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Most entrepreneurs think they need a VA. What they actually need is a system.
There’s an entrepreneur in my circle who has been wanting to grow for a while. She offers 1-on-1 sessions but would much rather build a bigger online offer. A group program, a course, something that doesn’t depend solely on her time. But she can’t get to it. Her day gets eaten up by answering emails, handling questions from potential clients, scheduling and running intake calls. And hiring a VA? No financial room for that.
Sound familiar?
A VA is a solution, but not the smartest one. You have to onboard someone, they cost money, and they essentially do exactly what you’re already doing. Just cheaper. A VA takes tasks off your plate, but you’re still dependent on someone’s personal time. Hers now, instead of yours.
A more structural approach is to set up the things that eat your time smartly. Not hand everything off, not turn cold and impersonal. Quite the opposite: by automating the routine tasks, you create space for the moments that actually matter.
I can hear you thinking: but I want to keep that personal contact with my clients. I get it. And it doesn’t go anywhere. You’re actually making room for the good conversations, instead of drowning in the prep work.
Here’s how I’d approach it.
Filter potential clients earlier
Not everyone who sends an email is a good fit. With a short questionnaire, before you even get on a call with someone, you filter out a big chunk. Those questionnaires go out automatically, the answers land in a database. So you can see at a glance who’s worth talking to further.
Let AI handle your inbox
Imagine looking at your inbox halfway through the day and finding all the draft replies already waiting for you. All you have to do is read them through and hit send. That’s what happens when you set up AI that knows your tone of voice and how you communicate.
Use Notion as your home base
You can build a client space where everything about each client lives in one place. Record sessions, have them transcribed and summarized automatically using your own template. No more writing up what was discussed by hand, no more rewinding because you missed something. It’s all just there.*
Use the time you free up to grow your offer
This is what it’s really about. When the routine tasks aren’t eating up your whole day anymore, space opens up. Space to build that group program. To record that workshop. To finally launch that course. Something that doesn’t stop when you stop.
Sounds great in theory, but you don’t know where to start? Or does your situation differ slightly and you want to know what would work for you?
That’s why I offer free strategy calls. Fill in via this link briefly what you’re stuck on, and from the thank-you page you can book a no-strings call right away. Then I’ll dive into your situation with you, we’ll look at where the time is actually leaking, and you’ll walk away with concrete steps to start with.
*Note: the recording feature isn’t available on every Notion plan. At the time of writing it’s available from the Business plan upward. Check Notion’s website for the most current information.