In-Person vs. Virtual Executive Assistants: What Really Works?
In-Person vs. Virtual Executive Assistants: What Really Works? When most people think about an executive assistant, they imagine someone sitting outside their office, managing calendars, handling calls, and being right there when needed. And yes, that works well for some businesses. But here’s the thing: with the way we work now, a virtual executive assistant can often do the same things (and sometimes even more) without ever needing to be down the hall. When most people think about an executive assistant, they imagine someone sitting outside their office, managing calendars, handling calls, and being right there when needed. And yes, that works well for some businesses. But here’s the thing: with the way we work now, a virtual executive assistant can often do the same things (and sometimes even more) without ever needing to be down the hall. First Impressions Set the Tone Accessibility Over Proximity The biggest difference between an in-person EA and a virtual EA is proximity – not capability. Most of the work your EA does – managing emails, scheduling, creating documents, organizing files, preparing reports, coordinating projects – is already happening online. That means being “virtual” doesn’t make it less effective. If anything, it can make the work more streamlined because you and your assistant are using the same systems you’d use to collaborate with any team. Flexibility That Fits Your Workflow One advantage of working virtually is flexibility. You’re not limited by office hours, geography, or how much desk space you have. A virtual EA can jump in where you need them most, without the overhead of managing another person in your physical space. That makes it easier to scale support up or down as your business grows. The Personal Touch Still Matters Just because your Executive Assistant isn’t in the office doesn’t mean the relationship is any less personal or effective. The best virtual assistants take the time to understand your preferences, anticipate your needs, and communicate regularly. It’s not about where they sit – it’s about how they integrate with your business. If you’ve ever wondered whether a virtual EA can truly support you the way an in-person EA does, the answer is yes. In fact, for many business owners, the virtual model ends up being more efficient, cost-effective, and aligned with how we already work today. At the end of the day, it’s not about in-person versus virtual. It’s about finding the right person who understands your business, communicates well, and helps you move forward. The bottom line: With the right working relationship, proximity no longer matters Strong communication matters more than office desk space Virtual assistants deliver capability, not just physical proximity Flexibility makes virtual support scale with your business Personalized support thrives, even without in-person presence Virtual EAs streamline systems for efficiency and growth Whether you’re inspecting a roof, providing IT support, or coaching a client, your technical skills matter – but your client communication matters more. The businesses that thrive aren’t just the ones who do the work well. They’re the ones who make their clients feel supported, cared for, informed, and confident every step of the way. That’s where we come in. With over 25 years of hands-on business experience, we help streamline and strengthen the systems behind your client communication. From follow-ups to onboarding, reporting to everyday touchpoints, we build the kind of back-end structure that creates long-term relationships and supports the extraordinary service you already provide. Let’s Talk About How You Can Benefit From Having A VA – Get Started Here!
It’s Not the Service, It’s the Communication
It’s Not the Service, It’s the Communication What 25 years in the Service Businesses Taught Me About Client Communication I have spent over 25 years working primarily in the service industry in administration, operations, and customer communication. I quickly learned that communication could make or break the customer’s experience. And here’s the truth: the lessons I learned there apply to most client-facing communications. Whether you’re walking people through a home purchase or providing coaching, it’s not just about the service – it’s about how you communicate every step of the way. First Impressions Set the Tone In the service industry, a client often decides how their experience is going to go within the first five minutes. A warm greeting, a clear explanation, and a sense of trust went a long way. Home services are no different. Think about it: A homeowner books a home inspection – do they receive clear instructions on how to prepare? A proper understanding of what will happen? A client calls about a repair – do they feel heard, or like they’re interrupting your day? A client calls to schedule business support – is the booking process clear and straightforward, or too overwhelming? That first touchpoint isn’t just logistics. It’s trust-building. People Want Clarity Nothing frustrates people more than being left in the dark. If they think a home inspection is like the old Mike Holmes shows where he tears down a wall to check if the wiring is correct, they were seriously disappointed. If they thought a home inspection would take 45 minutes and the inspector took his full 2 and a half hours, they were definitely annoyed. In home services, as in all businesses, communication gaps cost you business. If your client doesn’t know what’s happening next, when they’ll hear from you, or what’s included, they’ll start to doubt the process. Clear updates, even if it’s just “I’ll get back to you tomorrow,” make a huge difference. Details = Professionalism In business, the little details make clients feel taken care of. Nothing turns someone off like not being remembered. I recently worked with a mortgage broker for a personal matter. Every time I called them, they didn’t remember me. They never took the time to check their notes – if they even kept any – and I will say I will never use them again. I will also not recommend them. A great service business will know their clients. No one expects someone to actually remember, but having the right systems in place, mean your client feels important. Not just a wallet on the other side of the call, email, text. In business, the details are powerful: Keeping proper notes in your CRM- or building one if you don’t already have it in place Sending a polished, well-formatted contract instead of a messy PDF. Providing a clean onboarding document or set of instructions and expectations Following up with next steps before the client has to ask. Attention to detail in your documents and communication shows you take their business – and their trust – seriously. Follow-Up is Where Most Businesses Drop the Ball One of the biggest lessons from service industries? The interaction doesn’t end when the service is delivered. The follow-up matters. In real estate, inspections, or trades, a thoughtful follow-up builds long-term relationships. A quick check-in email, a resource guide, or even a personalized thank-you note can turn a one-time client into a repeat referral. It’s not about being pushy – it’s about showing you care even after the transaction is done. Relationships outperform transactions every single time and in every business. The bottom line: Strong Systems = Strong Relationships Technical skills matter, but communication matters more Thriving businesses make clients feel supported and confident Having strong systems fosters lasting client trust and builds loyalty Communication structure transforms service into relationships Whether you’re inspecting a roof, providing IT support, or coaching a client, your technical skills matter – but your client communication matters more. The businesses that thrive aren’t just the ones who do the work well. They’re the ones who make their clients feel supported, cared for, informed, and confident every step of the way. That’s where we come in. With over 25 years of hands-on business experience, we help streamline and strengthen the systems behind your client communication. From follow-ups to onboarding, reporting to everyday touchpoints, we build the kind of back-end structure that creates long-term relationships and supports the extraordinary service you already provide. Let’s Talk About How You Can Benefit From Having A VA – Get Started Here!
Overseas Virtual Assistant Risks Every Business Should Know
Why using a local VA matters There’s a moment in every business where you realize – you can’t do it all yourself. You need help. You need backup. You need someone you can trust to handle things so you can focus on growing. That’s when the search begins. And wow, the choices can feel overwhelming. I get why some businesses look overseas for virtual assistant support. On paper, it seems cheaper. But here’s the truth: in most cases, it’s not cheaper at all – it’s just more expensive in ways you can’t see yet. The “Cheap” Option That Cost a Lot I once consulted for a company that was using overseas appointment setters. It looked like a bargain – until the complaints started rolling in. They had a reputation for being spammy. Appointments were booked… but no one showed up. Potential clients were turned off before they ever had a real conversation. The damage? Lost time, wasted money, and a reputation hit that took a lot of effort to repair. It’s not exclusively appointment setters or overseas VA’s where this happens. I also worked with another company where I monitored their inbox. The CEO reached out to a colleague to schedule a meeting. Instead of responding directly, his assistant simply copied and pasted his reply into her email – no context, not even a full sentence. I can tell you, my CEO and VP were instantly turned off. It felt careless and impersonal, and it damaged the relationship before the meeting even happened. First Impressions Start Earlier Than You Think Your first impression doesn’t happen in the first meeting. It starts way before that – in your emails, in your marketing, in your social media, and anywhere your brand shows up online. That’s where a local VA makes a huge difference. We understand North American business culture – what feels professional, what comes across as pushy, and how to communicate in a way that connects rather than alienates. Why We Do It Differently At We Can Do It, our team is university-educated, experienced, and able to jump right in without relying on a rigid script. Sure, a template helps us match your voice, but we bring the professional judgment to know when to adapt. We cost more than overseas services. what you get for the investment reliable, high-quality tech and communication skills work done in your time zone, without lag or late-night back & Forth a skill set built for North American business needs reliable representation for your business name We’re not just ticking tasks off a list – we’re making sure every interaction reflects well on you and your business. That’s the thing: it’s never just an email or just a follow-up. Every interaction tells your clients how much you value them. And when your VA understands your market, your voice, and your clients, those small moments become opportunities to build trust instead of break it. Because in business, it’s the little things that speak the loudest. Let’s Talk About How You Can Benefit From Having A VA – Get Started Here!
