How I Streamline my Business Using my Virtual Assistant

Running a business can feel like juggling a million things at once. From marketing and content creation to client communication and social media management, it’s easy to feel overwhelmed. If you’re like most entrepreneurs, you’ve probably thought, “I need to hire a virtual assistant!”—and that’s a great move. But here’s the thing: hiring a VA isn’t a magic solution unless you have the right systems in place.

Today, I’m pulling back the curtain to show you how I work with my virtual assistant, Ellie Lewis, to streamline my business so I can focus on growing (and enjoying) it.

Ellie has been part of my team for a few years now, and together we’ve created systems and processes that keep things running smoothly. We don’t spend hours on meetings or micro-managing—because we don’t need to. Instead, we’ve built a foundation of trust, clarity, and systems that allow both of us to do our jobs well, efficiently, and with minimal hand-holding.

If you’re ready to create a system that works for you and your VA (or future VA), keep reading.

Meet Ellie

Let me introduce you to Ellie. Our story goes back about seven years when I met her in Houston while she was still in high school. We connected through mutual friends, and over time, I watched her grow—through college, marriage, and even a church mission trip. Somewhere along the way, we started working together.

Today, Ellie is my virtual assistant, marketing sidekick, and an integral part of my business. She’s creative, organized, and always up for learning new things. What makes our working relationship successful isn’t just Ellie’s skill set—it’s the systems and communication strategies we’ve developed together.

Why You Can’t Expect a VA to Grow Your Business (And What You Should Do Instead)

Here’s one of the biggest mistakes I see entrepreneurs make: they hire a virtual assistant and expect them to grow their business for them.

A VA can support you in implementing strategies, managing tasks, and repurposing content—but you need to have the vision and strategy first. It’s your job as the business owner to know how to market your business and to create a clear plan. Then, your VA can help execute that plan efficiently.

Ellie and I meet weekly (or almost weekly!) to talk about what’s working, what’s not, and where we should focus our energy. These check-ins are short and sweet because we’ve developed strong systems that guide her day-to-day tasks.

Our Weekly Workflow: Simple, Systemized, and Stress-Free

1. Weekly Google Doc for Clarity

Every week, I update a simple Google Doc that outlines:

• The current offer (a freebie or paid promo)
• Key focuses for the week
• Day-by-day tasks for Ellie (Monday through Friday)

This makes it crystal clear what needs to be done each day. No confusion, no wasted time. Ellie knows where to promote, what to promote, and how to prioritize her time.

2. Repurposing Content for Maximum Reach

I create a lot of content, but I don’t let it go to waste. Ellie’s role is to repurpose that content across multiple platforms:

• Instagram
• Facebook Group
• LinkedIn
• Google My Business
• Threads 

She grabs content from Instagram (which is my main platform), logs into Canva, and customizes it for different channels. While I’m the content creator, Ellie makes sure that content works hard for us everywhere.

How We Use AI to Work Smarter, Not Harder

This year, I’ve leaned heavily into using AI, specifically ChatGPT, to streamline content creation. Ellie has run with this, using AI to help with:

• Turning podcast transcripts into long-form blog posts
• Creating Pinterest-optimized titles and descriptions
• Writing meta descriptions for SEO
• Drafting captions for Facebook and Instagram

We don’t rely on AI to replace our creativity—it’s a tool that gives us a strong starting point. Ellie and I always tweak and refine the AI-generated content to make sure it matches my voice (and doesn’t sound like it was written by a robot!).

For example, ChatGPT’s intros often sound like, “In today’s fast-paced digital landscape…” and we laugh about it. But once you get past that, it’s a huge time-saver. Minutes saved add up to hours gained!

Inside Our Systems: SOPs, Airtable, and Automation

What makes this machine run smoothly is our systems. Here’s a peek into what we’ve built:

1. Standard Operating Procedures (SOPs)

We have detailed SOPs for each recurring task, from promoting offers to repurposing content. Ellie has access to Canva templates, pre-written scripts, and a library of graphics. This means she can work independently without waiting on me for approval.

2. Airtable for Organization

Airtable is our command center. We use it to track:

• Offers and freebies
• Podcast episodes (with files, guest info, and promotion schedules)
• Event outreach (for summits, podcast guests, etc.)
• Affiliate links and Amazon favorites
• Weekly tasks and hours worked

Ellie can find everything she needs in one place, from headshots to affiliate codes. No more digging through email threads or Google Drive folders.

3. Automations for Efficiency

I’ve set up automations that notify Ellie when a podcast or blog post is ready to go live. When I publish something, she gets an automatic email with next steps. This keeps things moving without constant back-and-forth communication.

Passive Income Systems: Amazon Affiliates and More

One of the systems we’ve implemented is promoting Amazon affiliate products. Here’s how it works:

• I upload my favorite products to an Airtable database (with images, links, and dates promoted)
• Ellie selects a few products each week to highlight on social media
• She creates simple graphics in Canva and writes captions that encourage followers to check out my Amazon storefront

This has turned into a steady stream of passive income without requiring a ton of extra work.

Templates: The Secret to Speed and Consistency

Templates are a game-changer. We have pre-designed Canva templates for:

• Podcast graphics
• Instagram posts
• Pinterest pins
• Blog headers

Ellie can drag-and-drop new content into these templates, keeping our branding consistent and saving hours of design time.

Our Communication Style: Light, Efficient, and Fun

Ellie and I don’t need daily check-ins. We text, we use Marco Polo, and we have our weekly meeting. Most of the time, Ellie works about 5-6 hours a week (sometimes more when we’re launching something big like our Online Business Summit!).

Because we have clear systems in place, I don’t need to micromanage. Ellie knows my voice, she knows my business, and she runs with it.

Systems Are the Secret to Scaling

If you’re feeling overwhelmed in your business, take a step back and look at your systems. Do you have clear processes for your VA (or future VA) to follow? Are you maximizing your content by repurposing it? Are you using tools like AI and Airtable to work smarter, not harder?

Building these systems takes time upfront, but it pays off in the long run. You’ll be able to grow your business without burning out—and maybe even have time for that Diet Coke break (or two).

If you want to dive deeper into the systems we use and get access to templates, tutorials, and my exact workflows, check out my membership. I’ll show you how to streamline and scale without sacrificing your sanity.