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Behind the Numbers: How a Virtual Assistant for an Accounting Firm Turned Inbox Chaos into Clear Processes

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Behind the Numbers: How a Virtual Assistant for an Accounting Firm Turned Inbox Chaos into Clear Processes

If you run an accounting or bookkeeping practice, you’re no stranger to the constant juggling of client needs, deadlines, and back-end admin. The problem isn’t the work itself. It’s everything around it. This story shows what happens when a Virtual Assistant for an accounting firm is scoped properly and supported with the right structure.

Endless emails. Admin. Chasing documents. Writing the same instructions again and again so your team can follow your way of doing things.

That was Mandy’s world.

After six years in business and a rebrand to focus on the work she actually wanted to do, Mandy’s accounting firm was thriving. But behind the scenes, her time was vanishing into inbox management, admin, and “things in my head that no one else can see,” as Mandy put it.

So she brought in a skilled Filipino Virtual Assistant through Empowering Virtual Solution.

Here’s how we shaped that role so it actually supported her accounting practice, protected her time, and created clearer processes, not just added another person to manage.

The Real Challenge: It’s Not the BAS, It’s the Busywork

Mandy wasn’t looking for more clients. Most of her growth came from referrals and long-term relationships. She wasn’t chasing marketing, funnels, or online visibility.

What was keeping her stuck was not the accounting work itself, but the admin surrounding it.

She was dealing with a busy personal inbox alongside an admin inbox. Admin tasks stayed with her because it felt faster to just do them herself. Onboarding relied heavily on memory. Client processes lived in her head. Her remote team needed clearer task flow.

This is not unusual. Research shows that knowledge workers lose up to 28 percent of their week to emails alone. A 2025 Talker Research and HP survey also revealed that 51 percent of the workday disappears into repetitive, low-value tasks like email, data entry, and document chasing. Most workers link this directly to burnout.

For an accounting or BAS practice, that is a serious issue. You carry compliance risk, deadlines, and client expectations, yet half your day can vanish into admin that does not require your qualifications.

Mandy’s goal was simple.

“Get the admin side managed, and get everything out of my head and documented so the business isn’t so dependent on me.”

That is where the Virtual Assistant for an accounting firm came in.

From Part-Time Backup to Full-Time Support

Mandy hired her Filipino Virtual Assistant in October 2024. She started part-time and moved to full-time by December once the value became undeniable.

Her team was already remote, so bringing in a Virtual Assistant for an accounting firm was about finding the right person, the right skillset, and the right structure.

Through our task scoping process, we built a role that tackled exactly what was slowing her down.

What a Virtual Assistant for an Accounting Firm Actually Does

This is the real behind-the-scenes work that keeps an accounting practice running smoothly.

The Virtual Assistant manages calendar coordination across Outlook and Google Calendar, schedules meetings, and sets reminders so nothing is missed.

They handle accounts and access setup, including admin and owner email accounts, Trello and ClickUp accounts, Google Drive permissions, and secure password storage.

They organise Google Drive and Dropbox, ensuring documents are filed correctly and folder structures stay clean and usable.

They manage ClickUp task updates by organising tasks, due dates, and recurring schedules, with reminders built in.

Inbox management is a major focus. The Virtual Assistant manages both Mandy’s personal inbox and the admin inbox, sorts emails into client folders, categorises messages for visibility, follows up on missing BAS documents, forwards information to the team, and emails clients directly when appropriate.

They also create and update client forms, maintain task forms, prepare client agreements and POI forms, and support basic bookkeeping tasks such as invoicing, reporting, updating files, reconciling transactions, and completing QBO certification work.

This work is not flashy, but it is what gives Mandy her time back.

Email and Calendar Management: Protecting the Accountant’s Brain

Before hiring a Virtual Assistant for an accounting firm, Mandy handled everything herself. Every email. Every document. Every follow-up. Every appointment.

Now her Virtual Assistant handles inbox triage, client follow-ups, categorisation, and scheduling. That removes the daily mental load and gives Mandy hours back each week.

Onboarding and Bookkeeping Support

Mandy still owns the technical accounting work. That has not changed. What has changed is who handles the repeatable admin tasks.

The Virtual Assistant prepares engagement documents, files signed agreements, creates invoices, reconciles transactions, and keeps client files updated.

For Australian accounting firms, these tasks are ideal for a Virtual Assistant for an accounting firm. They are structured, predictable, and easy to systemise, but incredibly time-consuming for qualified accountants.

Building the Procedures She Never Had Time to Build

The biggest transformation was not inbox management. It was documentation.

Mandy wanted clear instructions per client, documented daily, monthly, and quarterly workflows, a reliable ClickUp or Trello system, and reduced dependency on her memory.

The Virtual Assistant’s role expanded to managing the admin board, keeping procedures up to date, turning verbal instructions into written SOPs, and improving processes as the business evolved.

For accounting firms, this is not just admin. It is risk management and business continuity.

Why a Supervised Filipino VA Made the Difference

Two things made this work.

First was the match. Mandy’s Virtual Assistant for an accounting firm was tech-savvy, detail-oriented, comfortable across multiple systems, process-driven, and calm under pressure.

Second was ongoing supervision. The VA is supported by an EVS Supervisor who reviews daily reports, helps prioritise tasks, supports new challenges, and ensures nothing gets missed.

Mandy is not managing the VA alone. She has a whole team backing her.

Virtual Assistant for an accounting firm (2)

Key Takeaways for Accounting and BAS Firm Owners

If you see yourself in Mandy’s journey, there are a few key lessons worth taking.

Your inbox should not control your day. Admin and basic bookkeeping can be safely delegated. A Virtual Assistant for an accounting firm can build SOPs one task at a time. Part-time support can evolve into full-time once the value is clear. Offshore support works exceptionally well for accounting workflows.

Mandy did not hire a Virtual Assistant to scale aggressively. She hired one to make her firm smoother, documented, and less dependent on her.

And it worked.

If you are a 7-figure financial services or accounting business owner who is tired of living in your inbox and in your head, it might be time to ask a better question than “Do I need another local hire?”

You might just need the right Virtual Assistant for an accounting firm, and that is exactly where EVS can support you.

If you would like to explore what this could look like for your firm, reach out to the team at Empowering Virtual Solution or book a call and see if it is the right fit.

Disclaimer

To protect client privacy, the name used in this case study is a code name. Specific identifying details have been adjusted where appropriate, while the outcomes, processes, and results described remain accurate and representative of the real client experience.

Virtual Assistant Jobs: Why So Many Filipino VAs Are Still Searching for the Right Agency

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Virtual Assistant Jobs: Why So Many Filipino VAs Are Still Searching for the Right Agency

The demand for Virtual Assistant jobs has exploded over the past decade. Businesses want flexibility, efficiency, and global talent. Virtual Assistants want stability, growth, and meaningful work.

Yet one question keeps coming up, especially among Filipino VAs:

Why do so many skilled Virtual Assistants keep moving from agency to agency, still searching for the right fit?

This blog unpacks the reality behind Virtual Assistant jobs, why retention is a challenge across the industry, and why values, culture, and leadership matter just as much as pay rates and job titles.

The Growing Demand for Virtual Assistant Jobs

Virtual Assistant jobs are no longer limited to basic admin tasks.

Today, VAs support:

  • CEOs and founders

  • Marketing teams

  • Sales departments

  • Finance and admin teams

  • Operations and customer service

For Australian businesses in particular, Virtual Assistant jobs Australia has become one of the most searched terms as companies look offshore to scale sustainably.

At the same time, the Philippines has become a global hub for highly skilled Virtual Assistants.

Why the Philippines Leads the Virtual Assistant Industry

The rise of the Virtual Assistant in the Philippines is no accident.

Filipino VAs are known for:

  • Strong English communication skills

  • Cultural alignment with Western businesses

  • High work ethic and professionalism

  • Adaptability across roles and industries

This is why the term Filipino VA is now recognised globally as a mark of reliability and quality.

But talent alone does not guarantee long-term success.

