As a coach, managing your business can often leave you overwhelmed with administrative tasks, taking time away from what you do best. In our latest vlog, we explore how hiring a Virtual Assistant (VA) or an Online Business Manager (OBM) can transform your business. Discover the benefits, cost implications, and the steps to find the right operational support to help your coaching business thrive.

As a coach, do you find yourself buried under administrative tasks, leaving you with little time for your clients? Many coaches are overwhelmed and burned out from juggling all the aspects of running their business. This often means spending too much time on operational tasks and not enough on income-generating activities like coaching, sales, and marketing.

One effective solution is bringing in operational help, such as a Virtual Assistant (VA) or an Online Business Manager (OBM). However, many coaches believe they can’t afford this. But let’s rethink this from a CEO perspective: it’s an investment, not just an expense.

Your hourly rate as a coach is likely much higher than what you’d pay a VA or OBM. By delegating tasks outside your zone of genius, you free up your time to focus on coaching and business growth. This not only takes less time but also costs less overall. So, can you really afford not to hire?

Today, we’re diving into the world of operational support and exploring how hiring a VA or OBM can transform your coaching business. Let’s get into it.

Welcome coaches. I’m Jackie Appleby, Online Business Manager, Business Coach, and your guide on this journey towards not just building a successful coaching business but creating a transformative one. You want to grow your coaching business while leading your best life, and I share tips, tricks, and strategies to make that dream achievable.

With years of experience in the coaching industry, I’ve helped countless coaches transition from being overwhelmed and chaotic to calm and thriving through my coach-to-CEO framework. So, if you feel like it’s time to fish or cut bait, you are in the right place!

Let’s start with why you need operational support. Many coaches find themselves overwhelmed by administrative tasks—scheduling appointments, managing emails, updating social media. These tasks, while necessary, take you away from what you do best: coaching.

Imagine your coaching business as a ship. Without a crew, the captain—you—is stuck doing everything, from steering to swabbing the deck. It’s exhausting and inefficient.

When you first start your coaching business, you might have just a handful of clients, and managing everything on your own seems feasible. You can bill them, collect payments, and schedule appointments with a basic calendar. But as your business grows, so do the demands.

When you have 3-4 people a day booking appointments—whether they’re coaching sessions, sales calls, or meetings with your own coach—it becomes time-consuming to manage manually. Add in a few last-minute cancellations, and you quickly realize the need for contracts and better scheduling systems.

Before you know it, you have a mountain of administrative tasks you didn’t anticipate. And it’s not just about the volume of tasks—sometimes it’s about the complexity. You know you need to ramp up your marketing efforts, but social media isn’t your strong suit, and setting up an email marketing platform feels overwhelming. It’s like trying to keep the ship’s engine running without knowing what parts are needed.

Operational support, such as hiring a Virtual Assistant (VA) or an Online Business Manager (OBM), can help manage these tasks efficiently, allowing you to focus on coaching and growing your business.

As I mentioned before, the immediate reaction to bringing in operational support is often, ‘I can’t afford it,’ or ‘I’d need to hire someone very cheap.’ Trust me, those options are available, but let’s address both of these issues.

First, let’s talk numbers. For a coach running a six-figure coaching business, you can probably hire an OBM for around $1,000 to $1,350 a month to cover most of your operational needs. A VA would cost you between $500 and $800 for the kind of task support required for this size of business.

I’ll dive into the differences between VAs and OBMs in a moment, but here’s the key point: the average hourly rate for an ACC coach is between $125 and $200. For a PCC coach, it’s between $250 and $500, and for MCC coaches, it’s $500 or more per hour. Depending on your rate, you’d need between 2 and 8 coaching sessions per month to cover the cost of your operational help.

Think about it—how many clients can you manage right now without support? When you look at it this way, it’s more than affordable to bring in the help you need to grow your business.

Secondly, like with most things in life, you get what you pay for. There is a lot of overseas VA support available at rates below $10 an hour. While this might seem like a bargain, it’s important to understand what you’re getting. These VAs are task doers—they process volume and complete tasks quickly, but they need precise instructions to do their work accurately. There can be no ambiguity. Despite how often you encourage them to ask questions if they get stuck, this only slows them down. They’re generally juggling many clients, so they don’t have time to get to know you or your business, making it harder in the long run to step away from ‘managing’ things, which defeats the purpose of hiring operational support.

