar tasks done, and often they have a million ideas, which I try to corral into a document or spreadsheet for them. It’s important to keep everything organized before taking action!

If a client wishes to increase their online presence and generate some website traffic, I might create a list of blog post titles, based on their existing content, and try to establish a consistent posting schedule, while using these posts in their social media content.

For clients looking to boost their social media, it’s important to look at what is already in place.

Are they posting consistently?
Is the content interesting and engaging?
Are they ‘stopping the scroll’?
Are they engaging with others on their social media channels?

This last one is probably the one thing a lot of my clients are not consistent with, so I always ecourage them to spend 15 minutes a day interacting with others, preferably in the morning, before they get distracted by other tasks and meetings.

For those looking for email marketing support, I’m happy to contribute ideas, source images or create them with AI’s help, format and proofread newsletters and schedule them for publishing.

For folks interested in general admin support, I listen to their pain points and look for ways to streamline their existing processes and generate SOPs (standard operating procedures). Having been a VA since 2016, I’ve learned a lot about the most efficient ways to do specific things and I’m always happy to share my knowledge.

What tools or software do you use to manage tasks and communicate with clients?

As I mentioned earlier, I find that project management tools are terrific for virtual collaborations. I’ve worked with Asana, AirTable and Trello – and Trello is by far, my favourite – most of my clients also use it.

For communication, email or Whatsapp are the go-tos, however, there’s something to be said about a 20-minute face-to-face Zoom meeting. Some clients like to have regular meetings and others don’t. It’s all personal preference and I’m flexible.

I should note here that I have all my notifications turned off: email, WhatsApp, Trello, etc. As you can imagine, working with several clients gives way to a lot of communication in various apps, which I find to be very distracting, especially when I’m in client meetings on Zoom. I aim to answer as soon as I am able 🙂

How do you prioritize tasks when working on multiple projects for different clients?

I’ve written a blog in the past about batch-tasking, and I find that it works well for me. If two or three clients need work done in Canva, I’ll group that work together, and work in priority order according the deadlines the clients give me.

The same goes for other types of work – which is pretty easy to manage, given that most of my clients need the same types of work done.

Having most of my clients using the same project management tool (Trello) helps me to quickly switch from one client’s board to another with ease.

Can you share a success story or a project that highlights the impact of your work on a client’s business?

Absolutely. I recently helped a client with revamping her social media content and post schedule. It was not an easy job, given that we’ve been working together for a few years and just like an attic or a basement, old stuff piles up eventually!

She shared many types of content, including helpful tips for her audience, but as I said, those tips had been on repeat for a few years. I suggested to the client that we scrap every tip, and I’d find new ones. She loved the idea, and agreed it was high time we did so. I helped come up with 70 new tips and corresponding blog articles for these posts. I put them into a spreadsheet for her review, and if it was necessary, I swapped a couple out that she wasn’t thrilled with. Then I scheduled all of the posts in SmarterQueue – her social media scheduler.

When I finished that, though, I noticed how messy the posting schedule was and decided it needed cleaning up. I wrangled things back into control by cutting back the frequency of certain categories or posts, and limiting them to her business hours only (they previously were being scheduled from 6 a.m. to 9 p.m. – it was just so much stuff!). I also came up with a little sign-off that we’ve added to all of her posts, so her audience knows who she is talking to and how she can help. It’s all very streamlined and concise, now.

What is your communication style and how often can clients expect to hear from you regarding project updates?

Great question and I believe communication is key in any relationship! I am pretty flexible, so if a client wants regular weekly updates, I’m happy to give them. I also make sure they know how much time is left of their retainer.

How do you handle constructive feedback or changes in project direction from clients?

We’re women, aren’t we allowed to change our minds? LOL

There isn’t one task I do for my clients that I believe I have the final word on – everything is subject to changes, and when I’ve made progress on anything, I always, always, always invite the client to tweak things or change things. In fact, I expect them to make changes.

