You know that moment when you realise you're the one breaking your own rule? Sometimes, the most powerful thing we can do as leaders is to slow down, zoom out and make decisions that keep us aligned - even when it feels uncomfortable.
"Doing less doesn't mean lowering your standards - it means raising your focus."
In this episode, I share a personal realisation – that I was spreading myself far too thin. After reviewing Q4 plans, I recognised I wasn't following my own advice about sustainable growth. That is why The Visionary VA Podcast will shift from weekly to fortnightly episodes - not to do less for the sake of it, but to do less, better.
Growth doesn’t always mean more e.g. more output, more hours, more "showing up". Instead, real, sustainable growth often looks like subtraction, not addition. It's about giving yourself permission to pause, simplify and focus on what really matters. Because if everything's a priority… nothing is.
Key takeaways:
Take the advice you dish out to clients ALL the time. Real growth, sustainable growth, often looks like subtraction, not addition. Don't be afraid to make a change when something isn't working at the level you want it to.
Grab a notebook and create three columns. One column for things that energise you and move you forward). Another column for the stuff that drains you or no longer fits where you're heading. The last column is for the things that still matter, but don't have to be done by you. You'll be surprised how much clarity this simple exercise brings.
As business owners, we can fall into the trap of overcommitting - saying yes to everything and everyone. But you don't scale by doing more; you scale by doing better. Sometimes, something has to give, and you need a way to figure out what that is.
If you're listening to this and thinking, "yeah, I'm definitely doing too much," this is your nudge. Take your own advice. Review, refine, and be brave enough to adjust course. Doing less doesn't mean lowering your standards - it means raising your focus. Here's to doing less, better - and to creating more space for the kind of growth that actually feels good.
Check out the episode #17 where I talk about recognising overwhelm and stopping the spiral 👉 Listen here
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
What started out as a slightly terrifying idea has turned into one of the most rewarding things I've done so far. This week, we're celebrating a whole year of The Visionary VA Podcast, and I'm revisiting conversations from incredible guests who've shifted my perspective on leadership, resilience, and what it really takes to build a thriving VA business.
"You don't have to feel ready to start, you just have to start."
It's been a year since I hit record on episode one, and what a journey it's been. In this special anniversary episode, I'm reflecting on 12 months of honest conversations about what it's actually like to grow a VA business and build a team. Not the polished version, but the messy, human, sometimes magical reality of running a business that's built around freedom, purpose, and possibility.
I'm revisiting some of my favourite interviews from the past year, pulling out key learnings from brilliant guests like Kathy Soulsby, Emma Mills, Sarah Dodsley, and Robin Waite. We're talking about the importance of resilience, getting your rates right, understanding your numbers, embracing the loneliness of leadership, and what it really means to build a fearless business.
This podcast has taught me so much. Not just about podcasting, but about communication, connection, and consistency. Showing up every week, recording, promoting, and juggling it all alongside client work, mentoring, and family life, it's no small thing. But it's also one of the things of which I'm most proud.
Whether you've listened since episode one, or this is your very first time tuning in, your support means the world. Here's to another year of growth, connection, and courage.
Key takeaways:
If you've been sitting on an idea (whether it's a podcast, a new service, or just a new direction for your business) take this as your sign to start. Don't wait until it's perfect. Growth takes courage, and progress always comes with a bit of discomfort. Everyone's path looks different, so create a version that fits you.
Interviews mentioned in this podcast:
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
The version of you that started this business isn't the same one leading it today. If you've been feeling that inner voice saying "something needs to change" but don't know how to move forward, this episode is your permission slip.
"Every time I've evolved, it's created space. Space for the next stage of growth. And often, what feels like an ending is actually the start of something better aligned."
This episode of The Visionary VA Podcast is all about reflection. I am talking about giving yourself permission to evolve. Our lives change such as family responsibilities, caring duties, health issues, financial challenges, and as business owners and leaders, we change too.