Boosting Business Profits – Calculating your ROI when Hiring a Virtual Assistant
Guide: Boosting Business Profits Calculating your ROI when Hiring a Virtual Assistant Being a business owner usually means wearing all the hats until you can’t anymore. You’ve probably heard some version of “just delegate more” more times than you can count. If you’re successful, you know how important it is to get around “barriers”. When it comes to hiring a high level virtual assistant, the largest one is not knowing what a VA can do for your business. For others, the barrier is needing an outsourced doer, without wanting to take on a full-time salary and all the overhead that comes with in-person staff. That’s where we come in. Perhaps you’ve tried hiring help before, but instead of freeing your time, you ended up stuck in the middle, managing tasks you thought you’d delegated. The assistant needed more guidance than you had time to give, and you told yourself it was faster to keep doing it yourself. We get it. Without the right support, delegation can feel overwhelming, risky, and like yet another job on your to-do list. But it doesn’t have to. That’s exactly why the right virtual assistant changes everything. Effective delegation isn’t about randomly handing off tasks. It starts with clear expectations, solid systems, and a shift in how you see your role. If you’re still doing it all, it’s time to rethink what leadership really looks like in this season of your business. If you want to know more about: A simple checklist to help you prep for a clean, confident handoff Why delegation often goes sideways – and how to avoid the common traps The mindset shift that turns overwhelmed founders into focused leaders Practical tips on identifying how to set your support person up for success how to create systems that give you back more of your time It all starts with a simple question: What are three tasks you’d love to never do again? That small shift can make a big difference. If you’re ready to step out of the weeds and back into the big-picture work that energizes you and pushes your business forward, this guide was written for you.
How Strategic Virtual Support Elevated a Corporate Training Experience
How Strategic VA Support Elevated a Corporate Training Experience Client: Corporate Trainer in Hamilton Who They AreOur client was a coach and instructor who worked with large businesses, particularly financial institutions, helping their teams improve their presentation skills. Their focus is on transforming dry, data-heavy material into engaging, impactful presentations that connect with audiences. What Challenge Did They Have? They were booked to deliver a major event in Toronto and needed a virtual assistant near Hamilton. The challenge? Juggling presentation decks, manuals, printed materials, attendee prep, and post-event follow-up—all while staying focused on the actual training. They couldn’t afford last-minute hiccups or missed details. How We Stepped In That’s where we came in. Our role was to make sure everything behind the scenes ran smoothly and on time. We immediately got to work. Polished, edited, and finalized all presentation documents and manuals. Sent edits to the designer and updated and reorganized files Created and printed certificates of completion for the course Sent out pre-event instructions, to do lists and agendas to attendees Coordinated with the local printer, double-checking every detail before arranging delivery to the venue. Sorted itineraries, coordinated on-site meals, and event setup details. After the event, we collected and summarized attendee feedback, updated their CRM and mailing list, and sent out professional follow-up documents to participants and key contacts. Coordinated debrief with key personnel and sent pre-meeting presentations and updates The Outcome The client walked into the event confident that every detail was handled. Their materials looked sharp, their logistics were seamless, and follow-up with attendees was timely and polished. The result? A successful event that left a strong impression, without the overwhelm of managing it all themselves. Let’s Chat About How We Can Support You Next Case Study: Adapting to a Surging Market
What Kind of Virtual Assistant Actually Fits Your Business?