What are some common misconceptions about working with a virtual assistant that you’d like to clarify?

We don’t spend all day in coffee shops or coworking facilities. Some do, but I prefer my own home (I adore my office).
Not all VAs are the same. If you’ve had a bad VA in the past, please don’t let it cloud your judgement – we’re not all bad.
Also, when you hire a VA, please don’t try to mold them into the kind of VA you wish they were. Unicorn VAs don’t exist!

What qualities do you believe make for a successful partnership between a VA and their client?

Respect, communication and definitely a sense of humour.

We are a team, and if we were in the workplace together, I’d want the same things from my coworkers.

Lastly, what advice would you give to potential clients who are considering hiring a VA for the first time?

It can be a bit scary to trust someone you just met with your business – so consultation calls are key for learning about the process, and seeing if you’re a good fit or not. Go with your gut – it’s what I do when I decide to work with a client 🙂

I have some helpful resources if you’re interested in working with me:

Ready to work together? Let’s chat about your admin needs! Book a call here.

A Day in the Life of a Virtual Assistant – 2024 Edition

Welcome to the 2024 edition of a Day in the Life of a Virtual Assistant!

I decided to rewrite this blog post because my original version was from 2016 – a bit outdated, right? I wanted to provide potential clients with a glimpse into my day so you can see how I can support you, too!

So, I’m Denise, a Canadian VA working from Ontario, Canada. I work with female business owners, coaches and marketers, supporting them with their blog work, e-newsletters, general admin and social media. Hello!

Morning Routine

My routines are different in the summer than they are in the winter. In the summer, I’m up at 6 a.m. getting ready for my brisk walk around the neighbourhood. I use this not only for exercise, but also to plot world domination! I’m usually back home by 7:30, taking care of household chores and setting up my dehydrator to make some dried meals for camping trips.

In the winter months, though, I tend to hibernate more, getting up just before 8 a.m. and shuffling my slippered feet into the kitchen to make myself that cup of ambition Dolly Parton talks about (I take it double-double with sweetener, by the way!) I find it so difficult to get going in the cold, dark months of winter, but I love that I don’t have to commute. My warm slippers and my little space heater are truly my best friends during winter months, and I’m looking into getting a mug warmer!

Work Hours

I am at my computer by 9 a.m., but in truth, I’m usually checking LinkedIn and Facebook well before that. I feel it’s important to make time to interact with others and this part of the morning is dedicated to that.

The beauty of being a VA is hands-down the flexibility: no two days are ever the same, and no two weeks are ever the same, either. It’s fabulous!

I check my emails and look for anything that might be somewhat pressing. I say “somewhat” because I work in advance – meaning, it’s rare that I work on tight deadlines. I don’t like the pressure that comes with that type of work because I’m always afraid I’ll miss something or make a mistake. Working in advance gives me time to do things right, and enough time to make adjustments if necessary.

Another thing I look at daily, first thing, is Trello. I love how it keeps me focused and organized. It cuts down on back-and-forth emails, keeps everything tidy and there’s no doubt at all where a project stands when you use it. I encourage many of my clients to use it if they aren’t already using a project management app.

As mentioned earlier, no two days are ever the same, so one day I may spend a couple of hours in Canva, working on social media images for a client, and another, I may be using AI to condense long documents into various formats: a pamphlet, a blog post, a social media post. Yet another day, I may be reworking a clients entire social media strategy (I have so much fun doing that!). And there’s probably a newsletter in there somewhere, as well!

I love working with AI and think it’s an amazing tool for anyone to use, not just virtual assistants. I use a few different tools to create images: Night Cafe, Canva, but my favourite is MS Designer. Many of my clients love the images I use it to come up with for them as well.

I also use ChatGPT, but my favourite is Perplexity. It’s important to note that AI is never perfect, or always correct. I’ve gotten into an argument or two with it, if I’m being honest! But I love that it’s not full of sponsored ads like Google, and it cites its sources.

