4 Ways You're Making Your Virtual Assistant Business Harder Than It Needs to Be

---

Building a Virtual Assistant business should be exciting, not exhausting. But let’s be honest: So many aspiring VAs find themselves stuck in a cycle of undercharging, overworking, and wondering if they're cut out for this business at all. 

After spending over a decade in the VA industry and interviewing thousands of virtual assistants, I've noticed some patterns that keep popping up—patterns that are holding talented women back from creating the freedom-based business they're dreaming about.

Here's the thing: The Virtual Assistant industry has changed dramatically, and those old-school VA business strategies you've been researching? They're outdated and, frankly, setting you up for failure. 

Starting a Virtual Assistant business is exciting, but many new VAs unknowingly create obstacles for themselves. After spending over a decade in the VA industry and interviewing thousands of virtual assistants, I've noticed some common patterns that hold people back from creating the freedom-based business they dream about.

In my experience, there are 4 key mistakes that tend to slow new Virtual Assistants down as they build their VA businesses:

• Operating without clear boundaries (and wondering why clients don't respect their time), 

• Undercharging because they think they're "new" (despite having years of valuable experience), 

• Waiting for everything to be perfect before launching (spoiler: perfection is a myth), and 

• Looking for clients in all the wrong places (hint: it's time to ditch those Facebook groups).

Whether you're just starting your VA journey or you've been at it for a while but aren't seeing the results you want, these insights are going to be a game-changer. Let's dive into these key mistakes and, more importantly, how to fix them so you can start seeing real progress.

Mistake #1: Not Setting Clear Boundaries with Clients

When you're just starting your VA business, it's tempting to be the "yes" person. You want to prove yourself, so you answer messages at midnight, take calls on weekends, and accept every request that comes your way. 

Trust me, I get it—but this is a recipe for burnout.

The truth is, not setting boundaries is like giving away the keys to your freedom before you even start. Without clear boundaries, you'll find yourself:

• Answering messages at all hours.

• Taking on tasks outside the scope of work you agreed to.

• Being available 24/7.

• Feeling overwhelmed and resentful.

• Struggling to grow your business.

Here's what you need to do instead:

• Write down your non-negotiable boundaries.

• Include working hours in your contract.

• Specify communication channels (HINT: your personal phone number should not be one of them).

• Clearly outline response times.

• Over-communicate these boundaries from day one.

Let’s dig a little deeper into each point.

1. Write down your non-negotiable boundaries.

Start by sitting down and mapping out your ideal work life. When will you start and end your workday? What days will you take off? What tasks are absolutely off-limits? 

For example, you might decide that you won't work weekends, won't take on graphic design projects in Canva even if you’re asked, and won't be available before 9 AM or after 5 PM your local time. Write these down and keep them somewhere visible as a reminder to yourself.

2. Include working hours in your contract.

Your contract should explicitly state your working hours and time zone. For instance: "Business hours are Monday through Thursday, 9:00 AM to 5:00 PM Eastern Time. Meetings and regular work will only be conducted during these hours unless otherwise agreed upon in writing." 

Make this a standard section in your contract template—don't leave it up for negotiation with each new client.

3. Specify communication channels.

Choose 1-2 primary communication tools and stick to them. I recommend using either Slack or a project management tool like ClickUp or Asana for day-to-day communication, and scheduling Zoom calls for weekly check-ins or important discussions. 

Make it clear that you don't give out your personal phone number and won't be available for text messages or WhatsApp. This helps maintain professional boundaries and keeps all your client communication in one place.

PRO TIP: I do recommend checking in with a face-to-face or voice-call meeting every week to touch base about how things are going. But don’t treat these calls as just “reporting sessions.” Let your client know how you’re actively thinking about how you can make their business better and share ideas you have.

4. Clearly outline response times.

Set realistic expectations for how quickly clients can expect to hear back from you. You might say something like, "I respond to all messages within 24 business hours. Please note that messages received outside of business hours will be responded to the next business day."

You can decide if and how you want to handle things your client feels are “urgent.” Be clear about what you also would consider “urgent” and how they should communicate those issues with you. All of this prevents clients from expecting instant responses and helps you manage your time effectively.

5. Over-communicate your boundaries from day one.

Don't just mention your boundaries once and hope clients remember them. Include them in your welcome packet, review them during your onboarding call, add them to your email signature, and gently remind clients when needed. 

For example, if a client messages you on Friday evening, you might reply Monday morning: 

"Hi [Name]I hope you had a great weekend. As a reminder, I'm back online Monday-Thursday and am happy to help you with this now." 

Being consistent with your boundaries shows clients you're professional and serious about your business structure.