The Hidden Struggle Behind Virtual Assistant Jobs

Despite demand, many Virtual Assistants experience:

  • Short-term contracts

  • Poor onboarding

  • Lack of feedback

  • Unclear expectations

  • Clients who are not ready to lead offshore teams

This leads to frustration, burnout, and frequent job changes.

From the outside, it looks like VAs are “job hopping”.
From the inside, many are simply searching for stability and respect.

Why Many Filipino VAs Keep Searching for the Right Agency

1. No Proper Training or Guidance

Many agencies place VAs quickly but offer little to no training.

VAs are expected to:

  • Figure things out on their own

  • Learn tools without support

  • Meet expectations that were never clearly explained

This creates stress and self-doubt, even for experienced Virtual Assistants.

2. Clients Are Not Set Up for Success

A major issue in Virtual Assistant jobs Australia is not the VA.
It is the lack of client readiness.

Common problems include:

  • No clear task lists

  • No SOPs or systems

  • No communication rhythm

  • No feedback loop

When this happens, the VA is blamed, even though the structure was never there.

3. No Career Path for Virtual Assistants

Many Virtual Assistant jobs feel transactional.

VAs are hired to:

  • Do tasks

  • Stay quiet

  • Move on when the role changes

There is often no discussion around:

  • Strengths

  • Career progression

  • Skill development

  • Long-term growth

Talented VAs want more than just a payslip.

The Impact on Clients Hiring Virtual Assistants

Clients feel it too.

When VA turnover is high:

  • Time is lost retraining

  • Trust erodes

  • Momentum stalls

  • Results are delayed

This is why some business owners believe outsourcing “doesn’t work”, when in reality, the structure failed the people involved.

What Both VAs and Clients Actually Want

Despite different perspectives, both sides want the same things.

Virtual Assistants want:

  • Stability

  • Fair pay

  • Clear expectations

  • Support and feedback

  • A sense of purpose

Clients want:

  • Reliability

  • Ownership

  • Initiative

  • Long-term support

  • Less mental load

The bridge between the two is the right agency.

Why Empowering Virtual Solution Is Different

At Empowering Virtual Solution, we believe Virtual Assistant jobs should be a win for everyone involved.

That means:

  • VAs feel valued and supported

  • Clients receive consistent, high-quality work

  • Relationships are built for the long term

This is why our VA retention rate is high.

Virtual Assistant Jobs

We Culture Our Virtual Assistants and Our Clients

For Our Virtual Assistants

We:

  • Provide structured training before placement

  • Offer ongoing mentorship and supervision

  • Help VAs discover their strengths and talents

  • Encourage confidence, communication, and ownership

Virtual Assistants are not just filling roles.
They are building careers.

For Our Clients

We also train and guide our clients.

That includes:

  • How to work effectively with offshore teams

  • How to communicate expectations clearly

  • How to lead, not micromanage

  • How to set VAs up for success

Great results happen when both sides are supported.

Paid Fairly, Rewarded Properly, Respected Always

We believe hard work should be rewarded.

Our VAs:

  • Are paid fairly for the work they do

  • Are recognised for performance and growth

  • Are supported when challenges arise

When VAs feel secure and appreciated, they show up fully.

And when they show up fully, clients benefit from:

  • Better quality work

  • Stronger ownership

  • Long-term commitment

Everyone wins.

Training, Guidance, and Discovering Hidden Talent

One of the biggest differences at Empowering Virtual Solution is our focus on development.

We help Virtual Assistants:

  • Build confidence in their abilities

  • Explore skills they did not know they had

  • Grow beyond task execution

  • Step into more responsibility over time

Many of our VAs start in admin roles and grow into:

  • Operations support

  • Marketing roles

  • Team coordination

  • Executive-level support

That growth benefits clients directly.

Virtual Assistant Jobs Done the Right Way

The future of Virtual Assistant jobs is not about cheaper labour.
It is about better systems, stronger leadership, and mutual respect.

When agencies focus only on placements, everyone loses.
When agencies focus on people, everyone grows.

For deeper insight into how Virtual Assistants reach their full potential when properly supported, reference this industry article: Maximising Potential – Strategies for Seamlessly Blending Virtual Assistants.

Where Virtual Assistants and Clients Thrive Together

If you are a Virtual Assistant:

  • You deserve support, training, and stability

  • You deserve clients who respect your contribution

  • You deserve an agency that invests in your growth

If you are a client:

  • You deserve a VA who is confident and committed

  • You deserve guidance on how to lead offshore teams

  • You deserve long-term results, not constant turnover

That is what we stand for at Empowering Virtual Solution.

What the Right Virtual Assistant Partnership Should Look Like

If you are a Virtual Assistant:

  • You deserve support, training, and stability

  • You deserve clients who respect your contribution

  • You deserve an agency that invests in your growth

👉 Visit our Career Page for your next job application.

If you are a client:

  • You deserve a VA who is confident and committed

  • You deserve guidance on how to lead offshore teams

  • You deserve long-term results, not constant turnover

👉 Book a call to learn more about our Virtual Assistant services.

That is what we stand for at Empowering Virtual Solution.

Because Virtual Assistant jobs work best when values come first.

How Hiring the Right VA can Elevate a Fashion Wholesale Business

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Virtual Assistant for Fashion Wholesale Business: How the Right VA Elevates Growth

The Changing Landscape of the Fashion Wholesale Industry

The fashion wholesale industry is highly dynamic, with businesses needing to adapt quickly to trends, customer demands, and seasonal changes. Whether you’re representing well-established brands or emerging labels, the competition is fierce, and the stakes are high. In the midst of all this, fashion wholesalers like The Butterfly Agency often find themselves balancing the demands of managing their showroom, running seasonal sell-ins and buyings, marketing new collections, and keeping up with an ever-growing list of customer inquiries and emails

As the digital world continues to shape how fashion wholesalers operate, staying ahead of the curve and scaling effectively is more important than ever. To keep up with the pace, businesses need smart systems that allow them to offload essential yet time-consuming tasks. Today, more and more businesses are tapping into flexible support systems that bring efficiency and specialisation without the hassle of traditional staffing. Whether it’s streamlining operations or enhancing customer engagement, these systems are evolving to meet the demands of a fast-moving industry.

The Evolving Needs of Fashion Wholesale

Fashion wholesalers face unique operational challenges. Unlike retail businesses, they work with brands, retailers, and other partners, juggling product availability, trend forecasting, and seasonality. The need for flexibility and rapid adaptation is essential to staying competitive. As business owners are pressured by constant demands and a fluid market, many are looking to digital solutions for operational support, from customer service to order processing, email marketing, and social media management.

As fashion trends evolve, so do business needs. Today, forward-thinking fashion wholesalers are no longer relying solely on traditional in-house staffing models, which can be costly and limiting. Instead, they are embracing outsourced support systems that allow them to scale up or down as needed without being tied to full-time employee commitments. A major player in this shift is the virtual assistant (VA) model, which offers tailored support at a fraction of the cost and with greater flexibility.

Butterfly Agency's Journey: How a VA Transformed Their Operations

Deborah Schurmann’s experience with The Butterfly Agency, a fashion wholesale business, is a perfect example of how virtual assistants are helping fashion businesses not only survive but thrive in a competitive market.  Like many fashion wholesalers, Deborah found herself wearing multiple hats, managing the showroom, engaging on social media, responding to endless emails, and maintaining strong relationships with boutique owners and customers.

Deborah realised she needed a solution that would allow her to focus on strategic decisions while ensuring day-to-day operations ran smoothly. That’s when she decided to bring in her first virtual assistant (VA) through Empowering Virtual Solution (EVS) in May 2024.

The VA’s Role and Impact

From the beginning, Deborah’s VA took on a wide range of responsibilities, combining both administrative and marketing functions that supported The Butterfly Agency’s operations, client communication, and sales growth.

Work Distribution:

  • 60% Administrative Tasks
  • 40% Marketing and Creative Support

This balance allowed Deborah to maintain consistent business flow while scaling her marketing efforts to reach new stockists and existing customers.

VA Task Summary

Deborah’s VA handled a comprehensive mix of tasks that streamlined operations and marketing.

