virtual assistance Archives - Denise Riches

How to Ask AI the Right Way (So You Get the Answers You Really Need)

AI tools are transforming how we create content, solve problems, and make decisions. But here’s the catch: the quality of the AI’s answer depends largely on the quality of your prompt.

What is a prompt?

If you don’t use AI much right now, but are intrigued, it’s important to understand the lingo, right? A prompt is your question, it’s the starting point.

So, what makes a good AI prompt? It’s all about clarity, context, and specificity.

Clarity: Be direct and clear about what you want. Instead of saying, “Tell me about marketing,” try “Explain three effective social media marketing strategies for small businesses.” If you find that AI is giving you answers that are too technical to really grasp well, you could also add, “Please use simple and easy-to-understand terms.”

Context: Give the AI enough background to tailor the answer. For example, mention your audience or the format you need, like “Write a 400-word blog post that pertains to lifestyle coaches and why they should have a monthly newsletter.”

Specificity: The more precise your request, the better the result. Specify tone, length, or style if it matters to you. If you aren’t sure, there’s no harm in asking AI to help you with your query, and explaining that you’re not sure what you want to include, you can ask AI to ask you pointed questions to help flesh out your request, and therefore, deliver the best output.

Don’t worry if your first prompt isn’t perfect—refine it based on the AI’s response. Think of it as a conversation where each question gets you closer to what you need.

In upcoming posts, I’ll share tips on customizing prompts for different goals, troubleshooting common issues, and even how AI can support your business.

Ready to get better answers from AI? Start by asking better questions.

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

Psst: Why Your VA Cannot Replace YOU on Social Media

If you’re a coach, author, or business owner who’s hired a virtual assistant (VA) to manage your social media, you’re already ahead of the game. Delegating tasks like content creation, scheduling, and graphic design frees up your time to focus on what you do best.

But here’s the tough-love truth: your VA can’t replace your voice or your presence on social media.

The Common Mistake: Disappearing Behind the Scenes

Many entrepreneurs make the mistake of stepping back completely after hiring a VA. They expect their social media to run like clockwork without ever interacting with their audience, sharing personal stories, or commenting on posts. The problem? This approach leaves your audience wondering, “Who is this person? Why should I trust them?”

Social media is about connection. It’s about building relationships and trust with your ideal clients. If you’re not showing up authentically, your followers won’t truly know you-and people buy from people they know, like, and trust.

Why Your Voice Matters More Than Ever

Your virtual assistant can handle the heavy lifting-writing captions, creating graphics, scheduling posts, and even engaging with comments to some extent. But no VA can replicate your unique personality, your passion, or your story. These are the elements that make your brand memorable and relatable.

When you share your personal journey, your wins and struggles, and your insights, you create emotional connections that inspire your audience to take action. This is why your presence on social media is non-negotiable.

How to Balance Delegation and Authenticity

Here’s how to get the best of both worlds:

Delegate the admin, not the YOU. Let your VA manage the logistics, but commit to showing up authentically on your platforms regularly.
Engage with your network. Comment on posts, reply to messages, and participate in conversations.
Share your story. Post behind-the-scenes moments, client wins, or lessons learned.
Go live or post videos. Video content is one of the most effective ways to build trust and showcase your personality.

The Bottom Line: People Buy From People

Your virtual assistant is your secret weapon to streamline your social media, but your presence is what builds the relationship. Don’t let your social media feel like a ghost town. Show up, be real, and watch your community-and your business-grow.

If you want help creating content or managing your social media with a perfect balance of professionalism and personality, I’m here to help! Let’s make your social media work for you-without losing the real YOU.

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

The VA Journey: From The Dark Ages to AI-Powered Efficiency

As I celebrate my 9th year in business, I’m reminded of how far virtual assistance has come. From the early days of “what’s a virtual assistant?” to now, when AI is practically running the show (just kidding, sort of), it’s been a wild ride.

Let’s take a trip down memory lane and explore how virtual assistance has evolved over the past decade. Buckle up, folks!

Then: The Dark Ages of Virtual Assistance (2000s-2010s)

No AI, Just Me: Back in the day, I was the AI—well, minus the “artificial” part. I did everything manually, from email management to social media scheduling. It was like trying to set up a tent in the dark without a flashlight—everything is a bit of a struggle, but if you’re lucky, you’ll still manage to get the job done, even if it needs a few tweaks in the morning!

The Rise of Email Management: Remember when email was the new kid on the block? Yes, I’m sure you remember all those forwarded emails you got from friends, family members and coworkers (Hotmail or AOL anyone?)

Social Media: The Wild West: Facebook was just starting to become a thing, and Twitter was where you went to share your every thought (before realizing maybe you shouldn’t). I helped clients navigate this new frontier by hand-feeding every individual post to Buffer or Hootsuite. I wouldn’t waste time or money on a non-evergreen scheduler these days!

