Affordable Virtual Assistants for Coaches — BizPromit Blog

Erik Steven
10 min readApr 29, 2022


A coaching business can be a lucrative endeavor. It undoubtedly provides a valuable service to those who require assistance in specific areas of their work, business, or lives. At the same time, it provides coaches with a vocation that is more than just a means of subsistence. It also instills in them a strong sense of mission.

According to a survey published by the Coaching Federation, the coaching business is currently the fastest-growing, with a CAGR of 6.7 percent. In addition, between 2016 and 2020, the number of coaches increased by 33%. All of this is to say that coaching is a promising sector to be a part of, but it is not without its obstacles.

In the Digital Age, Being a Life or Confidence Coach

It doesn’t matter if you want to be a confidence coach in Australia or the United States any more than it did a few years ago. As a result, when lockdowns occurred in Victoria and New South Wales this year during the COVID-19 issue, we learned that confidence coaches in Melbourne, Sydney, Brisbane, and many other cities across the country and around the world continued their business digitally.

What these times have taught us is how much potential there is today on the internet. We live in a digital age where we can coach people via Zoom or an online course from anywhere in the world. Similarly, our workforce can now be entirely virtual.

When Do You Hire a Virtual Assistant?

“Is it the correct moment to hire a Virtual Assistant for my business?” is a question that people frequently ask us at Outsourcing Angel. Most business, life, and confidence coaches begin as solopreneurs in the coaching industry. However, as their business expands, they continue to feel overwhelmed. Unfortunately, many coaches become burnt out.

To avoid this, every business owner and coach should make it a top priority. As a result, it’s critical to recognize the indicators that it’s time to hire a Virtual Assistant for your coaching business. So, let’s go over some of the warning indicators that Outsourcing Angel has seen over the course of his many years in the outsourcing sector.


The first and most obvious evidence that you need a Virtual Assistant for your coaching business is that you are continually overworked. Running a coaching business is no laughing matter. You must market your business on social media, develop content, schedule speaking events, participate in numerous phone and Zoom conversations, keep track of your finances, and everything else in between.

Your company stops to be a thrill the moment your physical or mental health begins to suffer as a result of business growth and opportunity. Instead, it has now become a burden! Of course, no one wants that, especially in a field like coaching, where doing things well can be incredibly rewarding. So, if you’re feeling overloaded, it might be time to outsource work.

You’ve Reached a Growth Stagnation

Your business has most certainly reached a growth plateau if it hasn’t been increasing monetarily for the past few months or years, regardless of how much effort you put into it. It’s best to keep prices as low as possible at first. When you’ve reached a point where you’re consistently profitable but don’t have the time or bandwidth to take on more clients or build new products, it’s time to consider hiring a Virtual Assistant.

Any business’s human resource is unquestionably valuable. However, because of the high cost of living in Australia and other wealthy countries, wages can be expensive. Thankfully, thanks to technological advancements, a small business owner in Australia or the United States can hire a Virtual Assistant from a poor nation with lower living costs and save a significant amount of money.

You’re wasting a work of time on administrative tasks.

The administrative side of the business, such as data entry, calendar management, social media post scheduling, and so on, is one form of work that coaches frequently struggle with. These are tasks that might be better suited to a Virtual Assistant’s to-do list.

When coaches outsource administrative tasks, they have more time to focus on more important tasks like networking, developing coaching programs, upskilling, and actually coaching! The business continues to run smoothly with a Virtual Assistant operating in the background while you do your thing.

You require assistance in locating and converting leads.

Hiring a marketing virtual assistant to assist with promotion and advertising campaigns and activities could be the key to expanding your paying customer base and reaching new markets.

Coaches: Tasks Your Virtual Assistant Can Assist With

It’s time to start working with a virtual team if you want to become a life coach who works with clients from all over the country and the world. However, some people may be unsure about what tasks they may delegate to a Virtual Assistant. So, here are a few things you can outsource to virtual labor right now.