Daily & Weekly Tasks:

  • Email Management: Monitoring incoming emails, responding to potential stockists and customer enquiries, and distributing lookbooks.
  • Calendar Management:  Setting up appointment schedulers, updating notifications, and aligning meetings with Deborah’s availability.
  • Sales Reporting: Updating daily sales data in the database and uploading sales reports and documents to Dropbox.
  • Order Processing: Managing and processing orders through Brandscope, and forwarding customer orders to the respective brands.
  • Stock & Backorder Management: Preparing weekly and monthly stock updates, and creating and sending backorder reports.

CRM & Lead Management:

  • CRM Updating:  Maintaining accurate customer records, validating boutique details against the master database, and updating Mailchimp contact lists.
  • Lead Prospecting: Developing targeted email templates, reaching out to existing and potential stockists, and researching new business opportunities.

Marketing & Content Creation:

  • Graphics & Flyers:Designing promotional materials and email visuals using Adobe InDesign and Canva.
  • Email Marketing: Managing campaigns through Mailchimp and direct Gmail outreach, targeting both existing and potential stockists.
  • Instagram Reels and Graphics: (Temporarily paused) Creating social media visuals and short-form videos to support campaigns.
  • Website Updating: Maintaining and updating the Webflow website with new images, product content, and collection releases.

Organisation & Development:

  • File Organisation: Maintaining a well-structured digital filing system and managing Dropbox folders.
  • SOP Updating: Reviewing, updating, and improving standard operating procedures to streamline workflows.
  • Research Tasks:Conducting ad hoc research and providing insights as needed.

Learning, Growth, and Tools Used

One of the VA’s greatest achievements was learning Webflow, a professional website management platform. At first, updating images and content through Webflow was a challenge, but with time, training, and initiative, the VA mastered the platform, successfully maintaining Butterfly Agency’s online presence.

Tools & Platforms Used:

  • Webflow:Managing website updates and visual content.
  • Adobe InDesign: Creating lookbooks, marketing materials, and email graphics.
  • Canva: Designing quick, on-brand visuals.
  • CapCut: Editing videos for Instagram and Facebook content.
  • Facebook Meta: Scheduling posts, monitoring engagement, and managing social media content across Facebook and Instagram.
  • Adobe Acrobat: Managing digital catalogues and documents.
  • Dropbox: Organising and maintaining shared folders for file storage and team access.
  • Google Workspace: Collaborating, communicating, and sharing files seamlessly.

VA Strategy:
The VA also implemented a schedule-mapping system aligned with Butterfly Agency’s sell-in and buying calendar for both current and pre-selling seasons. This mapping outlines brand highlights across nine brands, ensuring daily and weekly priorities are clearly defined, deadlines are met, and marketing activities remain in sync with each season’s sales cycle. Deborah noted that maintaining consistency in this system would further enhance productivity—an insight EVS continues to support through regular supervision.

Results and Wins

After just a few months of working together, Deborah noticed remarkable results:

  • 20 hours per week regained, giving her more time to focus on business development.
  • Enhanced organisation, with improved workflows and structure across all admin functions.
  • Boosted marketing efficiency, boosted marketing efficiency through both Mailchimp and direct email campaigns, with one direct mail campaign resulting in a $30,000 order.
  • Improved customer service, with quicker email responses and consistent communication.
  • Greater visibility online, through regular updates to Webflow and branded content creation.

Client and VA Wins:

“Gosh this is so good! Can I book a Zoom with you and my other agents to show how to do this as this will be invaluable to the crazy bookings we have to do for spring/summer showing?” – Deb

“Just got $10K orders from your SOH!!” 

“We got $30K orders mad rush SOH from Wednesday.”

“Oh Star!! Thank you for being an awesome assistant to Butterfly Agency and keeping me organised!!”

“Awesome thanks Star, so grateful for all the work you put into our business. It means a lot that you took so much time to research all the subjects matter and calculation. Thank you” – Deb

Deborah shared,

“Hiring my VA has been a game-changer. I’m able to focus on growing the business while she takes care of the details. It’s the best decision I’ve made for my business.”

How Fashion Businesses Benefit from Virtual Support

The fashion industry is becoming increasingly digitised,  from online showrooms to hybrid trade events and virtual collections. Global brands like Gucci, Prada, and Chanel have embraced digital systems to streamline operations, using automation and outsourcing to empower their creative teams.

Smaller wholesalers can adopt similar strategies by leveraging virtual assistants to handle backend work while focusing on design, brand storytelling, and client relationships.

Moreover, according to McKinsey (2023), 58% of global workers now operate remotely at least part-time, highlighting how businesses are integrating global talent into their workflows to improve efficiency and competitiveness. This trend has opened doors for fashion businesses to access top-tier administrative and marketing support without the traditional overheads.

Incorporating virtual assistants into your business model allows you to compete at a global level, using the latest tech and trends to support your growing business without breaking the bank.

Virtual Assistant The Butterfly Agency Australia

Conclusion: Empower Your Fashion Business with the Right VA

The fashion wholesale industry is fast-paced and competitive, and business owners must be able to adapt quickly to trends while maintaining operational efficiency. By integrating a virtual assistant (VA) into your business strategy, you can optimise your operations, increase productivity, and ensure your team can focus on driving growth, all while maintaining a cost-effective model.

Just like Deborah Schurmann from The Butterfly Agency, fashion wholesalers can scale efficiently and optimise their business processes by hiring a virtual assistant. The right VA can provide the flexibility, specialisation, and efficiency your fashion business needs to stay ahead in the competitive market.

Ready to scale your fashion business with confidence?
 Click here to learn how EVS can help you hire the perfect VA for your fashion business.

References

  1. Statista. (2020). Virtual Assistant Market Size. Retrieved from Statista
  2. Seek. (2023). Average Salary for Administrative Assistants in Australia. Retrieved from Seek
  3. McKinsey & Company. (2023). Global Remote Work Trends. Retrieved from McKinsey

The Real Journey: Rebecca’s Transformation with the Right Virtual Assistant

Posted on by EVS Admin

The Real Journey: Rebecca's Transformation with the Right Virtual Assistant

The Turning Point: What Happened After Rebecca Chose to Hire a VA

Running multiple businesses is no easy feat. There are late nights, tight deadlines, and moments when you wonder if the stress is even worth it. Rebecca Kartel, founder of The Kartel Solution and co-owner of Jalisco Tequila Bar, knows this all too well. Her story isn’t about flawless execution or smooth sailing; it’s a story of growth, of learning from missteps, and of discovering how to balance it all with a little (okay, a lot) of help from a skilled VA.

It wasn’t always clear how Rebecca would manage three businesses, a growing personal brand, and a team of clients demanding her attention. But she took the leap, found the right virtual assistant (VA), and the journey began.

Who Is Rebecca Kartel?

Rebecca Kartel is an entrepreneur, strategist, and disruptor in every sense of the word.

At the core of her empire is The Kartel Solution, a Melbourne-based Xero bookkeeping and business advisory firm that supports established companies with revenues ranging from $1 million to $15 million. The firm’s focus is clear: helping businesses gain clarity, structure, and control through streamlined financial systems, process improvement, and operational efficiency.

Then there’s Jalisco Tequila Bar, Rebecca’s second venture, a premium tequila bar in Windsor known for its moody atmosphere, elevated Margaritas, and unapologetic energy. It’s a place where detail meets experience and every pour tells a story.

And now, Rebecca is building her personal consulting brand, a new chapter dedicated to helping business owners and leaders operate with strategy, structure, and scalability. This brand reflects her next evolution, stepping further into the space of business transformation, operational leadership, vCFOO services, supporting clients with the clarity, control, and confidence they need to scale sustainably.

Managing these three powerful brands is no small task. But with ambition comes the need for strong systems, and as Rebecca discovered, the right support behind the scenes, someone she could trust and build a genuine working relationship with.

A Bumpy Start

When Rebecca first hired a Virtual Assistant (VA) in March 2025, she wasn’t expecting it to be a smooth ride. After all, she had worked with VAs before, and not all of those experiences had been positive. The right skills were important, but so was the ability to connect, communicate, and evolve together.