What Kind of VA Actually Fits Your Business? Let’s be honest, saying “just hire a VA” is kind of like saying “just get a dog.” Do you want a small lap dog? A guard dog? A dog that won’t eat your shoes? Same idea with virtual assistants (minus the shoes). Not all VAs are built the same. Some are amazing at handling the day-to-day admin chaos, others thrive on project management, and some are true business partners who think strategically with you. If you don’t know the difference, you risk hiring the wrong fit – and that can feel like babysitting instead of delegating. Let’s break it down. What Do You Actually Need? Before you post “Looking for a VA” on LinkedIn or your local Facebook group, get clear on why you need one. Do you need..? Task Support – Do you need someone to manage email, scheduling, or inbox cleanup so you can focus on client work? Project Coordination – Do you need help keeping launches, events, or client deliverables moving on time? Ops Support – Are you ready for someone to build systems, workflows, and structure so things stop falling through the cracks? Strategy Partner – Do you want someone who can look at your business goals and actually help steer the ship? Knowing this up front saves you time, money, and a few gray hairs. Thinking vs. Doing Here’s the truth: some VAs are doers and some are thinkers. A doer: Give them clear instructions and they’ll knock it out of the park. A thinker: They’ll ask “why are we doing it this way?” and suggest a better option. Neither is wrong. It just depends on what your business needs. If you’re drowning in admin, a doer will save you. If you need someone to stop the chaos train, a thinker is gold. Onboarding That Builds Trust Most failed VA relationships come down to one thing: poor onboarding. Don’t throw someone into your business blindfolded. A smooth onboarding could look like this: Kickoff Call – Set clear expectations and goals. List the 3 main priorities you want off your plate right away Systems Access – Give them the logins they need, ways to reach you in a timely manner, and a comprehensive list of software they will need to access. Sample Tasks – Give them access to any operations manuals, branding documents, templates, and past examples to work off. This will help them learn your communication style and approach quickly. Check-Ins – In the beginning, plan on frequent check-ins. Over time, this can be reduced, but initially it is very important to build the relationship and ensure feedback can be provided, both ways. It’s not just about training your VA – it’s about training yourself to actually let go. How We Partner Differently Work within your time zone so you’re never left waiting Partner with you strategically, not just administratively Bring lived experience, systems knowledge, and proven results Treat your business like our own (because your success is ours) At We Can Do It Virtual Services, we’ve spent over 25 years supporting small and mid-sized businesses. That experience shapes the way we show up for our clients. For some, that looks like inbox and calendar management. For others, it’s project coordination, system setup, or simply being the second brain that keeps things moving. Our role adapts to what you actually need, rather than a one-size-fits-all approach. Let’s Talk About How You Can Benefit From Having A VA – Get Started Here!
Guide: How Smart Founders Stop Doing It All Themselves
Guide: How Smart Founders Stop Doing It All Themselves There’s a moment every business owner hits: you’re buried in emails, trying to remember if that client proposal went out, and wondering how on earth you’re supposed to also post on socials, sell your services, and deliver on your promises this week. The truth? You can’t scale if you’re running every piece of the business yourself. At some point, you become the bottleneck. Here’s an article on 5 tasks you can outsource to a virtual assistant right now. The mistake many founders make is waiting until they’re overwhelmed to get help. Then they hand off tasks without systems, clarity, or expectations – and wonder why delegation doesn’t stick. Even the best VA can’t read your mind. Which is why it is never too late to ask for help. Delegation done right isn’t about dumping tasks. It’s about partnership. That means clear outcomes, access to tools, and aligned communication. With that in place, delegation stops being stressful and starts being freeing. That’s where we come in. Not sure where to start? Try a few easy wins: Calendar and scheduling Inbox cleanup or autoresponders Proposal formatting or client updates Social media scheduling Even one task off your plate creates breathing room. We put together a step-by-step guide – Delegate Smarter, Grow Faster – to help you set up delegation that actually works. If you want to know more about: Why most delegations fail (& how to avoid it) How to prep before handing anything off A roadmap for building trust with your VA Quick wins you can delegate this week It all starts with a simple question: What are the tasks you’d love to never do again? That small shift can make a big difference. If you’re ready to step out of the weeds and start delegating, this guide was written for you.
Adapting to a Surging Market With Digital-First Real Estate Operations
Adapting to a Surging Market With Digital-First Real Estate Operations Client: Real Estate Team in Halton Region Transformed a fully in-person real estate team into a digital-first operation in weeks, keeping deals moving and clients engaged during a market surge. When the pandemic hit, everyone expected Toronto’s real estate market to slow down, maybe even crash. Instead, it took off, and the team I was supporting had to adapt almost overnight. This boutique group of women, working under a large brand, had always done everything in person and on paper. Suddenly, they needed a fully digital system to keep serving clients while following restrictions. We got to work. Buyer and seller consultations were reimagined for online meetings. Paper reports became interactive, digital documents, and signing protocols were enacted. SOPs were updated, and we built a system that allowed as much as possible to happen virtually- while still safely handling the essential in-person parts of the job. The result? Clients loved the change. They appreciated receiving in-depth, market-rich presentations online before making any commitments, giving them space to ask questions without the pressure of a face-to-face meeting. The streamlined systems not only kept the business moving but also helped the team grow, adding another member during one of the most unpredictable times in the market. Let’s Chat About How We Can Support You Next Case Study: Outsourced Social Media
