The Visionary VA Podcast

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 ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

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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:

• Don’t wait until burnout hits, bringing in help earlier would have saved me so much stress and helped the business grow faster.

• Undercharging held me back for years. Raising my rates gave me space, confidence, and clarity.

• Winging it works until it doesn’t. Proper systems and documentation are essential for scaling sustainably.

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

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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:

• Start messy and then refine later. Kathy didn’t wait for the perfect system before building her team. She started with one associate and grew from there, learning as she went.

• Let go to grow. Handing over tasks can be a game-changer. "It’s taken me years to give it up... but now someone manages me."

• Relationships build resilience. From local dog-walking meetups to online referrals, Kathy credits her network of VAs and former PAs for the success and sustainability of her agency.

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:

Website

Website

Facebook

Virtually Painless book

How To Work With A Virtual Assistant: Outsourcing Everything But Your Brilliance book

Podcast

Resources:

⁠⁠⁠⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

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

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

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:

• If delegation feels scary, begin with repeatable, low-impact admin tasks that don’t need deep client knowledge - think research, metrics, or content scheduling.

• Whether you're easing in with behind-the-scenes support or diving in by assigning a client, it’s all about your comfort level and readiness to train and trust.

• Don’t delegate chaos. Tasks still stuck in your head or lacking clear processes should stay with you, for now. Get them solid first, then hand them off.

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

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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:

• “Fairy godmothers with laptops” is more than a tagline. Mel’s team helps working families reclaim their time so they can grow their careers without drowning in admin. It’s a business model with heart and serious impact.

• You don’t have to do it all. Mel’s honest about the turning point when she gave up client work and focused on leading her team. If you’re still doing everything, this is your nudge to delegate and step into your CEO role.

• Start simple but think long-term. Mel reveals how she’s built her agency intentionally, with an eye on sustainability and service quality. It’s not just about growing fast, it’s about growing smart.

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:

Instagram

LinkedIn

Website

Podcast

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

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Feeling stuck in your VA business? This episode is your guide to making the right decision(s) when everything feels, “not quite right”.

"Pause when you need clarity. Pivot when you need change. Push through when you need growth."

In this episode we're talking about strategic decision-making - especially for VAs who are spinning a hundred plates at once. Whether you’re questioning your next move, feeling overwhelmed, or on the edge of something new, this episode will help you figure out whether you need to hit pause, make a pivot, or push through.

We talk about how pausing is not quitting, why pivoting is a sign of growth, and how to recognise when you’re simply facing resistance that requires you to dig deep and move forward.

Through reflection and real-life examples, you’ll come away with clarity and confidence about your next step, whatever that might be.

Key takeaways:

• You don’t have to go full steam all the time. Sometimes the most strategic thing you can do is stop long enough to reassess and make smarter, not rushed, decisions.

• If something’s no longer working or lighting you up, it’s okay to change direction. Your business is allowed to evolve as you do.

• Not everything that’s hard is wrong. Learn to spot the difference between discomfort that signals growth and misalignment that calls for a shift.

If you’re facing a big decision in your business, take time to check in with yourself. Sit with it. Journal. Talk it through with someone you trust. The right answer might not come instantly, but it will come. And this messy middle? It’ll be just a tiny blip when you look back a few months from now.

Resources:

Business mentoring for Virtual Assistants

⁠⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

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Leadership skills are rarely spoken about in the VA world, even though they’re the thing that changes everything when you move from solo VA to agency owner. It’s not just about managing people or juggling schedules. It’s about stepping fully into your role as the leader of your business and your team, so you can scale sustainably, profitably, and without burning out. In this episode, I’m sharing the five key leadership skills every VA agency owner needs.

"Leadership isn’t about having all the answers or being perfect. It’s about being willing to grow. To lead with intention and just do your best."

This episode gets to the bottom of what it really means to lead. Not just keeping things ticking over but stepping into the role of a business leader. Whether you’ve just started your agency or you’re feeling stretched at the seams, these five essential leadership skills will help you lead in a way that’s clear, confident and authentic.

We explore how to hold the vision, communicate effectively, make solid decisions, lead with emotional intelligence and create strong boundaries. If you’re scaling a VA agency, this is the mindset and skillset shift that matters most.

Key takeaways:

• Know where you’re going, what you stand for and how you want your team and clients to feel. Vision brings clarity to every decision.

• Clear, kind, and consistent communication is important. It’s not just about giving direction; it’s about listening.

• Set boundaries. Empower your team. Let go of the idea that you must do everything. Leadership means trusting others to step up.

Pick one of the five leadership skills and give it your attention this week. Leadership is a muscle and like any muscle, it gets stronger with use.

Resources:

⁠⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

What if building a successful VA business didn’t mean sacrificing joy, wellbeing, or time? In this episode, Emma Mills shares how she scaled MiPA into one of the UK’s most respected Virtual PA companies, all while embracing fun, fitness, and freedom.

This week, we’re joined by the inspirational Emma Mills, founder of MiPA, host of Focus on the Fun Stuff podcast, and long-time champion of making business life not just productive, but enjoyable.

Emma walks us through her journey from corporate PA to multi-award-winning business owner, reflects on her choice to grow a bricks-and-mortar team, and shares how personal development, fitness, and content creation have helped with success. She opens up about the challenges of leadership, getting more comfortable with delegation, and why she believes in giving others “the gift of time.”

Key Takeaways: 

• Emma makes time each month to read and learn, because she knows that growing her business starts with investing in herself.

• From fitness routines to food habits, Emma shares how looking after her health has helped with her energy, focus and leadership.

• Emma didn’t follow the remote-only route; she built a physical team with a strong internal culture, and that decision changed everything about how she scales.

Take a leaf out of Emma’s book and prioritise what’s important to you. Whether it’s learning something new, hiring help, or carving out space for movement and rest, when you focus on the fun stuff, your business and life will be more aligned with you and what you’re passionate about. 

About Emma:

Emma Mills is a multi-award-winning entrepreneur, speaker, founder, and host of the brand-new business and lifestyle podcast Focus on the Fun Stuff.

Where to find Emma:

Check out her Instagram

Check out her Facebook

Check out her LinkedIn

Check out her podcast

Check out her website

Resources:

⁠⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website

Thinking about growing your VA team but unsure about the finances? This episode breaks down the real profit potential by looking at the facts.

“Adding team members doesn’t automatically mean making more money. You’ve got to be strategic about it and do it in the right way.” 

In this episode of the podcast, we’re unpacking one big question, how profitable is a virtual assistant business? From solo VA earnings to building a team that brings in £9,000+ per month, we explore what it really costs, what you can actually earn, and how to scale sustainably.

Whether you’re wondering how to be a highly paid virtual assistant, do virtual assistants make good money, or how to scale a virtual assistant business, this episode gives you the numbers and clarity to move forward confidently.

With real life examples and practical advice, we’ll walk through margin management, rate setting and how to ensure your growth model is profitable.

Key Takeaways: 

• Before you build a team, get your spreadsheet out. Know exactly how much a VA can earn and what it costs to scale. 

• A high revenue doesn’t necessarily mean high profit. You need a decent hourly margin to build a sustainable model. 

• Want to know how to scale a virtual assistant business? Start with one associate, test your model, and play around with your pricing. 

This week, look at your current VA business structure. Use a spreadsheet to explore how adding one or two associates could boost profit, reduce your hours, and give you the flexibility to scale. 

Resources:

⁠⁠⁠Get our free mini course on Creating Solid Business Foundations ⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Hiring Associates free guide⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠Free monthly metrics tracker download⁠⁠⁠⁠⁠⁠⁠⁠

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Visit the website