Enter Kate, a Filipino VA matched by Empowering Virtual Solution (EVS). Rebecca needed someone organised, proactive, and detail-oriented. Kate checked all those boxes. She was self-driven, knew her way around digital tools, and was comfortable navigating the worlds of social media, content creation, and marketing.

But, like any new working relationship, the beginning wasn’t perfect.

The Early Days: Missteps and Communication Struggles

In the first few weeks, it was clear that while Kate had the right skills, there were growing pains. For one, the communication wasn’t always seamless. Rebecca, used to running a tight ship, expected quick responses and immediate results. Kate, on the other hand, was still learning the ropes of Rebecca’s fast-paced businesses, and occasionally, things slipped through the cracks.

Rebecca wasn’t afraid to speak up, and neither was Kate. They had frank discussions about expectations, timing, and communication. There were times when deadlines were missed or tasks weren’t as polished as Rebecca envisioned. But instead of letting these bumps derail them, they adjusted, learned, and kept moving forward.

One of the biggest challenges came when Rebecca wanted to incorporate her personal brand into the mix. She was juggling content creation for her financial services business, her restaurant, and now, trying to carve out space for herself as a thought leader. Kate dove in, but it wasn’t all smooth sailing. The messaging for Jalisco needed to be fun and playful, while The Kartel Solution had to be polished and professional. How would they balance both, and then, somehow, fit in Rebecca’s personal brand?

Growing Pains Turn Into Wins

By the time they hit April, things began to click. Sure, there were still some late nights, some back-and-forth on feedback, and moments where they both questioned if they were taking on too much. But there were also small wins that built momentum:

  • Kate got the hang of social media scheduling, creating more engaging posts that resonated with Jalisco’s playful vibe.
  • Rebecca noticed more leads coming in from Instagram, and the personal brand was starting to gain traction, people were messaging her directly about financial advice.
  • The Kartel Solution was producing higher-quality content that resonated with the target audience, and Rebecca felt the marketing finally reflected her values.

Rebecca started to see the value Kate was bringing. She could now focus on high-level strategy while Kate took charge of the marketing and content side of things. The pieces were starting to fall into place.

The Breakthrough Moment

By May, things were moving faster. Rebecca trusted Kate to take on more responsibility, things like website updates, competitor research, and even handling client communications. But it wasn’t always easy.

Kate found herself stretched thin, handling three businesses while trying to make sure the content was still fresh and relevant. Some weeks, it felt like the work just kept piling up. They had a few tense conversations, especially when the timeline for Jalisco’s new menus got delayed, but they worked through it, always making sure to reset expectations.

And then, in June, the real breakthrough came. Rebecca had been wanting to refine her personal brand for months, but it had always been pushed aside for more pressing tasks. When they sat down and mapped out a content strategy together, things finally clicked into place. The personal brand wasn’t just about Rebecca; it was about showing up with authenticity, and Kate helped her craft that story.

“Kate has been amazing,” Rebecca said during catch up with the supervisor. “She’s been the one who finally helped me get my vision down on paper. It’s not perfect, but it’s real, and that’s what matters.”

The Challenges That Never Go Away

Even now, in July, there are challenges. Rebecca had to cut down Kate’s hours to ensure the work didn’t become too overwhelming. They had to make decisions about which projects needed immediate attention and which could wait. There was constant pressure to balance quality with speed.

Kate continued to work on social media, content creation, and newsletters, but Rebecca also asked for more simplicity. The branding needed to be cleaner, and the messaging needed to be consistent across the board. They reduced the number of posts per week, simplified their approach, and focused on engaging with their audience in a meaningful way.

One of the ongoing challenges? Time management. Kate found herself struggling to keep up with everything on her plate, and Rebecca felt the stress of being too involved in the day-to-day. They agreed that the solution wasn’t just more hours; it was better task management.

Celebrating the Wins

Despite the bumps in the road, the results are starting to speak for themselves. By the end of July, Rebecca was seeing more than just a shift in her business. She was seeing a transformation.

  • More leads were flowing into The Kartel Solution.
  • Jalisco had built a stronger presence on social media, thanks to Kate’s work.
  • Rebecca’s personal brand was finally gaining the attention it deserved.

“It’s a journey, and I don’t think it will ever be perfect, but I’m seeing the impact. Having Kate by my side has made all the difference.” – Rebecca Kartel

Rebecca attended the 2025 Level Up Business Conference, where she deepened her understanding of scaling her businesses without losing her mind. At the conference, she realised how much progress she had made in streamlining her operations, and she credited a lot of that success to the partnership she had with Kate. The conference was also an eye-opener for Rebecca, showing her the bigger picture of what her business could become if she continued to embrace the right support and strategy.

Hire a VA

Why Rebecca’s Story Matters

Rebecca’s story isn’t about perfection. It’s about the ups and downs, the challenges that almost broke her, and the breakthroughs that made it all worthwhile. It’s about finding the right fit, even when things don’t go according to plan.

For 7-figure CEOs, this is a familiar journey. You don’t suddenly wake up with everything perfectly aligned; it’s about building systems, learning from missteps, and growing together. As Rebecca shows, a VA isn’t just a task-doer, they’re a partner who helps you realise your full potential, even when the road gets bumpy.

Could a VA Help You Scale Like Rebecca?

If you’re a business owner feeling like you’re carrying the weight of your business on your shoulders, Rebecca’s journey is proof that a virtual assistant can help you offload some of that pressure.

It might not always be perfect, but with the right VA, you can focus on what truly matters: growth, strategy, and your vision for the future.

Ready to take the first step? Book a call with Empowering Virtual Solution today, and let’s see how a skilled VA could change the way you work.

Just like Deborah Schurmann from The Butterfly Agency, fashion wholesalers can scale efficiently and optimise their business processes by hiring a virtual assistant. The right VA can provide the flexibility, specialisation, and efficiency your fashion business needs to stay ahead in the competitive market.

Ready to scale your fashion business with confidence?
 Click here to learn how EVS can help you hire the perfect VA for your fashion business.

Related Reads

  1. The Secret to a 20-Hour Workweek & Guilt-Free Holidays
  2. How Hiring a Virtual Assistant Transforms Your Business
  3. Focus on Strategy, Not the Small Stuff

Scaling Smarter, Not Harder: How Systems and Support Can Help You Step Out of the Daily Grind

Posted on by EVS Admin

Scaling Smarter, Not Harder: How Systems and Support Can Help You Step Out of the Daily Grind

Scaling smarter is the key to building a business that doesn’t fall apart the moment you step away. If your business cannot run for a week without you, let’s be honest, you don’t have a business. You have a job, and probably a stressful one…

How Scaling Smarter Helps You Build a Self-Sufficient Business

When you begin scaling smarter, systems become the foundation that supports your growth without adding more stress. If your business cannot run for a week without you, let’s be honest, you don’t have a business. You have a job, and probably a stressful one. Because if you can’t take a week off without worrying, everything will fall apart, then you are not leading your business, you are stuck inside it.

Scaling a business does not mean working more hours or adding more stress to your plate. It is about creating systems that do the heavy lifting for you. It is about refining what already works so your business can function and grow without you constantly holding it up.

At our Virtual Assistant Agency in Australia, we have worked with hundreds of entrepreneurs who once felt like they were chained to their desks. They thought growth meant sacrificing their time and freedom. But once they learned how to scale smarter, everything changed.

Let me walk you through the three S’s that made the biggest difference in my business and the lives of my clients: Systems, Support, and Self-Leadership

1. Systems: Let Your Business Work For You

For a long time, I resisted creating systems. I thought they would slow me down or make things too structured. I was wrong. Systems are not boring or restrictive. They are the foundation that gives you freedom.

A system is simply a documented, repeatable process that ensures tasks are done consistently and efficiently. It is how your business continues to deliver quality results even when you are not around. Without systems, your business relies entirely on you, and that is a dangerous place to be.

Here is the truth: you don’t even have to build the systems yourself. Your team can help you. Get them involved in documenting what they do best. This creates ownership, accountability, and clarity for everyone.

Think of systems as the silent workers in your business. They never take breaks, never call in sick, and never forget what needs to be done. Once your systems are in place, you will wonder how you ever survived without them.

