The Smartest Way to Buy Back Your Time
Mar 23, 2026One of the most common conversations I’m having with leaders right now is this:
"I feel stretched so thin… there’s just not enough time."
Sound familiar?
If you are running a business, leading a team, managing clients, and still trying to have a life outside of work, the truth is this: you can’t (and shouldn’t) do it all yourself.
One of the most powerful leverage points I’ve seen for leaders and business owners—especially in the early stages of growth—is hiring a Virtual Assistant (VA).
In fact, hiring a VA was one of the best strategic decisions I made early on in my own business!
Why? Because the right VA allows you to shift out of the weeds and back into leadership.
And that’s where your real value lives.
But here’s the key:
Hiring a VA isn’t just about outsourcing tasks.
It’s about building a system that allows both you and your assistant to succeed.
Let’s talk about how to do that well.
Set Your VA Up for Success (and Your Business Too)
The leaders who have the most success with Virtual Assistants don’t just hire help—they build the structure for success from the beginning.
Here are a few of the most important strategies I recommend to my clients.
1. Schedule Time for Training
One of the biggest mistakes leaders make is hiring help but not planning the time to train them.
Your VA cannot read your mind or instantly know your systems.
Before your VA even begins, block time in your calendar for:
• Onboarding
• Training sessions
• Process walkthroughs
• Answering questions
Think of this as an investment window that creates leverage later.
A few focused weeks of training can save you hundreds of hours over time.
2. Pre-Plan an Onboarding Roadmap
Just like you would for a new employee in your company, your VA needs a clear onboarding plan.
This might include:
• Week 1: Systems access and introductions
• Week 2: Task training and workflow understanding
• Week 3: Independent execution with check-ins
• Week 4: Process refinement and optimization
When expectations are clear, confidence builds quickly.
3. Use a Tracking Platform
One of my favorite tools for managing VA workflows is Trello.
A shared platform like Trello allows you to:
• Assign tasks
• Track progress
• Organize workflows
• Prioritize projects
• Document processes
Instead of things living in your head, they live in a system your VA can execute from.
This is how leaders move from busy to scalable.
4. Create Daily Communication
Consistency in communication is key, especially early on.
I recommend a quick daily check-in that includes:
• What was completed yesterday
• What’s on the schedule today
• Any questions or blockers
This keeps momentum high and prevents small issues from becoming big ones.
5. Document As You Go
Every time you explain something to your VA, capture the process.
This can be done through:
• Written SOPs
• Screen recordings
• Loom videos
• Checklists
Over time, you are not just training a person—you are building a library of systems that strengthen your business.
The Real Magic: Leadership Through Leverage
When leaders first hire a Virtual Assistant, they often say the same thing:
"I wish I had done this sooner."
Why?
Because suddenly they are able to focus on:
• Clients
• Strategy
• Growth
• Leadership
• Vision
Instead of spending their days buried in admin work.
And when that shift happens, businesses grow.
A Final Thought
You don’t need to wait until you feel completely overwhelmed to create leverage, and sometimes this is the most difficult time to train someone new.
Sometimes the smartest move is to build support before you desperately need it.
A great Virtual Assistant can become one of the most valuable assets in your business.
With the right structure, communication, and systems in place, it can be a low-risk, high-impact step toward working smarter—not harder.
If you’ve been thinking about hiring a VA and want help thinking through the strategy—or if you’d like recommendations for trusted companies that place high-quality Virtual Assistants—I’d be happy to help.
Let’s build the systems that give you your time back.