The use of these tools isn’t just to save time… I find that AI is wonderful for idea generation. As an example, I’ve used it to come up with a list of potential blog titles (for myself and for clients) and though there are often times none of them really hit the nail on the head, grabbing snippets from two or three of the suggestions often does. I love that AI can be used in the creative process!

Client Interactions

Some clients like to have regular meetings to discuss things (it’s often easier to have a face-to-face than a chain of emails and still not being sure where things stand!), and others don’t.

While there are times I have pre-scheduled meetings with clients, I”m also known to jump on a call five minutes from whenever to clear something up. This approach is especially helpful for clients who are super busy and have a jam-packed day ahead of them. This is the flexibility I can often offer. However, it needs to be said that I don’t always have the ability to hop on a call with five minutes’ notice, but I do aim to have that flexibility.

These meetings are great for when either the client or myself have a series of things to dicuss. I often have notes jotted down ahead of time, and all relevant webpages open ahead of time, in case we need a quick screen-share. I aim to get all my questions answered so that I can give my best to the task/project, and my clients know that if they need to, they can just send me a quick email or WhatsApp message.

I typically work with female business owners, most of which are coaches for other women. I love to support my fellow women in business and with over 8 years of experience, I come to the table full of ideas and expertise, and readily share my knowledge with my clients.

Clients who need the support that I offer are the best fit. I offer this support specifically because I enjoy the work, and I love the creativity it involves. There are VAs out there for many different types of tasks, and it’s always best to find one that specializes in the type of support you need.

I have worked with physiotherapists, executive coaches, holistic coaches, a Reiki master, a handmade soap-maker-turned-coach, authors, wellness consultants, website designers, just to name a few, but I’ve also been known to support fellow VAs (even the helpers need help sometimes!)

Challenges and Solutions

I think the two biggest challenges are when several clients seem to need support all at once – that can be tricky! But I prioritize, and work a little bit on everyone’s tasks. If it can’t be done, or I hit a snag, I’m sure to let the client know – they deserve to know what’s up and not be in the dark.

The other challenge is when I’m asked to do something I have no experience with. I’m usually pretty easy-going and if I’m interested in the work, I’m game for learning something new! Clients have paid for training for me, and it’s been awesome to add new knowledge to my skillset.

However, there are also times where I’m asked to work on something I don’t enjoy or have no interest in learning. I think it’s important to know yourself when it comes to being a VA, so if something isn’t up your alley, you shouldn’t just ‘give it a go’. I’ve often found outside help for clients who need something specific that I don’t offer. Just because I don’t enjoy that work doesn’t mean no one else does! There’s enough work for all of us.

There was a time when a client in the UK and I had a call scheduled – it was super important, because we hadn’t been able to catch up in awhile. Minutes before our scheduled Zoom call, her parents dropped by for a spot of tea and a visit… she messaged me in a panic, apologizing profusely for the delay. We ended up having the call a bit later than originally planned and I could tell she was feeling a bit frazzled by the whole experience, but we got it done LOL! You can read about that experience in this blog post.

So what happens when the click strikes noon? Let’s have a look:

Afternoon Routine

I break for lunch when my husband, who works outside the home, also breaks for lunch. It may be a bit sappy to some, but we’ve almost always had this thing where we’ve called or texted each other on our lunch breaks. We eat and chat about how our day is going. When he heads back to work, I do too.

If it’s warm out, I usually enjoy my lunch ‘n’ chat with him from our backyard.

What I work on next depends on what’s leftover from my morning, or how much progress I’ve made on client work. Sometimes new work comes in via email or Trello (as I mentioned, it’s almost always open on my desktop).

If things are slow at any given time, I’m usually working on my own marketing. It’s a beast that never sleeps but it’s a necessary evil – because it works!

The afternoon can be a bit of a drag because almost all of us hit a slump at some point. A good conversation with a fellow VA or an exciting task that just came in from a client really do a lot to boost my energy. Positive feedback from a client, though? I’m over the moon!