For example, we worked with a finance company that was struggling to manage reports, data entry, and client updates. The CEO was buried in repetitive tasks and had no time to focus on strategy. After implementing clear systems, his virtual assistant handled the admin work while the leadership team focused on client relationships. Within two months, the company’s productivity increased by forty percent. His weekends were finally free, his wife stopped complaining about late nights, and he was present with his kids again.

That is the power of systems. They don’t just transform your business, they give you your life back.

2. Support: Build a Team That Moves With You

The second S is Support. Having systems means nothing if you don’t have skilled people to follow them. Support is about finding and training the right team who understand your vision and take ownership of their roles.

In our Virtual Assistant Agency in Australia, we see it all the time. Business owners hire a virtual assistant and expect miracles without providing structure or clarity. That almost always ends in frustration for both sides.

Hiring a virtual assistant is not just about having extra hands. It is about building an operational structure that keeps your business running smoothly while you focus on strategy and growth.

Your team should not depend on you for every decision. If they are constantly asking questions, it means your systems are incomplete or unclear. When that happens, take a step back and ask yourself: “Why are they asking this? What information or authority are they missing?”

A well-trained team knows exactly what to do. They make decisions confidently because they understand the vision, the system, and the expected outcome.

In my own business, I reached a point where my Slack channel went quiet. At first, it felt strange. I wondered if anyone was even working. But the truth was, everything was running smoothly because the systems were so clear that my team didn’t need to ask constant questions. They knew what to do, and they did it brilliantly.

We focus on results, not on hours. I don’t care how many hours someone works as long as they deliver the outcome. That is what leadership looks like: empowering your team to own their roles and trusting them to deliver.

Support is not about hiring more people. It is about having the right people in the right roles, working together towards the same goal.

3. Self-Leadership: Let Go and Trust the Process

The third S is Self-Leadership. This one is often the hardest. Most business owners are control freaks. I used to be one too. I believed no one could do things as well as I could. But that mindset only kept me stuck.

True self-leadership is about trusting your team, your systems, and yourself enough to let go. You must allow others to take responsibility and make decisions. When you step back, your team steps up.

At first, it feels uncomfortable. You will be tempted to jump in and fix things. But the moment you stop micromanaging and start empowering, everything changes.

I remind my clients constantly: scaling is not about doing more. It is about doing less of what keeps you busy and more of what moves you forward.

As a CEO, your focus should be on vision, innovation, and relationships, not on day-to-day operations. When you are free from constant firefighting, you can finally see the bigger picture and make smarter decisions.

This is how I was able to completely step out of my daily operations. Now, my managers and systems handle ninety percent of what used to come directly to me. My role is to lead, strategise, and innovate, not to answer every message or approve every small decision.

When you lead yourself first, you set the standard for how your team leads too.

Why Most Business Owners Burn Out

Many CEOs skip straight to the third S. They want to lead without having strong systems or proper support in place. That is where burnout begins.

Scaling without structure is like trying to drive a car with no wheels. You can press the accelerator all you want, but you won’t move forward. You’ll just get exhausted trying.

When your business depends entirely on your personal energy, it becomes fragile. The moment you get tired or distracted, everything slows down. That is why systems and support come first. They create a stable foundation so your leadership can thrive.

Remember, growth should feel freeing, not draining.

A Story That Proves It Works

Let me share a story about one of our clients, Tim. He runs a finance business and had tried every productivity hack imaginable. New software, new schedulers, new planners, you name it. But he still felt stuck.

We helped him set up a virtual assistant to handle data entry, follow-ups, and admin tasks. His leadership team could then focus fully on clients and strategy. Within just two months, his productivity jumped by forty percent.

But the real win wasn’t just in the numbers. It was in his lifestyle. His weekends became family time again. His stress levels dropped. His business became enjoyable.

That is what happens when you stop trying to do everything yourself and start trusting systems and people.

Want to know how we’ve helped other CEOs scale smarter? Check out our Google Reviews.

Scaling Is About Freedom, Not More Work

Many business owners think scaling means adding more to their plate. But it is the opposite. Scaling means refining what already works so it can continue to work without you.

Ask yourself this: if you stepped away from your business for thirty days, what would break first? That is the system you need to build next.

Building systems, support, and self-leadership gives you the freedom to grow without fear. It allows you to create a business that serves you, not the other way around.

You didn’t start your business to become a slave to it. You started it for freedom, flexibility, and impact. Scaling smarter is how you get all of that back.

business systems and processes for scaling smarter

Final Reflection

If you are feeling stuck, overwhelmed, or unsure how to move forward, you are not alone. Many entrepreneurs reach a point where their passion turns into pressure. But it doesn’t have to stay that way.

When you master the three S’s of scaling smarter, your entire business shifts. You stop running after tasks and start leading with clarity. You finally have time to think, create, and grow.

At our Virtual Assistant Agency in Australia, we help business owners like you systemise their operations, build confident teams, and step into true leadership. You can create a business that runs smoothly without burning out.

So here is my question to you: if you stepped away from your business for thirty days, what would break first? That is where your focus needs to be next.

Join the Online CEO Masterclass

If you want to learn how to stop bottlenecks, strengthen your systems, and scale with confidence, join my CEO Masterclass. It is a free online session where I teach business owners exactly how to let their systems work harder than they do.

Scaling smarter, not harder, is not just a strategy. It is a lifestyle. And it starts with your next decision.

See you inside the Masterclass. Let’s build a business that runs beautifully without burning you out.

Book a call today to learn more!

How a Virtual Assistant Helped Ann Whitaker Scale Her Business

Posted on by EVS Admin

How Ann Whitaker Scaled Her Beauty and Wellness Business with the Support of a Filipino Virtual Assistant

The beauty and wellness industry in Australia is booming, now valued at over $10 billion annually (Source: IMARC Group – Australia Beauty Personal Care Market). From beauty coaches to image consultants and lifestyle professionals, the industry is filled with passionate individuals helping people transform their lives.

However, as their businesses grow, many discover the need for smarter systems and support — and that’s where Virtual Assistant Strategies come in. These strategies empower beauty and wellness professionals to scale their business, stay organized, and maintain the personal touch their clients love.

That was the very challenge facing Ann Whitaker, an Image Consultant and Beauty Coach who has dedicated her career to helping women over 40 rediscover their identity and confidence.

Ann’s Mission: Empowering Women Through Style, Colour, and Confidence

At Ann Whitaker Style & Beauty, Ann’s philosophy is simple: confidence begins with self-expression. She believes that when women align their style, colour palette, and mindset, they unlock a deeper sense of authenticity and empowerment.

Her services include:

  • Colour Analysis Consultations – helping women discover the colours that make them shine.
  • Wardrobe Detoxes – simplifying wardrobes so every outfit feels effortless and stylish.
  • Style Personality Profiling – creating looks that reflect who women truly are.
  • Beauty Coaching & Online Courses – combining inner and outer confidence strategies.

Group Coaching & Workshops – building a community of women who lift each other up.

Ann’s mission is to help women step into their true selves with confidence, grace, and style. As her business grew, so did the workload. From managing her online presence to launching new courses, Ann found herself juggling tasks that kept her away from her core mission – coaching and transforming lives.

This is where Alane, her Filipino VA, entered the picture.

Alane’s Story: From the Insurance Industry to a Virtual Assistant

Alane’s story is one of determination and growth. After spending five years working in the insurance industry, Alane gave birth in 2022 and decided she wanted a career change, something that would allow her to spend more time at home while still contributing professionally. This desire for remote work led Alane to explore opportunities as a freelancer, initially as a video editor.

However, her transition into the world of virtual assistance wasn’t without its challenges. Alane faced many rejections due to her lack of experience, but she refused to give up. One day, Alane stumbled upon the EVS Facebook group, and despite her hesitation, she decided to apply.

At EVS, the team sees potential rather than focusing solely on past experience. Francesca Moi, the CEO of EVS, believes that hiring is about finding the right attitude and eagerness to learn. In May 2023, Alane landed her first client, though it was short-lived, it gave her the confidence to trust EVS. She was matched with Ann Whitaker in June 2023, and the journey truly began.