Now: The AI-Powered Virtual Assistant (2020s)

AI to the Rescue: Fast-forward to today, and AI is my new best friend. Tools like ChatGPT and Perplexity AI help me generate content, suggest hashtags, and even draft emails faster than you can say “AI for beginners.”

Social Media on Steroids: Now, social media is a beast that needs constant feeding. AI helps me create engaging posts, automate scheduling, and analyze performance so my clients can focus on what matters—growing their business.

From Tasks to Strategy: Virtual assistants aren’t just task-doers anymore; we’re strategic partners. We help businesses scale by streamlining operations, managing workflows, and ensuring everything runs smoothly behind the scenes.

The Future: What’s Next for Virtual Assistance?

As we look ahead, it’s clear that AI will continue to play a bigger role in virtual assistance. But here’s the thing: while AI can automate tasks, it can’t replace the human touch. That’s where I come in—ensuring that every interaction, every post, and every email feels personal and authentic.

Celebrating 9 Years of Virtual Assistance

So, what does it mean to be a virtual assistant in 2025? It means being adaptable, tech-savvy, and always ready to learn. It means using AI not just to save time but to enhance the work we do. And most importantly, it means being part of a community that supports each other every step of the way.

If you’re a business owner looking to scale without losing your mind, let’s chat! I’d love to show you how virtual assistance can transform your operations and free up time for what truly matters.

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

Why Your Business Can Benefit from a VA with AI Knowledge

I am quite certain that at this point in time, everyone has heard of AI and probably has a strong opinion about it. Did you know AI can save time and make life easier. But let’s be honest—who has the time to figure out which tools are worth using, how to set them up, or how to integrate them into an already packed schedule? That’s where I come in.

As a virtual assistant specializing in helping female entrepreneurs and coaches, I’ve spent a LOT of time learning how to use AI tools effectively—not just for myself but for my clients. In this post, I’ll share some of the ways AI can transform your business operations. But here’s the key: while these tools are powerful, they’re even more effective when someone with experience (like me!) is managing them for you.

1. Creating Social Media Content Without the Stress

AI tools like ChatGPT or Jasper can write captions, suggest hashtags, and even generate ideas for posts. But here’s the catch: AI doesn’t know your brand voice or your audience like I do. It takes a human touch to tweak what AI produces so it feels authentic and on-brand. A perfect example of this is can be found in my previous post, which you can read here.

How I Help

I use AI to draft captions quickly but refine them so they align with your unique tone and messaging.
I research hashtags with fewer than 1 million uses (a sweet spot for visibility) and ensure they’re relevant to your niche.
Once everything is ready, I upload and schedule posts for you using tools like SmarterQueue, so you don’t have to lift a finger.

What This Means for You: Your social media stays consistent and professional while you focus on income-generating tasks.

2. Designing Graphics That Match Your Brand

Canva’s AI features make it easier than ever to create stunning graphics—but only if you know how to use them effectively. From resizing designs for different platforms to maintaining consistent branding, there’s more to it than meets the eye.

How I Help

I use Canva’s “Magic Resize” tool to adapt designs for Instagram, Facebook, or wherever you need them.
I ensure every graphic reflects your brand colors, fonts, and style guidelines.
Need something custom? I can create templates that you can reuse down the line.

What This Means for You: You get professional-looking visuals without spending hours trying to figure out Canva yourself.

3. Writing Emails That Get Results

AI tools like GrammarlyGo can help craft emails quickly—but they don’t know your audience or your goals. Writing an email that resonates takes more than just grammar checks; it requires strategy.

How I Help

Whether it’s an email or a newsletter, I use AI as a starting point but tweak the results so that it matches your brand and your message.
I handle all the formatting and scheduling so everything goes out on time.

What This Means for You: Your emails sound polished and professional—and they actually get read.

Why Hire Someone When AI Can Do It?

Here’s the thing: AI is just a tool. It can save time and make life easier—but only if you know how to use it effectively. Without someone experienced managing these tools:

You risk wasting time figuring out how everything works.
The content might not reflect your brand or connect with your audience.
Important details (like scheduling) could slip through the cracks.

When you work with me, you’re not just getting someone who knows how to use AI—you’re getting someone who knows how to make it work for your business. My job is to take these powerful tools off your plate so you can focus on what matters most: growing your business.

Ready to Save Time and Get More Done?

If this sounds like exactly what you need, let’s chat! Whether it’s creating social media content, managing newsletters, or streamlining admin tasks with AI-powered solutions, I’m here to help. Reach out today—I’d love to show you how we can make these tools work for you.

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

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.

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