From Admin Overload to More Bookings: How UR Protection Services Took Back Time and Focus
If you run a growing business, there’s one thing you know for sure, the admin never sleeps.
And if you’re not careful, it’ll steal every bit of your day.
That’s exactly what was happening to Kuldeep Sharma, owner of UR Protection Services in Brisbane. Between enquiries, follow-ups, rosters, and marketing reports, he was spending way too much time in the business and not nearly enough time on the business.
By early 2024, he’d had enough. He needed breathing room to focus on what really mattered. And that change started with a single conversation at an industry expo.
The Breaking Point
UR Protection Services keeps events, venues, and properties safe across Queensland, from crowd control and mobile patrols to CCTV installation and alarm response.
With more than eight staff, Kuldeep wasn’t short on manpower. But here’s the thing… it didn’t matter how many guards were out on the field if he was stuck behind a laptop all day:
- Replying to every single email.
- Manually chasing down past leads.
- Updating spreadsheets just to keep track of marketing numbers.
“It was more time on admin than actually growing the business,” Kuldeep shared in his live interview with Francesca Moi. “Now we’re heading in the right direction as a business.”
That turning point came at the 2024 VCC Expo, where he met Francesca Moi and the EVS team for the first time. Their message hit home, you can’t scale when you’re buried in low-value tasks.
The Match - Getting the Right Person in the Right Role
By August 2024, EVS had paired Kuldeep with AC, a sharp, tech-savvy professional with a Bachelor of Science in Computer Science and four years’ experience as a private school IT coordinator.
Her journey into remote work wasn’t smooth. She’d been knocked back from multiple jobs, gone through tough times, and was trying to find the right balance while raising her daughter.
EVS saw what others didn’t – her skills, her determination – and knew she was the right fit for Kuldeep. And within weeks, she proved it.
AC’s Role and Focus
85% – Marketing
15% – Admin
Common tasks: Doing follow ups, editing graphics, reviewing emails
Challenging tasks: “I find it challenging waiting for the companies or people I message and email.”
Biggest win: “Increasing social media numbers.”
From the get-go, AC took on:
- Managing incoming emails and enquiries.
- Following up on CCTV quotes and old leads.
- Creating content and infographics for social media.
- Tracking marketing numbers and compiling KPI reports.
- Researching networking groups and potential clients.
Kuldeep (1st Month Evaluation Form):
“She has a great work ethic, is a good listener, and communicates clearly. She’s confident, speaks well, and her social media marketing skills have been a real asset.”
Making Space for What Matters
With AC handling the backend, Kuldeep finally had time to be out there meeting people, building partnerships, and actually thinking about the next steps for his company, instead of just reacting to whatever landed in his inbox.
It wasn’t overnight. The security industry moves at its own pace. But the difference was obvious.
“To buy more time for myself so I can focus on other things. Having good time management and more freedom to invest time on other areas has been a game-changer,” Kuldeep said during his FB Live interview.
By the time they hit their one-year mark, UR Protection Services was seeing:
- Fully booked weekends during peak months.
- Social media posts reaching 42,000 views.
- A cash-in enquiry worth $50k–$100k for transit security services.
- Regular, high-profile clients like the Wheel of Brisbane.
The Power of Supervisor Support
One big difference Kuldeep noticed? He wasn’t doing this alone.
EVS supervisors check in regularly to make sure both the client and VA have what they need.
Kuldeep (1st Month Evaluation Form):
“Working with the supervisor is productive. They direct us in the right direction.”
From refining marketing reports to guiding AC through Facebook Ads and CRM set-up, the support meant Kuldeep didn’t have to micro-manage – he could trust the work was getting done.
More Than Just Admin Help
AC’s role quickly shifted from “support” to “strategic”:
- Coaching Kuldeep on better video content for social media (yes, even telling him to use a tripod!).
- Creating QR codes for specific shifts to streamline rostering.
- Testing out Brevo CRM for email campaigns.
- Supporting Facebook Ads to attract more event and commercial security clients.
These weren’t just nice-to-have extras, they were growth moves Kuldeep had been putting off for months.
AC’s Side of the Story
AC’s message to Kuldeep:
“Thank you for trusting me and believing in me. He’s very friendly, very accommodating, and understands Filipino culture.”
On top of the professional wins, AC’s personal life changed too:
- A 34-inch curved monitor and wireless keyboard for her home office.
- A 55-inch television for her family.
- Weekends free from commute stress.
- More time with her daughter.
AC message to EVS:
“Thank you for accepting me, even without VA experience, and for believing in my skills and capabilities.”
Why This Worked - And How It Can Work for You
It wasn’t just about hiring help. It was about getting the right help and building systems that meant Kuldeep wasn’t the bottleneck anymore.
Kuldeep (FB Live Interview Form, Feb 2025):
“The VA has a very important role to play to grow our business more profitably and effectively in a professional manner.”
With the backend in safe hands, he’s now focused on growing UR Protection Services into a bigger, more profitable, and more efficient operation.
FAQs - Admin Overload in Security Businesses
Q: What is the fastest way to reduce admin in a security business?
A: Many owners free up time by outsourcing repetitive tasks like roster management, email follow-ups, and marketing reports.
Q: How do I know if I need admin support?
A: If you’re spending more time behind a desk than with clients or staff, it’s a sign you need help.
Q: Can outsourcing really grow my business?
A: Yes! Freeing up your time allows you to focus on sales, networking, and high-value contracts.
Q: What tasks can be handled remotely in the security industry?
A: Email and enquiry management, lead follow-ups, social media marketing, KPI tracking, report preparation, and research.
It’s Not About Doing More, It’s About Doing Less of the Wrong Things
For business owners, the biggest block to growth isn’t lack of opportunity, it’s being stuck doing the wrong work.
Kuldeep’s story shows what happens when you protect your time as fiercely as you protect your clients.
- Watch Kuldeep’s full story in his Live Interview with Francesca Moi.
- Check out UR Protection Services or read another client success story: How a VA Helped a Creative Studio Win More Clients.
If you’re ready to stop drowning in admin and start growing, book a call with EVS today and let’s find your match.