Remember, setting boundaries isn't about being difficult or inflexible—it's about creating a sustainable business that serves both you and your clients well. 

You can’t get mad at a client for overstepping your boundaries when you haven’t communicated those boundaries or held firm to them. When you have clear boundaries, you're actually able to show up better for your clients because you're not burned out or resentful.

Mistake #2: Starting with Low Rates Because You're "New"

This is probably the biggest mindset shift you need to make in your VA business journey: Just because you're new to being a Virtual Assistant doesn't mean you're new to the skills you're offering.

Think about it: When you start with low rates, you're telling potential clients that your services aren't valuable. Even worse, you're attracting clients who are looking for the cheapest option rather than the best service.

It's not your job to make yourself affordable. It's your job to find your dream clients that are going to appreciate you and pay you what you're worth.

Here’s a real-world example to put this into perspective: If you spent 5 years managing projects in a corporate setting, that experience doesn't disappear just because you're now offering project management services as a VA. Those skills are valuable, and you should price them that way.

Mistake #3: Waiting for Everything to Be Perfect

If you’re new around here, here’s a fun fact about me that might surprise you: I built a $140,000-a-year Virtual Assistant business with zero online presence whatsoever. I didn't even update my LinkedIn!

So many aspiring VAs get stuck in the preparation phase, thinking they need a perfect website, pofessional branding, an active social media presence, the perfect logo, or to have their business registered. 

Your potential clients don’t actually care about any of those things. What they do care about? Whether or not you solve their problems and help them grow their business.

That's it. They're not sitting there analyzing your website design or checking if your Instagram feed is perfectly curated. They want results, and you can deliver those without all the fancy business “illusions.”

Mistake #4: Relying Solely on Facebook Groups for Clients

If you're spending hours in Facebook groups hoping to land your dream clients, I have news for you: Your ideal clients aren't hanging out there. While you might find some clients in these groups, they're typically not the ones who will value your services and pay premium rates.

Instead, try these client-finding strategies.

1. Leverage LinkedIn to connect with professionals in your preferred industries.

LinkedIn is a goldmine for connecting with potential clients, but don't just send cold connection requests. Start by optimizing your profile to highlight your VA services, then engage meaningfully with potential clients' content. Comment on their posts, share relevant insights, and when you do connect, focus on building a relationship first. 

Look for people posting about being overwhelmed or needing support—these are perfect opportunities to naturally start a conversation about how you could help.

2. Tap into your existing network, like past colleagues and family connections.

You might be surprised how many people in your current network either need a VA or know someone who does. Reach out to former colleagues and let them know about your new business venture. 

Send a personal email explaining the types of services you offer and ask if they know anyone who might benefit from your support. Your existing connections already know your work ethic and professionalism, making them perfect advocates for your services.

3. Research and reach out to businesses you'd love to work with.

Make a list of 20 businesses that excite you—ones where you genuinely connect with their mission or industry. Study their online presence, identify areas where you could add value, and craft personalized outreach messages. 

For example, if you notice they're not consistently posting on social media or their email marketing is sporadic, these are perfect opportunities to offer your support. Remember to focus on the specific value you can bring to their business.

4. Build relationships on platforms where your ideal clients actually spend time.

Think about where your dream clients hang out online. Maybe LinkedIn isn’t where your ideal clients spend most of their time online. Are they on Instagram sharing behind-the-scenes glimpses of their business? Are they writing thoughtful posts on Medium? 

Show up consistently on these platforms, engage with their content, and share valuable insights of your own. This isn't about making a quick pitch. It's about becoming a recognized member of their community and establishing yourself as a knowledgeable professional in your space.

5. Connect with local businesses that need virtual support.

Even though you're offering VA services, don't overlook businesses in your local area. Many local business owners prefer working with someone in their community, even if you’re technically working remotely. 

Join your local chamber of commerce, attend networking events, and connect with local business groups on social media. You can offer the perfect blend of local connection with virtual convenience, setting yourself apart from out-of-town or even overseas VA services.

Remember, the key to all these strategies is building genuine relationships first rather than jumping straight into selling your services. Focus on how you can add value and solve problems for these potential clients, and the business relationships will develop naturally.

There is a whole world of clients that are waiting for you. They are waiting to find you—someone who actually brings value to their business and cares about their business just as much as they do.

Get Ready to Transform Your VA Business

Making changes to bypass the 4 main mistakes might seem simple, but they can dramatically impact your success as a Virtual Assistant. Stop making things harder than they need to be and start building the freedom-based business you deserve.

Want more weekly trainings like this delivered straight to your inbox? Sign up for the VA Vortex and learn how to start and grow your Virtual Assistant business the right way.