Investing in quality operational support, whether a local VA or OBM, means getting someone who can understand your business and take initiative, ultimately freeing up your time to focus on coaching and growing your business.

Let’s talk about the benefits of hiring an Online Business Manager, or OBM. OBMs are like the first mate on your ship, helping to steer and manage everything while you focus on being the captain. Here are some key benefits:

1. Increased Efficiency: OBMs streamline processes, allowing you to focus on client work and ensuring that all clients receive high-quality service.

2. Strategic Support: OBMs handle project management, strategic planning, and high-level operations, making them invaluable for growing businesses.

3. Improved Client Experience: An OBM ensures that all aspects of your business run smoothly, enhancing client satisfaction and retention.

4. Comprehensive Oversight: OBMs manage the entire business operations, not just individual tasks, which helps in achieving long-term goals efficiently.

Now, let’s look at the benefits of hiring a Virtual Assistant, or VA. VAs are like the diligent crew members on your ship, handling specific tasks to keep everything running smoothly. Here are some key benefits:

1. Cost-Effective: VAs can handle administrative tasks at a lower cost, freeing up your time to focus on higher-value activities.

2. Flexibility: VAs offer flexible support tailored to your specific needs, from managing emails to scheduling appointments.

3. Access to Expertise: Hiring a VA gives you access to specialized skills without the need for long-term commitments or high overhead costs.

4. Task-Oriented Approach: VAs focus on completing specific tasks by set deadlines, providing a reliable and efficient way to handle day-to-day operations.

So, how do you decide whether you need a VA or an OBM? Here are some points to consider:

    • Evaluate Your Needs: If you need help with high-level strategic planning and project management, an OBM is the right choice. For day-to-day administrative tasks, a VA is more suitable.
    • Consider Your Budget: OBMs typically cost more than VAs but offer more strategic value. Assess your budget and decide what level of support is feasible for your business.
    • Scope of Work: Determine whether your primary needs are operational and strategic or task-based and administrative. This will guide you in choosing between an OBM and a VA.

There is no reason why you can’t have both if your budget allows it and often an OBM already has their own VA so you may be able to get a package that combines services.

Once you’ve decided what kind of help you need, the next step is hiring the right person. Start by defining the tasks you need help with and setting clear expectations. Look for candidates with experience in your industry and check their references. Communication is key—make sure you’re both on the same page about your goals and expectations.

One of the best ways to find great operational help is through your network. Ask for recommendations—there’s nothing better than a word-of-mouth referral to ensure you’re getting someone great!

Additionally, look for associations, communities, or trainers that work with these professionals. For instance, Sarah Noked is a renowned OBM trainer and has many certified OBMs listed on her website. The Canadian Association of Virtual Assistants is another excellent resource. They not only list their members but also offer vetted applications to save you time. Plus, if you’re in the US, hiring a Canadian VA can be significantly more affordable thanks to the current exchange rate.

Personally, I’ve found that hiring operational help is like adding fuel to your coaching engine—it gives you the power to go further and faster.

To wrap up, bringing in operational support by hiring a Virtual Assistant or an Online Business Manager isn’t just about offloading tasks—it’s about strategically investing in the growth of your coaching business. By wearing your CEO hat and viewing this as an investment, you can see the immense benefits it brings. Operational support allows you to focus on what you do best: coaching and growing your business.

How would it feel to hand over the operational tasks that you loathe? To be able to step away from your business and know that it’s in good hands or to create the bandwidth you need to move your business forward? And in the case of an OBM, you’ve also got a sounding board for your thoughts and ideas, someone who is invested in your business as much as you are.

Remember, adding the right operational help is like fueling your coaching engine. It gives you the power to go further and faster. So, take that step, invest in quality support, and watch your business thrive.

That’s it for this week. If you found this video helpful, please like, subscribe, and ring the bell for notifications. Don’t forget to check out the resources on our website for more tips and strategies. I’ll link a few of them in the comments.

Thanks for watching!

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