But sometimes we keep holding onto old versions of ourselves or old ways of doing business because letting go feels uncomfortable. Discover how to recognise when you've outgrown a version of yourself or your business, why we resist change, and how to move into your next chapter. Learn the signs that you're ready for evolution and get a simple three-step framework to bridge the gap between where you are and where you want to be.
Key takeaways:
Give yourself that permission slip today to evolve and grow. You've worked hard to get here, but you don't have to stay here out of obligation. The next version of you? She's already waiting and she's even more capable, confident, and aligned than you can imagine.
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
Why do so many virtual assistants (VAs), even those who are brilliant at what they do, hide behind their clients' businesses rather than confidently stepping into the spotlight? If you can show up fearlessly for your clients but freeze when it comes to showing up for yourself, this episode is for you.
"Visibility isn't vanity. It's leadership."
In this episode of The Visionary VA Podcast, I tackle the fear of visibility, something that comes up repeatedly in mentoring sessions and inside the VIVA community.
Discover why so many VAs struggle to showcase their skills publicly, even when they're incredible at what they do. I share examples of visibility and teach you how to reframe from performance to connection, understand why being seen is essential for growing your VA business (especially into an agency), and get practical strategies for creating business visibility without feeling salesy or performative.
Professional visibility is not showing off, it's about showing up as the leader you are and building trust by being real.
Key takeaways:
This week, take one visible action for you. Not for a client. Not for your team. For you. Maybe it's sharing a post that feels a little uncomfortable, introducing yourself properly on LinkedIn, or hitting "record" on that first video. Remember: you don't build trust by hiding. You build it by showing up.
Sometimes you just need a 6.8 earthquake to wake you up and give you that push. Well, that was the case for award-winning Hayley Hudson, which was the start of her business journey, resulting in running a successful international business and virtual assistant community.
“ It took a 6.8 earthquake at the end of 2019. It just woke me up a bit to go, what am I doing? Where am I? We'd gone through life really as we do, and I think there was a lot of stuff that happened in previous years that it just made me realise, what am I doing and where do I wanna go from here?”
This week on The Visionary VA Podcast, I sit down with Hayley Hudson, founder of Hudson Admin Support and The VA Lounge, a community for virtual assistance. Known for her down-to-earth approach, love of tech, and big heart for small businesses, Hayley helps VAs simplify systems embrace essential software.
She shares her journey from first taking the leap into becoming a freelance virtual assistant, to running and managing a team for her international business, almost 6 years down the line. She shares advice for those considering expanding their VA business by building a team, and how important support groups and communities are for virtual assistants – which is one of the reasons she set up The VA Lounge.
Key takeaways:
What’s the one thing you can do today that will help you to build the life you really want to lead. What will be your earthquake moment? Whether that’s developing your virtual assistant skills, joining a group or community, or allowing yourself to take time off – clients really don't mind if you give them enough notice.
About Hayley:
Hayley Hudson is the founder of Hudson Admin Support and The VA Lounge, a community for virtual assistants. Known for her down-to-earth approach, love of tech, and big heart for small businesses, Hayley helps VAs simplify systems, embrace essential software, and build successful businesses that align with their values. She believes tech doesn’t have to be terrifying - and she’s on a mission to make it feel fun, doable, and profitable. When she’s not hosting Coffee Club or testing the latest tools, you’ll find her cheering on VAs, simplifying chaos, and keeping business real and relatable.
Where to find Hayley:
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
Building self-belief and confidence is crucial. If you’ve ever found yourself doubting your abilities or questioning if you can take the next step, this episode is for you. Remember, growth doesn’t happen at times of doubt. It happens when you back yourself anyway.
“Self-belief isn’t optional. Confidence will fuel your growth.”
In this episode of the Visionary VA Podcast, I share why confidence has been the single biggest factor in building and growing my business, even when the odds were stacked against me.
From launching with a toddler and a baby at home to leading a team years later, I wouldn’t have been able to do it without self-belief and motivating myself to take the next step. I talk about why confidence matters for VA leaders, how it shapes your client relationships, and the everyday ways you can strengthen it (much like a muscle).
The truth is you don’t have to feel ready; you just have to decide to back yourself.