CRM and Lead Generation

Leads are essential to any sales plan, but they aren’t easy to come by. Lead generation is the most difficult component of marketing, according to 61% of marketers. When it comes to launching a coaching business, you’re probably going to start with your current circle of friends and coworkers. That’s fantastic until you’ve contacted everyone you know.

Start producing leads outside of your network as the next phase. Your only restriction is the universe. However, lead creation takes a lot of work, and nurturing those leads through a sales funnel or CRM takes even more work. Using a lead generation and CRM Virtual Assistant to generate leads, conduct research on methods, and then manage those leads so that none of them slide through the cracks could help your business develop significantly.

The Internet and Social Media

Social media-related tasks are the next group of tasks that a life coach or confidence coach can outsource to a Virtual Assistant. Social media is, without a doubt, the most powerful marketing tool available to a small business owner. A coach can outsource all tasks related to managing a social media presence and brand by hiring a social media virtual assistant.

Our Virtual Assistant Marie, for example, generates articles for her client Jade, the owner of Focus SME. Graphics and video content are included in this content. When the designs are finished, Jade just approves them. Apart from content creation, Marie relieves Jade of the responsibility of social media participation and answering social media queries, allowing her to focus on other tasks.

Management of the Calendar

The coaching process includes making appointments and scheduling meetings with clients. However, it is not always something that a coach must undertake on their own. Another fantastic outsourcing opportunity for coaches and coaching business owners is to hire a Virtual Assistant to manage their calendars.

To properly delegate calendar management to a Virtual Assistant, you’ll need to employ a few tools, including:

A cloud-based calendar — We like Google Calendar since it interfaces with email and a variety of other programs such as CRM tools, schedulers, and project management dashboards.

Use a booking app so that people can make appointments with you. Calendly is a useful tool that we utilize at Outsourcing Angel.

Clients can use Zoom to schedule virtual coaching sessions. The creation of Zoom links and distributing them to clients can be handled by a Virtual Assistant. Purchasing a subscription version is a great investment because you can use your Zoom account to host online webinars and training sessions.

Development of curriculum and coaching programs

A life coach or confidence coach’s expertise in developing educational programs that give value to people is one of their primary abilities. The majority of a coach’s work should be spent developing programs for their client.

However, there is a lot that goes into the curricular process that should be assigned on many levels. Making powerpoints, designing worksheets, giving follow-up assignments to students, and keeping a student record are some of the tasks that a life or confidence coach Virtual Assistant can help with.

Designing Graphics

Another great method to improve your coaching business is to hire a confidence coach Virtual Assistant to assist with visuals. Stunning graphics and visuals are essential to any business brand because they leave an indelible impression on the hearts and minds of your target audience. A coach can use a graphic design Virtual Assistant to help them create graphics and collateral for the following:

Branding features such as a logo

  • Graphics for social media
  • Banners for websites and social media
  • Ebooks
  • Promotional posters and e-brochures
  • Branding a coaching program
  • thumbnails of videos
  • Headers in emails
  • Keynotes and PowerPoint presentations
  • Print goods such as business cards and other printed materials
  • Catalogs

And there are plenty others.

It’s also feasible to hire a graphic design Virtual Assistant to work on your print or offline graphics, such as portable brochures or flyers. If you want to be a life coach in Sydney, for example, you don’t need your graphic designer to live there. Rather, hire an online designer to build the layout, provide a softcopy, and then find local printing.

Website Administration

Building a website or blog for a coaching business can provide numerous advantages. It can be a marketplace for e-books, learning materials, and online courses in addition to being an online portfolio. The e-learning business is booming, with the market expected to reach $325 billion by 2025.

If a life, business, or confidence coach wants to tap into that market, they’ll require aid managing an e-commerce website or blog from a technical Virtual Assistant. Tasks like as updating a blog, uploading items, fulfilling orders, enrolling students, and dealing with consumer problems can all be handled by virtual workers.

Let’s say you wish to outsource other tasks that aren’t on this list that you could delegate to a Virtual Assistant. In that case, we’ve put up a comprehensive guide to all of the many sorts of Virtual Assistants and VA tasks that business owners may use to free up time.