Building Trust and Overcoming Challenges

Starting as a new VA, Alane faced several challenges, especially in the early stages of working with Ann. One of her biggest challenges was the communication barrier. Ann’s busy schedule meant that finding time for virtual meetings was tough. However, the two quickly adapted by switching to chat and email communication, which allowed them to stay connected without the need for constant meetings.

Alane was also nervous about making mistakes, especially since Ann was her second client. She wanted to make sure she could prove her worth. But as she followed Ann’s guidance and adjusted to her needs, Alane began to build confidence in her role. One major challenge turned into a win, Alane was tasked with migrating Ann’s website from WordPress to Builderall, a new platform that Ann had recently adopted.

While Alane had little experience with website management, she quickly learned the new platform, relying on tutorial videos to guide her through the process. The migration was successful, and Alane gained valuable technical skills that would prove essential for the business moving forward. This was just the beginning of her growth as a Filipino VA, she was learning fast and becoming a vital asset to Ann’s business.

Alane’s Achievements: From Freelancer to Homeowner

While Alane’s professional growth with EVS and her client, Ann Whitaker, is a testament to her hard work, her personal achievements are equally impressive. One of Alane’s biggest milestones was the ability to invest in a house and lot, something she never imagined would be possible when she first started her career as a freelancer.

Alane shared that buying a home was a huge dream that seemed out of reach when she was just starting her virtual assistant journey. But with the consistent income and support from her role with EVS and the trust Ann placed in her, Alane was able to make that dream a reality. Although she’s still in the process of paying off the property, it stands as a powerful symbol of the financial independence and success that a stable VA career can bring.

“Being able to invest in a house is such a big achievement for me. It’s something I never imagined I’d be able to do, but now, I’m on my way to having our family’s own home. Also, I am able to help my husband with our family’s financial needs, and together, I know we are able to achieve our family’s goals sooner. All thanks to my work with EVS and the trust Ann has placed in me. This is a huge milestone in our lives, and I’m incredibly grateful.” – Alane 

This personal success story adds even more depth to Alane’s journey, showing that with the right support, the Filipino VA career path can lead to both professional and financial independence.

Ann's Testimonial: Alane’s Strengths and Growth

As Ann and Alane’s partnership flourished, Ann took the time to evaluate Alane’s progress, recognising her strengths and the major wins they achieved together. Here’s what Ann had to say about Alane’s performance and her growth over time:

3 Months In

  • Quality of Work: 5/6
  • Job Knowledge: 4/6
  • Communication: 5/6
  • Productivity: 5/6

“Alane’s Canva designs have been very helpful, and she works independently within the brand guidelines. She has great initiative and is constantly improving.”

6 Months In

  • Quality of Work: 6/6
  • Communication: 6/6
  • Productivity: 6/6

“She’s proactive and consistent. She has a great ability to manage tasks independently, and she ‘nags me nicely’ to ensure I stay on track.”

1 Year & 3 Months In

  • Quality of Work: 5/6
  • Productivity: 6/6
  • Communication: 5/6

“Alane has been instrumental in helping me launch two full online courses. She is very creative and has the ability to work solo. Her growth has been fantastic.”

Ann’s feedback reflects not only Alane’s work ethic but also her consistent improvement. Their partnership is built on trust, and Ann values Alane’s initiative and ability to learn new skills quickly.

The Impact of EVS: Continuous Training and Growth for Virtual Assistants

Alane’s growth isn’t just reflected in her client wins. Through EVS, she received consistent training, guidance, and support to help her build her skills. As a VA with no prior experience, Alane’s story is a testament to EVS’s commitment to developing talented VAs regardless of their background.

“Thank you, EVS, for believing in my potential. Even though I lacked experience, you didn’t give up on me. The internship training was incredibly helpful in giving me the skills I needed. I also appreciate the monthly training sessions that help us stay up-to-date with trends and new tools. Most importantly, the consistent communication and the opportunity to connect with Francesca every month have kept me motivated.” – Alane Grancho

Ann and Alane’s Partnership: Building a Thriving Wellness Business Together

Through their partnership, Ann’s business has flourished. As a Beauty coach, Ann’s business is about empowering women over 40 to rediscover their confidence and embrace their identity. But for Ann to reach more women, she needed consistent support, support that Alane provided from day one.

From managing social media posts and course creation to client follow-ups and website management, Alane has been instrumental in scaling Ann’s business. And as a result, Ann has been able to focus on her core mission, helping more women transform their lives.

With Alane’s help, Ann has seen:

  • A fully booked course launch in August 2024
  • Social media engagement soar, with one Facebook reel hitting over 1 million views
  • A streamlined website migration, moving from WordPress to Builderall
  • Client communication via chat and email improving the workflow

Why Ann and Alane’s Story Matters to You

Ann’s story, paired with Alane’s achievements, shows how delegation and teamwork can help a business scale without burning out. Ann’s partnership with Alane has allowed her to focus on what she does best, helping her clients reclaim their confidence, while Alane supports her through administrative tasks, social media management, and technical challenges.

For wellness coaches, image consultants, or any business owner in the beauty and wellness space, Ann and Alane’s journey is a reminder that the right VA can make a huge impact on your business. With the right support, you can achieve personal and professional growth.

Book a Call Today
Are you ready to scale your wellness business? Book a call with our team to explore how a VA can help you grow your business with consistency and success.

Want the same for your wellness business?

They chose Empowering Virtual Solution (EVS) because they wanted someone:

  • Trained, not transactional
  • Supported by a team, not left alone
  • Vetted and matched to their exact needs

And now, they have the time, rhythm, and support to scale without burning out.

Want a Filipino Virtual Assistant like Alane in your business?
 Let us help you reclaim your time and unlock your next level of growth.

Book a Free Game-Changer Call with EVS

High-Performance Team: How to Stop Micromanaging and Scale Beyond Seven Figures

Posted on by EVS Admin

How to Build a High-Performance Team That Scales Beyond Seven Figures

The Power of a High-Performance Team

If you’re a CEO or entrepreneur, you know that growth requires more than just working harder. It’s about creating a high-performance team that drives your business forward. But many CEOs fall into the trap of thinking that building a strong team is expensive. In reality, micromanaging, hiring the wrong people, and trial-and-error hiring are far more costly.

Without the right support, you can spend months spinning your wheels, trying to scale but making little progress. A high-performance team, however, can multiply your time, reduce stress, and get you the results you need to move the needle.

What Does a High-Performance Team Really Look Like?

I was recently reminded of a powerful concept I saw on Instagram:

“You don’t need a new team. You need to lead them differently.”

This message really resonated with me, and it’s a crucial insight for CEOs. High-performance doesn’t mean replacing your team. Instead, it means understanding how to lead and empower your current team differently to unlock their full potential.

I’ve learned that leadership is not about firing people but about retraining, restructuring, and ensuring everyone is in the right seat on the bus. Sometimes, a team member just needs clear direction and the right support to thrive.

The CEO’s Role – Lead, Don’t Do It All

As a CEO, your primary job is to lead your business, not to manage every little task. Early on, it’s understandable that you’re wearing multiple hats. But as your business scales, you must delegate, create systems, and trust your high-performance team to handle tasks on their own.

The Cost of Micromanagement

Many CEOs, myself included, fall into the trap of thinking we need to do it all. The truth is, micromanaging:
• Drains your time
• Lowers team morale
• Limits the company’s potential to scale

When you focus on checking every task, you become the bottleneck. Instead of moving your business forward, you hold it back.

The Difference Between Doing and Leading

One of the most eye-opening shifts I made was moving from a doer to a leader. It’s not about doing more; it’s about giving your team the tools and trust to perform at their best.

If you’re constantly jumping in to fix things, you’re not leading. You’re just doing the work of your team, and that’s not sustainable. True leadership is about empowering others to act independently.

Building a High-Performance Team: The Key Elements

1. Identify Your Team’s Strengths and Weaknesses

Spend time with your team members and understand their strengths. With tools like ChatGPT, personality tests, and regular feedback, you can assess their skills and make sure they’re in roles that play to their strengths.

For example:
• If someone is detail-oriented and organized, they might thrive in a project management role.
• If another team member is creative and strategic, they could be the best fit for marketing or brand direction.