Key takeaways:
Write down three things from the past year you’re proud of. Store that list somewhere safe, and when doubt creeps in, remind yourself: you’ve already done hard things. You can do the next one, too.
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
Are you tired of feeling like you’re always behind? Like every scroll on LinkedIn or Instagram is a reminder of what you haven’t achieved yet? You’re not alone and this episode is here to help you break free from the comparison trap once and for all and still build your virtual assistant business.
“Comparison is rarely the truth it’s just a snapshot, not the full picture.”
In this episode of the Visionary VA Podcast, we’re diving deep into the comparison trap that so many virtual assistants fall into. From shiny Instagram milestones to LinkedIn highlight reels, it’s all too easy to measure yourself against someone else’s version of success. But here’s the truth: your business journey is your own, and comparison will take you off course and only slow you down.
We’ll talk about why comparison is so common in the VA world, how to reframe it into something useful, and most importantly, how to stay in your own lane. Because building and growing a virtual assistant business isn’t about racing others, it’s about creating something that works for you.
Key takeaways:
Next time you feel yourself slipping into comparison mode, pause. Remember their journey is theirs and your journey is yours. You’re not behind, you’re not failing, you’re building a business that’s yours and more importantly on your terms.
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
If you’ve ever wondered how to tell the difference between a “good enough” associate and a true superstar - this episode is going to give you the signs to look out for (and how to keep them once you’ve found them).
“A superstar associate doesn’t just tick tasks off a list. They think ahead, take ownership, and become a powerhouse for your business.”
In this episode of the Visionary VA Podcast, we’re talking about spotting superstar associates early and (more crucially) why it’s not just luck. From proactive communication to cultural fit, I share the patterns you’ll notice in the first few weeks that show you someone has the potential to become more than just support. They can be a long-term partner in your business.
Plus, I dive into what you need to do as an agency owner to nurture and keep these high-performers, while avoiding the common mistakes that make them slip through your fingers.
Key takeaways:
Take a look at your team today. Ask yourself, who’s showing those early signs of being a superstar? Recognise them, support them, and create the environment where they can thrive. That’s how you build the dream team your business deserves.
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
Are your clients truly the right fit for your business, or are they quietly draining your energy and holding you back?
“Scaling your VA business is as much about who you say no to as who you say yes to.”
In this episode of the Visionary VA Podcast, we dive into the art of auditing your clients. As your business grows, not every client will remain the right fit, and that’s okay. We explore why regular client reviews matter, the red flags to look out for, and how to decide whether to reset, retain, or release. Think of it as spring cleaning for your client list: clearing out the misaligned relationships to make room for clients who are a better fit.
Key takeaways:
Set aside an hour this week to run a quick audit of your client list. Ask yourself, who lights me up and who drains me? Who do I need a reset conversation with?
Always remember: your business, your rules.
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
September has that new year energy. The routines return, the slate feels wiped clean, and we’ve got one final push before the year wraps up. The question is: how do you use these last four months intentionally, so you don’t come to the end of December wondering where the time went?
“Mindset is everything. If you go into autumn thinking it’s already too late to achieve anything, guess what? That’ll become true.”
In this episode of The Visionary VA Podcast, we’re diving into year-end business planning and how to finish the year strong in your virtual assistant business.
September is the perfect time to reset and refocus. Why? It’s a natural checkpoint in your business planning for Q4. You’ll hear how to reset your mindset, create a virtual assistant business plan that works for you, and stay consistent with sales and business development.
If you’ve been wondering how to prep your business for Q4, this episode will help you get clear, intentional, and motivated to create real virtual assistant business growth before the year is out.
Key takeaways:
Visualise the week before Christmas. What do you want to feel proud of? Use that picture to shape your year-end business planning and make sure your business plan supports you in finishing the year strong, without burning out.
Resources:
Hiring Associates free guide
Free monthly metrics tracker download
Money can feel like a tricky subject, but if you want to build a thriving Virtal Assistant agency, you’ve got to get comfortable with your numbers. In this episode, we’re exploring the reality of virtual assistant pricing, paying associates fairly, and making sure you still come out profitable.