Tips for Getting the Most Out of a Virtual Assistant

Here’s a sobering reality: Not everyone who hires a virtual assistant will be successful. Hiring a virtual assistant for coaches, like anything else in business and life, demands dedication to get it right and thrive. If a coach wants to outsource work, they must commit to doing it correctly. After you’ve hired a Virtual Assistant, follow these guidelines to maintain a healthy and effective relationship with your virtual assistant.

Make a long-term hire.

Today’s business owners are more likely to hire freelancers on a project-by-project basis. However, if you need continual support, this strategy can be counterproductive because per-project staff isn’t always accessible on the days you’ll need them. Furthermore, hiring project-based employees may result in greater turnover rates, requiring you to rebuild the relationship each time.

Business and life coaches should consider hiring long-term Virtual Assistants when hiring a Virtual Assistant. Hire a Virtual Assistant on a regular basis and pay them a set rate to work for you for a set number of hours every day. You can hire someone part-time to work or full-time for eight hours a day, five days a week.

Take Care of Your Virtual Assistant

After you’ve found a Virtual Assistant, the next step is to schedule an onboarding call or training to go over the company’s ins and outs. When Jade hired Marie, she took the time to explain the company’s objective and vision to her Virtual Assistant.

According to studies, a positive onboarding experience can increase client retention by as much as 82 percent. So, if you want to keep a client for the long haul and avoid having to repeat onboarding, don’t miss the orientation. It’s also a good idea to use a program like Loom to record more technical orientation points so that your Virtual Assistant can watch the tutorial over and over again.

Invest in your virtual assistant’s education.

Marie spent the next few years upskilling after taking the effort to learn marketing in 2015. That path provided an opportunity for her to advance as a Virtual Assistant and add significant value to Jade’s business. She continues to learn and upskill to this day, and Jade supports her in this endeavor. We invest in learning opportunities for her as one of Outsourcing Angel’s Virtual Assistants.

We do this because as the Virtual Assistant grows, so does the client and the organization. Consider education possibilities for your Virtual Assistant as an investment rather than a cost. It’s a wise investment that will pay off handsomely. Allow them time during the week to do research and learn, and pay for them to participate in courses and training to develop their abilities.

Choose an Effective Communication Tool

A virtual assistant for life coaches and confidence coaches should have a system in place to provide feedback, updates, and insights to the coaches. The Virtual Assistant and the business owner should communicate in at least two ways. The first method is to use it for project and task management. Marie and Jade, for example, use Trello to organize tasks and projects so that they can stay on top of things and communicate with one another as needed.

Chat apps are the second level of communication. Marie communicates with her friends via WhatsApp and Facebook Messenger. There are also a plethora of tools available. We like to use Slack for Outsourcing Angel since it allows us to put all of our thoughts in one location. If you’re just getting started, you don’t need to invest in a complicated gadget. A good place to start would be with a chat app of your choosing.

Establish a Culture of Trust and Respect

In a virtual environment, company culture is critical to effective business practice. Marie stressed the importance of respect in a partnership and thanked Jade for respecting her by enabling her to give her opinions on various techniques and allowing her to shine in her role.

An important component of the virtual relationship is cultivating trust in one another. Even if you don’t encounter your Virtual Assistants face-to-face on a regular basis, as you would in a physical workplace, it is entirely doable.

Coaching a Virtual Assistant for Coaching

As a life or confidence coach, you assist your clients in improving their lives by being an excellent coach. As a result, coaches must coach and apply the same ideas to their Virtual Assistants. We enjoy coaching our Virtual Assistants at Outsourcing Angel, providing them with tips on how to improve their professionalism, proactivity, productivity, and other elements of their work.

So, if you’d like to start working with a Virtual Assistant right now and put them in a program where they’ll get constant coaching from other Virtual Assistants and our internal leadership team, schedule a discovery session with us today and begin your outsourcing journey with us!

Originally published at on April 29, 2022.



Erik Steven

Hi, I am Erik, working for Bizpromit Technologies. Have expertise in Marketing and Website On/Off page SEO. Subscribe at to avail our services.