2. Lead With Clarity and Purpose

Clarity is power. If your team is unclear about their roles, expectations, or goals, things will fall apart. The key to success is:
• Setting clear KPIs and goals.
• Providing regular feedback.
• Empowering your high-performance team to make decisions within their roles.

3. Implement Systems That Allow Independence

If your team constantly messages you with questions, you’re not doing enough to train them to be independent. The goal is for your team to work autonomously, with minimal input from you.

Here’s the process:
• Create Standard Operating Procedures (SOPs).
• Provide tools and resources they need to make decisions on their own.
• Check in regularly to ensure everything is aligned, but don’t micromanage.

When your team can manage their responsibilities, you free up time to focus on growth and strategy instead of operational details.

The Power of Training and Empowerment

1. “Train Them Well Enough to Leave, Treat Them Well Enough to Stay” – Richard Branson

This quote truly embodies the mindset of creating a high-performance team. Training is essential, but treating your team well and creating a culture where they feel valued is just as important.

By empowering your team and giving them autonomy, you build a culture of trust and ownership.

Real-World Example: A CEO’s Transformation

One of my clients, JT from Brisbane, attended my Masterclass on delegation and team empowerment. He shared:

“The Masterclass showed me how to build a team I trust, systems I can rely on, and processes that actually allow me to scale without stress.”

After implementing these strategies, JT saw tangible results:
• His team became more self-sufficient.
• His delegation was more effective.
• He felt less stressed and more in control of his business.

This story illustrates how powerful it is to build a high-performance team that can run the day-to-day operations independently, freeing the CEO to focus on high-impact decisions and business growth.

Actionable Steps for Building a High-Performance Team

1. Implement Regular Check-Ins and Feedback

Don’t assume your team understands your expectations. Check in weekly, provide feedback, and make sure they have the resources they need to succeed.

2. Use Tools to Track Performance

Utilize platforms like Trello, Slack, or Google Workspace to track KPIs, set reminders, and keep everyone aligned.

3. Encourage Transparency and Ownership

Make sure your high-performance team feels comfortable taking ownership of their roles. Encourage them to bring solutions, not just problems.

Masterclass – Scaling Beyond Seven Figures

If you’re ready to move beyond bottlenecks and build a high-performance team, join my Masterclass. Whether you’re in Brisbane or joining online, we’ll discuss:
• How to delegate smarter and scale effectively.
• How to develop the right systems to support growth.
• Real-world strategies for building a high-performing team that drives results.

Next Steps

If you feel stretched, stuck, or constantly fixing problems instead of growing, chances are the answer is yes.

The good news? You don’t have to stay there. You can start small with our free checklist of 100 VA tasks to discover what you could delegate right now. Or, if you want to go deeper, grab a copy of The Power of Delegation book.

Scaling is About Leadership, Not Hustling

Building a high-performance team isn’t about working harder; it’s about leading smarter. Focus on empowering your team, removing bottlenecks, and giving them the tools to succeed. That’s how you scale with confidence.

How a VA Transformed a Software & Services Business

Posted on by EVS Admin

5 Ways a Software Virtual Assistant Unlocks Success and Efficiency

If you’re in the Software and Services space, you’re probably no stranger to working in a high-alert mode. Constant pings from client issues, backlogged admin tasks, the never-ending flow of support tickets, and that long-overdue SOP system you’ve been meaning to write…

Sound familiar?

Let’s be honest, tech founders and service-driven software entrepreneurs are incredible at solving clients’ problems. But when it comes to their own internal operations? Many end up wearing too many hats, firefighting from call to call, and losing precious hours to the kind of admin and marketing tasks that should be outsourced.

So here’s the question:
If your business is built on solving technical challenges, why are you still the one handling emails, socials, and ticket triage?

That was exactly where Arnold and Jessy found themselves, until they hired Roma, a highly skilled Filipino Virtual Assistant from Empowering Virtual Solution (EVS). And the transformation started almost immediately.

Why more Software companies are turning to offshore support

In today’s fast-paced tech landscape, outsourcing is no longer a cost-saving hack, it’s a strategic move.

According to Deloitte, 76% of companies outsource IT functions to improve efficiency and scale faster (Deloitte via Prialto). And in the world of customer service, 38% of businesses are outsourcing support tasks, as reported by PWC in 2024 (MyOutDesk).

More impressively, the Philippines remains a global leader in outsourcing, with 1 million+ BPO professionals contributing to nearly 10% of the country’s GDP (Exploding Topics), and that’s exactly where EVS sources its top-tier Virtual Assistants like Roma.

From chaos to clarity: How Roma became the right hand in their Software business

Back in September 2024, Arnold and Jessy were reaching capacity. Their growing client base meant more tickets, more phone calls, more SOPs to write, and more content to push out, and their team was already stretched thin.

When they reached out to EVS, they weren’t just looking for someone to “take tasks off their plate.” They were looking for someone who could:

  • Communicate clearly and proactively
  • Handle customer support and basic tech admin
  • Take ownership of marketing and online visibility
  • Work autonomously and grow alongside the business

Enter Roma.
From day one, she brought exactly what they needed, plus a few surprises.

Months 1–3: Setting the foundation

In the first few weeks, Roma focused on building structure behind the scenes:

  • Social Media: She began managing and posting content for their BNI and business pages, something Arnold had no time to do himself.
  • SOPs & Documentation: Roma helped build and refine internal processes inside their AT Base.
  • Email & CRM: She started learning their SuperOps platform, answered basic client queries, and filtered out inbox spam to keep things tidy.
  • Content: She wrote articles that only needed light editing and helped organise their first $15 business event with the EVS Events team.

By the end of Month 1, they were already seeing engagement on their socials and had peace of mind knowing someone was keeping things moving when they were client-facing.

“Roma’s content for BNI was spot-on,” Arnold shared. “It was the first time we saw real feedback from members about our posts.”

Months 4–6: Building capability & ownership

As Roma settled into the rhythm, her responsibilities grew:

  • She began taking calls, using the company spiel to greet clients professionally.
  • She assisted with ticketing in SuperOps, freeing Arnold to focus on escalations.
  • She helped coordinate and drafted SOPs for new platforms like 3CX and Unify.
  • She learned Xero from Jessy and started supporting invoicing and financial follow-ups.
  • Arnold even set her up with a dedicated Microsoft email so she could manage support more independently.

Arnold and Jessy implemented daily 2–5 min check-ins, and everything started to flow. When internet lags appeared in Roma’s area due to nearby drilling works, she didn’t make excuses, she found a solution. She bought a backup internet connection to make sure clients were never affected. That kind of commitment? You can’t teach that.

And that wasn’t the only thing, Roma also invested in a new Mac computer to meet compatibility requirements for Arnold’s Microsoft-based system. A small move? Maybe. But to the client, it meant everything.

“We’ve gained back at least 10 hours a week,” Jessy said, “and it’s made a huge difference to how we show up for our clients.”

Months 7–9: Tech-savvy, trustworthy, and totally integrated

By the third quarter, Roma wasn’t just supporting the business, she was helping improve it.

  • She trained their clients on using internal platforms
  • She made suggestions the team loved, like the “Parking Lot” idea to store tasks that didn’t need immediate attention
  • She handled more marketing tasks
    She continued refining SOPs and knowledge base entries
  • She now responds to common emails, answers calls, and even helps onboard new customers

And what stood out most? Roma never stopped asking the right questions.

“She’s proactive, she clarifies things, and she’s always looking to learn more,” Arnold shared.
 “Even when I throw out new ideas mid-meeting, she figures out how to stay on top of the rest. She’s calm, capable, and part of the team.”

What makes this work (and why it’s different)

Too often, software businesses think they need to hire more techs to scale. But what Arnold and Jessy found was that they didn’t need another technician, they needed operational support.

That’s what Roma, and EVS, delivered.