“If you can’t afford to pay an associate £25 per hour, it’s not because they’re too expensive. It’s because you’re not charging your clients enough.”
In this episode of the Visionary VA Podcast, Holly talks openly about one of the biggest challenges agency owners face: setting your virtual assistant pricing structure in a way that’s fair, profitable, and sustainable. From understanding industry-standard virtual assistant rates per hour UK, to avoiding common mistakes that drain your margins, Holly gives you all the practical strategies you need.
You’ll hear exactly how to work out your numbers, how much virtual assistants charge on average, and why paying fairly is the only way to keep great associates on your team. By the end, you’ll have a clear framework for pricing, paying, and building a VA agency that works for everyone.
Key takeaways:
Audit your current virtual assistant pricing structure this week. Ask yourself: Am I charging enough? Am I paying fairly? Am I building in the profit I need to keep growing? Small changes now will create a business that’s profitable, fair and sustainable.
Resources:
Episode 16: Pricing, Scaling and Thinking Bigger with Robin Waite
Hiring Associates free guide
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Marketing doesn’t have to feel fake, forced or awkward. When it feels aligned and authentic, it becomes easier and therefore much more effective.
“Marketing isn’t about you. It’s about the people you’re trying to help.”
In this episode of the Visionary VA Podcast, we’re tackling something that makes many virtual assistants squirm: marketing yourself.
Most VAs didn’t start their businesses because they love marketing, we started because we’re brilliant at supporting others, organising and getting things done behind the scenes. But the reality is, if you want a successful business, you need to put yourself out there.
This episode will help you to find a marketing approach that actually feels good. From choosing channels that fit your natural style, to leaning into storytelling, to focusing on connection rather than perfection, this is your permission slip to stop copying someone else’s playbook and start showing up in a way that feels authentic to you.
Key takeaways:
Choose one piece of content, whether that’s a post, reel, blog, or video and share it in your natural voice this week. The more you practice marketing that feels good, the more your ideal clients will feel like they know, like and trust you.
Resources:
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download
Sometimes the best thing you can do for your business is saddle up and ride away from it for a while.
"You don’t ‘find’ time for a hobby, you create it. And the return on investment is far bigger than you think."
In this episode, I share why getting back into horse riding after 15 years has been one of the best decisions I’ve ever made, not just for me, but for my business too.
From gaining perspective and confidence, to having an outlet that’s completely separate from my role as a business owner and mum, riding has transformed how I lead, how I work, and how I show up in life.
You’ll hear the lessons horse riding have taught me about patience, balance, and showing up, and why making space for something you love might be the most strategic move you make this year.
Takeaways:
This week, think about something you used to love doing and take one step towards bringing it back into your life. Nurture yourself first, and watch your business thrive as a result.
Resources:
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download
You finally hired help… so why does it feel harder?
“Your associate’s job isn’t to be you, it’s to deliver the result you’ve outlined.”
In this episode, Holly dives into the challenges of hiring, especially when bringing on help doesn’t feel like the relief you hoped it would. If you've ever had that "what have I done?" moment after onboarding your first associate, you're not alone.
From team tension to client complaints, Holly explores why hiring isn’t always the magical fix we imagine and more importantly, what to do when it feels like it’s making things worse, not better.
If you’re stuck managing instead of leading, frustrated that things aren't being done “your way”, or unsure whether your team is really serving your business, this episode is for you. It will help you to hit pause, reflect honestly, and move forward with clarity and confidence.
Key takeaways
Hiring is never perfect from the get-go and that doesn’t mean you’ve failed. Take a breath, check your systems, revisit your expectations, and keep going. Leadership is a skill, and you’re learning it every day. You’ve got this.
Resources:
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download
Feeling less overwhelmed isn’t about doing more but planning better. Find out exactly how I plan my week as a VA agency owner and how you can too.
“Planning is leadership. It’s how you ensure you are spending your time on the right things, not just the loudest things.”
