When Is It Time to Hire a Virtual Assistant? A Guide for Overwhelmed Business Owners in Brighton
- 3 hours ago
- 5 min read
Today’s blog comes from Juliet Cooper, a Connected100 Business Club member and Brighton-based Virtual Assistant who has just celebrated 10 years in business.
After moving from London to Hove 20 years ago, Juliet built a career that evolved into running her own VA business. In this blog, she shares a bit about her journey and the signs that it might be time to stop doing everything yourself and bring in support.
I moved from London to Hove 20 years ago, originally staying with a schoolfriend on a temporary basis and within a week I knew this city would become my new home. I love all that Brighton & Hove has to offer – the buzz of London within easy reach, the sea and the South Downs on the doorstep. The seaside is my therapy and my daily walks along the seafront genuinely lift my soul.
I live with my partner, and my little shadow, Twiglet (a Parsons Jack Russell terrier) and when I’m not working you’ll usually find me playing tennis, skiing, paddleboarding (fair weather only), hanging out with friends or simply enjoying life by the sea and the great outdoors.
How I Became a Virtual Assistant
After over a decade working in a sports sponsorship agency I was ready for a change, and ready to ditch the daily London commute. I took on a mix of temp and contract roles whilst figuring out my next career move and that’s when I stumbled across SmartPA, a VA franchise that immediately piqued my interest. The rest, as they say, is history.
Running my own business wasn’t something I had planned but once I realised it was a viable (and exciting) option, it became a no brainer. I have recently celebrated my 10th business birthday – a milestone I am very proud of, and one my younger self would never have believed possible.
Being a VA suits me perfectly. I’m naturally organised, adaptable, professional and detail-orientated – all qualities that sit at the heart of effective VA support.
The Importance of a strong VA Relationship
I don’t have a niche and work for clients across a wide range of industries, but one thing matters above everything else, the connection. The rapport I build with my clients is essential, grounded in trust, communication, and a shared commitment to making their lives easier.
Most clients come to a VA at the point of overwhelm. They’re juggling too much, falling behind with admin and spending their time on tasks they don’t enjoy or simply can’t keep up with. That’s completely normal.
But as the relationship develops, something shifts. Systems start working, communication becomes seamless and tasks get done. Clients realise they don’t have to do everything themselves.
A VA becomes more than support, they become a strategic partner, someone who anticipates needs, spots opportunities, and helps the business run smoothly behind the scenes. Clients can focus on what they do best, whilst the VA keeps everything moving.
How You Know When You Need a VA
Most people wait far too long before bringing in support. They try to keep control of everything but that often holds them back.
You know when you’re ready for a VA when:
You’re spending more time on admin than on paid work
You’re constantly apologising for delays
You’re missing opportunities because you can’t keep up
You feel guilty taking time off
You know what needs doing but can’t find the time
You’re stuck in the weeds instead of steering the business
You’re overwhelmed, but hiring an employee feels too big a step
A VA isn’t a luxury. It’s a strategic decision that allows you to operate at your best.
What It Really Means to Have a VA
Having a VA means you’re no longer carrying the weight of your business alone. It means:
You have someone in your corner
You have support that adapts as you grow
You have a partner who understands your goals
You have someone who keeps things moving when life gets busy
You have space to think, plan, and breathe
It’s not just about outsourcing tasks. It’s about reclaiming your time, your energy and your headspace.
Taking Away the Fear of Hiring a VA
Hiring a VA can feel daunting. You might worry about:
Letting someone into your business
Handing over control
Not having enough work
Not knowing what to delegate
Cost
Commitment
These fears are completely normal, and completely solvable.
Here’s the truth:
· You don’t need to have everything figured out. A good VA helps you identify what to delegate.
· You don’t need to be organised first. That’s what we’re here for.
· You don’t need to hand over everything at once. Start small and build trust.
· You don’t need to fear the investment. A VA frees you up to focus on the work only you can do.
Hiring a VA is one of the most effective ways to scale your business.
Final Thoughts
My VA business grew from a desire to help people run their businesses with more clarity, confidence, and calm. Over the years, I have seen just how transformative the VA relationship can be.
If you’re feeling overwhelmed, stretched thin, or drowning in admin, you don’t have to stay there. A VA offers support, systems and a partnership that helps you move forward.
If you are ready to feel more organised, less overwhelmed and better supported, I’d love to help.
Please get in touch:
M: 07867 536963
FAQs about working with a Virtual Assistant
What exactly does a Virtual Assistant do?
A Virtual Assistant supports the behind‑the‑scenes operations of your business — inbox management, scheduling, quotes and invoicing, customer communication, research, social media support, document creation, system setup, and more. Every VA has their own strengths, so support is tailored to your needs.
How do I know if I’m ready for a VA?
If you’re spending more time on admin than paid work, tasks are slipping, or you feel overwhelmed you’re ready.
Do I need to be organised before I hire a VA?
Not at all. A good VA helps you become organised. No perfect systems required.
What can I delegate first?
Start with the tasks that drain your energy or never seem to get done - inbox management, scheduling, follow‑ups, quotes, invoicing, research, or social media admin.
How does communication work with a VA?
Most VAs use a mix of email, WhatsApp, project management tools, or weekly check‑ins. You will agree on what works best for you.
Will I lose control of my business?
No. You stay in control. A VA simply handles the tasks that free you up to focus on what matters.
Is it expensive to hire a VA?
Hiring a VA is usually far more cost‑effective than hiring an employee. You only pay for the time you need, and the hours you gain back often pay for the investment quickly.
How do I know I can trust a VA with sensitive information?
Professional VAs operate with strict confidentiality and discretion.
· What if I don’t know what I need help with?
That’s completely normal. A good VA will help you identify bottlenecks and suggest where support will make the biggest difference.
How quickly will I see a difference?
Often within the first week. Even small changes — a cleaner inbox, clearer communication, a few tasks off your plate — create immediate relief.
What makes a VA relationship successful?
Trust, communication, mutual respect and a willingness to let go of the tasks holding you back.
Can a VA help my business grow?
Absolutely. A great VA brings structure, clarity, and consistency, giving you the headspace to grow.
How do I get started?
Most VAs begin with a discovery call to understand your needs, your business, and your goals. From there, you’ll agree on priorities, communication style, and next steps.
Please get in touch:
M: 07867 536963
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