Instead of burning out their local team with admin and marketing tasks, they hired someone who could:

  • Manage support tools like SuperOps and 3CX
  • Keep marketing running in the background
  • Organise documentation and SOPs
  • Communicate clearly and calmly with clients
  • Help the founders focus on leadership, not logistics

Final results: More time, more trust, and more team alignment

Roma’s 6-month evaluation said it all:

✅ Job Performance: 6/6
✅ Job Knowledge, Communication & Productivity: ⅚
✅ Strongest Qualities: Willingness to learn, ability to clarify tasks, attention to detail
✅ Hours Gained: 10+ per week, depending on workload

“We didn’t hire Roma because we were failing. We hired her because we were ready to scale smarter. And that’s exactly what we’re doing.“ – from their 6-month evaluation form

Want the same for your tech business?

Arnold and Jessy didn’t hire Roma because they were disorganised, they hired her because they were ready to scale smarter.

They chose Empowering Virtual Solution (EVS) because they wanted someone:

  • Trained, not transactional
  • Supported by a team, not left alone
  • Vetted and matched to their exact needs

And now, they have the time, rhythm, and support to scale without burning out.

Want a Filipino Virtual Assistant like Roma in your business?
 Let us help you reclaim your time and unlock your next level of growth.

Book a Free Game-Changer Call with EVS

Disclaimer: We use the code names “Arnold,” “Jessy,” and “Roma” to maintain client confidentiality while sharing a real story that many business owners will find relatable.

Breaking Free from the CEO Bottleneck | How to Scale Beyond the $1M Ceiling Without Burning Out

Posted on by EVS Admin

Breaking Free from the CEO Bottleneck: How to Scale Beyond the $1M Ceiling Without Burning Out

The CEO bottleneck scaling business challenge is one of the most common yet least talked about barriers to growth. Every entrepreneur dreams of scaling their business to seven figures and beyond. But there’s a hidden trap that holds many leaders back, a trap I know all too well.

It’s called the CEO bottleneck.

On the surface, hitting that $1M milestone feels like victory. The numbers look good, the team is growing, and the business appears healthy. But behind the scenes, many CEOs are overworked, overwhelmed, and secretly wondering why growth has stalled.

I know this story because it was mine.

My First Business: $1.5M Success That Felt Like Failure

In my previous business, I scaled quickly to $1.5 million in just three and a half years. On paper, that looked like success.

But the reality was very different.

I micromanaged my team. I fixed problems instead of teaching others how to solve them. I buried myself in operations and approvals. Growth hit a ceiling. No matter how hard we worked, the business was stuck at that $1.5M plateau for years.

The truth? I was the bottleneck.

I had built a team, but I hadn’t built trust. I had systems, but they revolved around me. Every decision, every approval, every solution had to flow through my desk. It was exhausting.

The Turning Point: Learning to Let Go

Fast forward to today. In just three years, my new business has already surpassed $2 million and continues to grow.

The difference isn’t luck. It isn’t timing. It isn’t even the industry.

The difference is that I finally learned to let go.

I learned that a CEO’s role is not to run the business day-to-day, but to build the team, systems, and strategy that allow the business to run without them.

When I embraced that shift, everything changed.

From Wearing All the Hats to Building a True Team

In the beginning, every founder wears all the hats. We’re the marketer, the salesperson, the admin, the customer service rep, everything.

Eventually, as the business grows, we hire versatile generalists who can juggle multiple roles just like we once did.

That works for a while. But here’s the mistake I made in my first business: I expected those generalists to become specialists while still asking them to juggle too many tasks.

It was impossible for them to excel. They were spread thin, constantly shifting focus, and unable to build mastery in any one area.

This time, I built differently:

  • I hire specialists, people who own one role and thrive in it.
  • When I do hire generalists, I train and transition them into specialist roles they love.
  • I make sure each person has space to grow deep, not just wide.

Because true expertise requires focus, experience, and trial-and-error. You can’t specialise while juggling ten jobs at once. This is one of the biggest lessons I share when coaching leaders who want to overcome the CEO bottleneck scaling business challenge.

CEO bottleneck

The Path to Scalable Growth

Tony Robbins once said:

“The path to success is to take massive, determined action on the things that matter most.”

For business owners, that doesn’t mean doing everything. It means focusing on the high-value actions only you can do as CEO.

Here’s the path I follow and the same one I teach my clients:

  1. Identify the Bottlenecks
  • Where are approvals slowing things down?
  • Which tasks keep landing back on your desk?
  • Where is the team unclear about decision-making?
  1. Delegate Systematically
  • Stop micromanaging.
  • Define ownership clearly.
  • Give your team the confidence (and permission) to decide without you.
  1. Build Scalable Systems
  • Create SOPs and workflows.
  • Document processes so they live beyond you.
  • Empower your team with tools, not just tasks.
  1. Empower Specialists, Not Overloaded Generalists
  • Give people a lane to run in.
  • Build mastery and depth of skill.
  • Reward autonomy and results, not busyness.
  1. Lead With Strategy
  • Spend your time on growth, vision, and leadership.
  • Step out of the weeds so you can steer the ship.

One of my clients put it best:

“Francesca’s strategy helped me identify exactly where my team was stuck and how I could scale without burning out. The masterclass was a game changer.”

Case Study: Scaling with Confidence

One of our clients, a Gold Coast-based property firm, came to us completely overwhelmed. The CEO was approving every single decision, from invoices to emails, and couldn’t step away without the business stalling.

Within 60 days of working with us, they reduced CEO approvals by 80%. Their trained Filipino Virtual Assistant stepped up to manage operations, while their leadership team gained the confidence to own decisions.

The result? The CEO now spends Fridays on strategy and innovation, and recently took a three-week holiday for the first time in four years.

That’s the power of breaking free from the CEO bottleneck scaling business mindset.

The Real Cost of Doing It Wrong

Still unsure? Consider this:

A 2024 survey showed that 63% of 7-figure CEOs still approve most team decisions, costing them more than 10 hours per week. That’s 520 hours a year lost on tasks a VA should handle.

Now think about the opportunity cost:

  • How many new clients could you close in 520 hours?

  • How many strategies could you launch?

  • How much freedom could you gain if your time was leveraged better?

This is why hiring smarter VAs with the right support system isn’t optional, it’s essential.

Why Filipino Virtual Assistants Are a Game Changer

At Empowering Virtual Solutions (EVS), we believe scaling isn’t just about hiring help—it’s about building capacity and confidence across your team.

That’s why we work with highly trained Filipino Virtual Assistants who aren’t just task-doers, but proactive partners in your growth.

Filipino VAs bring:

  • Loyalty and long-term commitment.
  • Strong English communication and cultural adaptability.
  • A values-driven work ethic that aligns with sustainable growth.

Our role is to mentor, train, and match them to your exact needs, so you don’t just hire support, you build a scalable team.

If you want to explore the ways EVS can help you, check out our tailored packages.

Are You the Bottleneck in Your Business?

If you feel stretched, stuck, or constantly fixing problems instead of growing, chances are the answer is yes.

The good news? You don’t have to stay there. You can start small with our free checklist of 100 VA tasks to discover what you could delegate right now. Or, if you want to go deeper, grab a copy of The Power of Delegation book.

Breaking the Bottleneck: Join Our Live Masterclass

That’s why I’m hosting a live masterclass in Brisbane designed specifically for seven-figure CEOs.

In this intimate, practical workshop, you’ll walk through the Seven-Figure Playbook, the exact framework I used to scale beyond $2M without sacrificing my time, health, or sanity.

You’ll walk away with tools to:

  • Free up your time.
  • Empower your team.
  • Scale smarter without burning out.

Seats are limited to just 30 people, and based on past events, this will sell out fast.

👉 If you’re ready to stop being the bottleneck and start being the visionary leader your business needs, book a call with us today or secure your spot at the upcoming masterclass.

Scaling past seven figures isn’t about working harder. It’s about working smarter, by letting go of control, empowering your team, and focusing on the CEO-level tasks that truly drive growth.

The CEO bottleneck scaling business problem doesn’t have to define your company. You can break free. And when you do, you’ll not only scale your business, you’ll reclaim your time, your energy, and your freedom.

From Admin Overload to More Bookings: How UR Protection Services Regained Time and Focus

Posted on by EVS Admin

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.

If you’re ready to stop drowning in admin and start growing, book a call with EVS today and let’s find your match.