From juggling client calls and content creation to team check-ins and business development, this is the real-life planning approach that helps me stay (mostly!) sane and intentional with my time.
You’ll hear how I theme my days, the tools I use, and why weekly planning isn’t about perfection but about creating clarity. Whether you're a solo VA or running a growing team, this episode will help you take back control of your calendar.
Key takeaways:
Forget the endless to-do list. Focus on just three things that will move your business forward and then plan your week around them.
From VP Mondays to ViVA Fridays, assigning themes helps batch tasks and protect your brainpower for what matters.
Block time for deep work, honour personal commitments, and outsource the admin. Your calendar should reflect your role, not just your inbox.
Take 30 minutes this week to get your plan out of your head and into a system, a notebook, ClickUp, Google Calendar, whatever works. Know your top 3 priorities, structure your week around them, and create space for what really matters.
You’ve got this.
Resources:
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download
Celebrating my 7th business anniversary and I’m laying it all on the table. The highs, the lows, and the lessons I really wish I’d learned sooner. If you’re building or running a virtual assistant business, this one’s for you. I am hoping that opening up, shows the importance of reflection in business and leadership.
“I stretched myself and quite frankly nearly broke myself from trying to do ALL the things in the early days.”
This is a special episode as I’m celebrating Virtually Priceless and 7 years in business! It’s been a journey, from launching as a solo VA with two little ones at home, to growing a thriving team and building a business that brings me freedom and joy.
But it hasn’t all been smooth sailing. I’m opening up about what I’d do differently if I had the chance, including delegating sooner, charging my worth, and setting firmer boundaries. Whether you're just starting your VA journey or a few years in, this episode is packed with raw reflections and practical wisdom from seven years of doing the work.
If you’ve ever wondered how to build a successful virtual assistant business or questioned whether you’re doing it "right" this is your reminder that it’s OK to evolve.
Key takeaways:
Ask yourself: “What do I want my story to be in 7 years’ time?” Start today with the decisions your future self will thank you for because building a successful virtual assistant business that gives you freedom is possible.
Resources:
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download
What happens when a corporate PA with a side hustle becomes the leader of a 30+ VA team? In this episode, Kathy Soulsby shares how she built her business from a single client to supporting global consultancies, all while hosting a podcast, writing two books, and navigating the realities of managing people.
"I realised I didn’t want to go back into a job. I wanted to keep this thing going... and then I started building a team."
This week, the brilliant Kathy Soulsby is on the podcast, a VA agency founder, author, and host of the Productivity Nerd podcast. We talk about her leap from working in hospitality and as a PA to becoming a fully booked VA, and eventually building a thriving team of freelancers. Kathy opens up about the challenges of managing a team, supporting big clients, and letting go of her own to-do list. From imposter syndrome to procurement nightmares, this is a real and refreshing take on the messy middle of business growth.
Whether you’re thinking about outsourcing, building a team, or just want to hear what it’s really like behind the scenes of a VA agency, this episode is full of practical insights, honesty, and a few productivity confessions too.
Key takeaways:
If you’re sitting on the fence about getting support or scaling up, ask yourself: what’s stopping you? You don’t need to have it all figured out, just start with one person, one task. Your future team (and future self) will thank you.
About Kathy:
Kathy set up Personally Virtual in 2014 providing high-level freelance EA support to B2B businesses. This is now a team of 30 plus VAs supporting 1-man bands right up to some household names.
Kathy has also authored two books about the VA industry (Virtually Painless about going from PA to VA and Outsource Everything but Your Brilliance) and has a productivity podcast called Productivity Nerd.
When she's not working, she can be found in a field with dogs, or, her latest hobby, managing a hive of bees.
Where to find Kathy:
How To Work With A Virtual Assistant: Outsourcing Everything But Your Brilliance book
Resources:
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download
Saying no can make your stomach twist, but it’s also one of the most powerful things you can do as a VA business owner. If you’ve ever found yourself saying yes when you really wanted to say no, this episode is for you.
"Saying no doesn’t make you difficult. It makes you discerning. And that is a superpower in business."