10 Benefits of Virtual Assistants to Save Time and Scale
10 Strategic Benefits of Outsourcing to a Virtual Assistant In today’s fast-moving business world, time is your most valuable resource, and wasting it on tasks you could delegate is costing you more than you think. The rise of remote work has given businesses a smarter way to scale, without the overwhelm. By hiring a Virtual Assistant, you skip the headaches of payroll taxes, benefits, office space, and costly overhead, all while gaining the skills and flexibility your business needs to thrive. Whether you’re a solo entrepreneur or running a growing team, here are 10 benefits of hiring a Virtual Assistant that can transform the way you work. 1. Slash Overhead Costs Virtual Assistants work remotely, using their own technology and workspace. They’re independent contractors, so you avoid expenses like payroll taxes, benefits, and extra office equipment. 2. Flexible, On-Demand Support You only pay for the hours you need. No locked-in salaries. Workload changes? Easily scale your VA’s hours up or down to match busy seasons or slow periods. 3. Access Highly Skilled Professionals Our VAs are university-educated and bring real-world experience from across industries. From admin to specialized projects, they have the expertise to get things done right the first time. 4. Time Freedom Delegating repetitive or time-consuming tasks frees you to focus on high-value activities. Whether that’s landing new clients, strategizing growth, or simply having more work-life balance. 5. Scale Without the Risk Adding a full-time employee is a big commitment. A VA gives you the ability to expand your capacity quickly without long-term financial obligations. 6. Tap Into a Wide Range of Skills From customer communications to social media, bookkeeping to project management – VAs often have experience across multiple areas, giving you a versatile, multi-skilled team member in one. 7. Get Tech-Savvy Help Instantly VAs are quick learners when it comes to software, apps, and online tools. Even if they haven’t used your exact system before, they can pick it up in no time. 8. Boost Efficiency and Client Satisfaction When your processes are running smoothly, your clients notice. A VA can help you deliver faster response times, better organization, and more consistent communication. 9. Make Smarter, Faster Decisions A remote assistant can help track KPIs, manage reports, and keep your numbers organized – giving you the information you need to make data-driven decisions on the spot. 10. Benefit From Local Knowledge Working with a local VA means they understand your market, your culture, and your clients – making communication seamless and ensuring nothing gets lost in translation The Bottom Line Outsourcing to a Virtual Assistant isn’t just a cost-saving move—it’s a growth strategy. You gain time, expertise, and flexibility, all without the overhead of traditional hiring. Let’s Talk About How You Can Benefit From Having A VA – Get Started Here!
5 Tasks to Outsource to a Virtual Assistant Right Now
5 Tasks to Outsource to a Virtual Assistant Right Now If your to-do list is never-ending, the best way to reclaim your time is to stop doing everything yourself. A skilled virtual assistant can take on the tasks that eat away at your day, giving you back the focus you need for the work only you can do. Here are five things you should hand off immediately: 1. Inbox Management A cluttered inbox is more than annoying—it’s a time trap. Your virtual assistant can review your email daily, respond to simple requests, schedule meetings, file newsletters, and delete the noise. They can flag and forward only the messages that need your direct attention, saving you hours every week and keeping you focused on high-value work. 2. Data Entry, Reports, and Slide Decks Cleaning up old files, updating leads in the CRM, doing research, pulling reports, and polishing presentations are important—but they’re not the best use of your time. Let your VA handle the formatting, design, and clean-up so you get client-ready assets without losing half a day to PowerPoint or spreadsheets. 3. Scheduling and Calendar Management Calendar conflicts are inevitable. Rescheduling means back-and-forth emails, follow-ups, and updates. A VA can manage your schedule, resolve conflicts, and if you want to bring it to the next level – color-code your calendar for quick at-a-glance clarity. You’ll always know where you need to be, without the stress of managing it yourself. 4. To-Do List Systems A to-do list is only useful if it’s organized and realistic. Your VA can manage your task list, follow up on priorities, and make sure nothing slips through the cracks. They can also help set up systems so your tasks are always clear and manageable. 5. Social Media Management Keeping up with social media takes time. Planning content, creating graphics, monitoring comments, and hitting “publish” can add up fast. A virtual assistant can handle your posting schedule, track engagement, manage hashtags, and even keep an eye on your Facebook group. You stay visible online while saving hours every week. The bottom line: Outsourcing doesn’t just save time – it frees up mental space. Streamline inbox chaos, and focus only on top priorities daily Smart scheduling support keeps your day running smoothly Delegate reports and files, keeping your work client-ready Structured task systems ensure nothing falls through cracks Save hours weekly with managed social media presence By handing off these five areas, you can focus on strategy, growth, and the work that actually moves your business forward. Let’s Talk About How You Can Benefit From Having A VA – Get Started Here!