The Visionary VA Podcast

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:

• First, sort out the practical and physical stuff and then go out and tell people. Connect and network with others as you never know where you’ll pick up work.

• Invest in the support and people that will help grow your business. There’s always tasks you can delegate that allow you to focus on growing and building your VA business.

• Join groups and communities where you can meet and connect with other virtual assistants. With The VA Lounge, you can meet others during virtual coffee sessions, join an upskilling session, or use the community to ask questions.

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:

Website

LinkedIn

Resources:

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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:

• Reframe failure as feedback. A setback doesn’t prove you’re not good enough; it’s just your first attempt at learning.

• Celebrate the wins, big and small. Each acknowledgement of progress builds belief, brick by brick.

• Act before you feel ready. Confidence comes after action, not before. The more you do, the more you prove you can.

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:

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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:

• Define your version of success. Get clear on what you actually want. Clarity kills comparison and keeps you focused on building the business that fits your goals and values.

• Measure your own progress and instead of looking sideways, look backwards. Celebrate how far you’ve come in the last 6 months or year and let that be your yardstick.

• Mute or unfollow accounts that trigger comparison and surround yourself with inspiration. Regularly note what you’re proud of to stay connected to your wins.

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:

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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:

• Look for early signs such as proactive communication, attention to detail, accountability, problem-solving, and cultural alignment.

• Nurture them by giving recognition, creating opportunities, and providing clarity so they can shine.

• Don’t cling to average performers out of fear or overload your superstar until they burn out.

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:

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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:

• Late payments, boundary pushing, misaligned values, or that sinking feeling when their name lands in your inbox are all cues it’s time to review the relationship.

• Look at hours, rates, profitability, alignment with your bigger vision, and most importantly, whether they energise or drain you.

• Reset, retain, or release. Decide whether the relationship needs boundaries, small tweaks, or it’s time to let go to create space for the right opportunities.

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:

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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:

• Treat September as your fresh start and approach the rest of the year from a place of possibility, not exhaustion.

• Q4 is prime time for client growth. Budgets are being set, decision-makers are ready, and your visibility matters.

• Simplify, delegate, and block out time for the priorities that will fuel your end of year planning.

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:

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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:

• Don’t pluck a rate out of thin air. Do the maths and make sure your pricing covers associate pay, expenses, and your profit margin.

• Associates deserve to be paid properly. Paying below industry-standard virtual assistant rates in the UK may save money short-term, but it won’t keep great people.

• You’re not running an expensive hobby. Build in £10 to £15 per hour margins after associate pay so you can grow with confidence.

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

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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:

• Marketing is about sharing stories about how you can make life easier, smoother, or more successful for your clients.

• Speak the way you do with clients you already love working with. Storytelling always beats polished sales pitches.

• Whether it’s writing, video, or conversations, choose one or two channels you can commit to consistently.

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:

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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:

• Your business isn’t your identity. Creating space for something outside work helps you navigate challenges without taking every setback personally.

• Hobbies build transferable skills, such as patience, balance, and the confidence that comes from consistent action apply to both the arena and the boardroom.

• You make time, you don’t find it. Prioritising joy is an investment in your energy, leadership, and resilience.

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:

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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

• If your associate isn’t doing things “how you would,” ask yourself, did you give them a process or expect them to read your mind?

• Micromanaging isn’t sustainable. If you're still rewriting everything, it might be a training issue or a ‘you’ issue. Either way, it’s learnable.

• Trust is non-negotiable. If someone’s consistently missing deadlines or causing friction, it’s okay to have that hard conversation. It’s not harsh, it’s business.

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:

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