In this episode of the podcast, we’re diving into something that doesn’t always come naturally in the service space: saying no. From red-flag clients and scope creep to overcapacity and opportunity mismatch, we unpack the common situations where it’s essential to set clear boundaries.
This isn’t just about avoiding burnout. It’s about leadership, clarity, and confidence. Because when you learn how to say no in the right way, you create more space for aligned opportunities, better clients, and a more effective business.
We’ll also explore how to say no professionally and respectfully, with a few phrases you can keep in your back pocket for the next time you’re faced with a tricky client.
Key takeaways:
Saying yes to everything leads to overwork, resentment, and muddy boundaries. If it doesn’t feel right, listen to your gut.
Saying no builds trust with yourself, your team, and your clients. It shows you’re operating from a place of vision, values, and intention.
Remember that no is a complete sentence. Use simple, clear language that respects your capacity and maintains your professionalism. No need to over-explain.
This week, try a “yes/no” audit. Look at your calendar, inbox, team, and current offers. Where are you saying “yes” when you really mean “no”? And what might shift if you had the courage to change that?
Because saying no isn’t selfish, it’s strategic. It’s a leadership skill. And it’s one of the most important muscles you can build in business.
Resources:
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download
Delegation is more than just giving jobs away - it’s a leadership skill. Many VA leaders want to develop this skill, but where do you actually start?
"You’re not giving things away - you’re creating space. Space to grow, space to breathe, space to do the work you’re really here to do."
In this episode, we’re tackling one of the most common questions asked within VA communities: how do you start delegation, and what should I give away first?
If the idea of letting go makes you feel uneasy, you’re not alone. We dig into why delegation feels so hard, how to shift your mindset from control to trust, and (most importantly) what to start with when bringing in help, whether you’re hiring an associate or bringing on a VA to support your internal admin.
You’ll learn that delegation doesn’t have to be all or nothing. Whether you’re handing over client tasks or starting with admin jobs that are low risk, this episode walks you through how to begin with clarity and confidence.
Key Takeaways:
Look at your to-do list and pick one task that doesn’t need your brain, just someone’s time. Outline what it would take to hand it over or even better, build a process.
Remember: scaling starts with one brave step. Delegation is a muscle. Use it, and it gets stronger.
Resources:
Check out 'From Solo to CEO' podcast episode
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download
Sometimes you have to be the fairy godmother with a laptop and build a business that frees others and yourself. If you’ve ever wondered how to go from solo Virtual Assistant to running a thriving VA team, this episode is your behind-the-scenes peek at what it really takes.
This week, we’re chatting to the lovely Mel Maw, founder of The Lifestyle VA, who went from supporting high-flying execs and celebrities in London and New York to building her own lifestyle VA agency that gives ambitious families their time back.
Mel shares what led her to make the leap, how she’s grown an external team of super-efficient Virtual Assistants contractors, and why her “Hire a VA for the Day” offer is the magic wand so many clients never knew they needed. We talk building teams, letting go of client work, what she’d do differently, and the surprising freedom that comes from not doing it all.
If you’re growing your own virtual assistant business or thinking about building a VA team, you’re going to love this one.
Key Takeaways:
Whether you’re just starting your virtual assistant career or you’re wondering how to grow your VA business, Mel’s story is proof that you can scale in a way that feels aligned, joyful and purpose-driven. Ask yourself: What’s one thing I can hand off this week to move closer to the business I actually want?
About Mel Maw:
After years supporting London and New York's biggest CEOs, celebrities, and Ultra High Net Worth clients, Mel launched The Lifestyle VA seven years ago.
Now she leads a growing team of super-efficient Virtual Assistants who act like fairy godmothers with laptops—handling everything from business admin, tech and systems to family logistics.
Their mission? Give ambitious working families their precious time back so they can build stellar careers AND create those magical core memories with their loved ones, minus the admin overwhelm.
Where to find Mel Maw:
Resources:
Check out 'From Solo to CEO' podcast episode
Get our free mini course on Creating Solid Business Foundations
Hiring Associates free guide
Free monthly metrics tracker download