Wrapping Up My Day

I have a handwritten list at eye level on my office pegboard that lists all my clients and the tasks I’m to do throughout that week, and at the end of my day, I check things off so I know where I’m at the next day. When new client work comes in, it gets added to this visual list so I don’t lose track (even if it’s in Trello).

On Thursday afternoon, I’m wrapping up my week, so I’ll take this list, and rewrite it for the following week, adding how much time is left on everyone’s retainer, or, if hourly, how much time I’m at for invoicing the client. Checking off those tasks is a little like confetti – seeing how much I’ve completed makes me happy!

It’s important to note that just because my workweek ends on Thursday, that doesn’t mean I’m jetsetting until Monday! In fact, it’s rare that I’m even sleeping in, if I’m being completely honest! It’s garbage day where I live, and they’re always rolling in at 7:03 a.m.!

No rest for the wicked, as they say.

But it’s all good, because I use Fridays as a day to do my own admin, and to invite people to, or host my virtual coffee chats – which you can read about here.

I wrap up Fridays by lunchtime, and often do the menial tasks we all love to hate – housework. Sometimes, my husband and I will head out for a bite, or maybe we’ll have a date night planned. We are also movie buffs, and we love to snuggle up in the winter months and watch the latest movies or shows from a one streaming service or another.

I also enjoy cooking and baking, and I’m looking to get back into crocheting/knitting. I also like to read.

In the summer months, though, we are almost always packing the car for a camping trip on a late Friday morning. We are outdoor enthusiasts and we try to get as much out of summer as possible. Camping resets us, and even though it’s a lot of prep and physically demanding at times, it’s truly our favourite pasttime.

So that’s me and how I spend a typical day as a virtual assistant – it’s not glamourous, but it’s mine!

Ready to work together? Let’s chat about your admin needs! Book a call here.

AI vs. VAs – A Partnership, Not a Competition

Alright, let’s have a little chat about something that’s likely been on everyone’s minds: Can AI replace your virtual assistant? The answer is a resounding NO!

Instead of competing, they actually make a great team, because AI is the technology that your forward-thinking VA can use to better serve you and your business.

Why Your VA is Here to Stay

1. Emotional Intelligence: Sure, AI can spit out facts and figures, but it doesn’t understand feelings. Your VA knows when you need a pep talk or just someone to listen. (And let’s be honest, who else will remind you that you’re awesome when you’re having a rough day?)

2. Flexibility: When plans change (and they always do), your VA can pivot with ease. AI might freeze up or give you an error message! It’s like trying to get your printer to work on a Monday morning – when you’re not adequately caffeinated—frustrating and rarely successful.

3. Creative Insights: AI can generate ideas, but it takes a human touch to know which ones will truly resonate with your audience. Your VA has that instinct and creativity to make your content shine.

The Perfect Partnership

Think about this: Your VA uses AI tools to speed up mundane tasks like research or generate content. This means they have more time to focus on what really matters—helping you grow your business!

VAs are the ultimate multitaskers; they combine their skills with AI capabilities to create amazing content, manage social media effectively, and even translate documents with flair.

So, can AI replace your virtual assistant? Absolutely not!

Instead, smart VAs are using these tools to enhance their services to help YOU succeed.

Curious to learn more about what I do and how I use AI to help my clients? I’d love to chat about this with you!

Book a free consultation call by clicking here.

Pump Up Your Productivity: 20 Songs to Supercharge Your Workday

In today’s post, I thought I’d share some work-friendly tunes that will have you tapping your toes all the way to inbox zero!

I’ve curated a list of 20 well-known songs that will appeal to music lovers of all types, and they’ll boost your mood, enhance focus and keep your energy levels high so you can bid adieu to mid-afternoon slumps.

“Happy” by Pharrell Williams – An infectious anthem that lifts spirits instantly.
“Uptown Funk” by Mark Ronson ft. Bruno Mars – A funky track that keeps energy high and motivation flowing.
“Can’t Stop the Feeling!” by Justin Timberlake – A feel-good pop hit that encourages dancing and joy.
“Shut Up and Dance” by WALK THE MOON – An upbeat tune that inspires movement and fun.
“I Gotta Feeling” by The Black Eyed Peas – A party anthem perfect for boosting morale during work.
“Walking on Sunshine” by Katrina and The Waves – A classic that radiates positivity and energy.
“Good as Hell” by Lizzo – An empowering song that motivates and uplifts.
“Get Lucky” by Daft Punk ft. Pharrell Williams – A smooth, catchy tune that sets a vibrant mood.
“Roar” by Katy Perry – An empowering anthem that inspires confidence and determination.
“Valerie” by Mark Ronson ft. Amy Winehouse – A soulful track with a catchy rhythm, perfect for keeping spirits high.
“Firework” by Katy Perry – A motivational song that encourages listeners to embrace their potential.
“Sugar” by Maroon 5 – A sweet pop hit that adds a fun vibe to any workspace.
“All About That Bass” by Meghan Trainor – A catchy tune with a playful message.
“Best Day of My Life” by American Authors – An upbeat song that promotes a positive outlook.
“Ain’t Nobody” by Chaka Khan (or the newer version by Rufus & Chaka Khan) – A timeless classic that grooves effortlessly.
“Dynamite” by BTS – An energetic pop hit that spreads joy and excitement.
“Cheerleader” by OMI – A feel-good reggae-infused track perfect for a sunny workday.
“Let’s Get It On” by Marvin Gaye – A smooth classic that adds warmth to any playlist.
“September” by Earth, Wind & Fire – An iconic disco hit that gets everyone in a good mood.
“Good Vibrations” by The Beach Boys – A timeless classic that exudes positivity and fun.

What would you add or remove to/from this list? Let me know!

I’m easy to talk to – let’s have a chat! Book a free consultation call.

Fun Myths About VAs: Debunking Common Misconceptions

As a virtual assistant (VA) specializing in helping female coaches, I’ve heard my fair share of myths about our profession. Today, let’s have some fun debunking these common misconceptions and reveal the truth about working with a VA.

Myth #1: Virtual Assistants Are Just Glorified Secretaries

I was a secretary in a past life, and the truth is, modern VAs are multi-talented professionals. We’re often skilled in social media management, content creation, email marketing, and even basic web design. We’re not just assistants; we’re strategic partners in your business growth.

Myth #2: Only Big Businesses Need Virtual Assistants

Imagine thinking you need to be a Fortune 500 company to have a VA! In reality, small business owners and solopreneurs benefit immensely from VA services. We help you focus on your core business while we handle the rest. Remember, even superheroes need sidekicks!

Myth #3: Virtual Assistants Are Too Expensive

“I can’t afford a VA,” said the coach who spent 10 hours a week on admin tasks instead of coaching clients. When you calculate the value of your time, hiring a VA often saves you money. Plus, you only pay for the hours you need. It’s like having a part-time employee without the overhead.

Myth #4: Working with a VA Is Impersonal

Just because we’re “virtual” doesn’t mean we’re robots! Many VAs build close, long-term relationships with their clients. We’re real people who are invested in your success. We communicate, joke and discuss business the same as we would if we worked together in an office.

Myth #5: Virtual Assistants Aren’t Reliable

This myth probably stems from bad experiences with freelancers who ghosted their clients. Professional VAs take their work seriously. We’re business owners too, and our reputation is everything. We’re often more reliable than in-house staff because our entire business depends on our performance.

To summarize, virtual assistants are skilled professionals who can significantly impact your coaching business. We’re affordable, reliable, and personally invested in your success. So, the next time someone tells you these myths, you can set them straight – or better yet, send them to this blog post!

Still not sure if you need a virtual assistant? Take this SUPER short quiz to find out if working with a VA might be a good decision for you and your business!

I’m easy to talk to – let’s have a chat! Book a free consultation call.

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