Episode 18 — Where to Use Your Virtual Assistants
In this episode of The Prospecting Show, Dr Connor Robertson breaks down one of the most practical strategies for modern entrepreneurs: how to effectively use virtual assistants (VAs) to multiply productivity without inflating costs. Building upon financial structure insights from the Credit Foundation episode, this conversation explores how outsourcing specific functions to VAs helps small businesses scale sustainably, save time, and create breathing room for innovation.
Why Every Business Needs a VA
Dr Robertson begins by explaining that most small business owners burn out because they try to do everything themselves. “You can’t scale while micromanaging. Delegation isn’t a luxury, it’s leverage.”
He describes virtual assistants as the digital backbone of modern entrepreneurship: “A VA doesn’t just save time. They expand capacity. You buy back your most valuable asset, focus.”
He emphasizes that technology has democratized access to global talent, enabling even solopreneurs to build distributed teams. “You no longer need a full-time office to have full-time performance.”
Defining the Role of a Virtual Assistant
Virtual assistants come in many forms. Dr Robertson categorizes them into three main groups:
- Administrative VAs – handle scheduling, inbox management, and client communication.
- Marketing VAs – manage social media, email campaigns, and content posting.
- Operations VAs – handle data entry, reporting, and CRM management.
“Each type plays a distinct role,” he explains. “The key is matching the right VA to the right task.”
He also advises business owners to think in terms of outcomes, not tasks. “Instead of saying ‘answer emails,’ say ‘keep my inbox under control by the end of the day.’ Ownership creates accountability.”
The Cost of Doing Everything Yourself
Dr Robertson highlights the hidden cost of refusing to delegate. “Every hour you spend on low-value work is an hour you’re not building your brand, refining your strategy, or closing deals.”
He calls this the productivity paradox: busy founders often mistake activity for progress. “When you delegate properly, you shift from being a worker to being a strategist.”
This mirrors the principle from Quanta Technologies with Francisco Ortiz, where scalable systems replaced chaos with clarity.
How to Identify Tasks to Delegate
To determine where to use a VA, Dr Robertson suggests a simple time audit:
- Track everything you do for one week.
- Label each task as $10 work, $100 work, or $1,000 work.
- Delegate or automate all $10 tasks immediately.
He explains, “A founder should spend most of their time on $1,000 work strategy, relationships, innovation. Everything else should be delegated.”
Common VA Misconceptions
Dr Robertson addresses a few myths about virtual assistants:
- Myth 1: You need a huge budget.
“The global VA market is flexible. You can start with five hours a week and scale up.” - Myth 2: Communication is hard.
“With project tools like Slack, ClickUp, and Loom, you can collaborate across time zones seamlessly.” - Myth 3: It’s just for admin work.
“Today’s VAs are specialists. You can find experts in design, bookkeeping, lead generation, and more.”
He stresses that the barrier to entry is mindset, not money.
Setting Up Systems for Success
Delegation without documentation leads to disappointment. Dr Robertson emphasizes creating standard operating procedures (SOPs).
“Document how you want tasks done step-by-step. That’s your insurance policy against confusion.”
He recommends using tools like Google Drive, Notion, or Trainual to store repeatable workflows. “The first hire you make should create repeatable systems, not random output.”
Hiring and Training Virtual Assistants
When hiring VAs, Dr Robertson suggests looking for cultural fit and communication skills first. “You can train for skills, but not for attitude.”
He outlines a structured onboarding process:
- Week 1: Orientation and shadowing.
- Week 2: Supervised execution of simple tasks.
- Week 3: Full ownership with weekly reviews.
“The goal isn’t perfection, it’s progress and consistency,” he adds.
He also stresses training through recorded videos. “Loom videos save you from repeating instructions. Train once, use forever.”
The Tools That Make Virtual Work Work
Dr Robertson lists his favorite tools for maximizing VA efficiency:
- Slack for communication.
- ClickUp or Asana for task management.
- Google Workspace for shared documents.
- Loom for training.
- Hubstaff or Clockify for time tracking.
He emphasizes, “Tools create transparency. Transparency creates trust.”
Building Long-Term VA Relationships
Many founders treat VAs as short-term hires, but Dr Robertson argues for loyalty and growth. “Your VA is part of your ecosystem. Invest in their development, and they’ll invest in your business.”
He recommends offering feedback, recognition, and bonuses based on performance. “Retention saves far more time than rehiring.”
He points out that successful entrepreneurs build teams that evolve with them. “When you grow, your VA grows. That’s the compounding power of long-term delegation.”
Scaling with Virtual Teams
Once business owners master delegation, they can scale by building departments virtually. Dr Robertson suggests starting with three pillars:
- Marketing team – content, design, ads.
- Operations team – admin, data, scheduling.
- Finance team – bookkeeping, billing, reporting.
He explains, “Virtual infrastructure allows you to run a multimillion-dollar business without physical overhead.”
This idea connects back to his financial frameworks in the Credit Foundation episode, scaling sustainably through smart leverage, not uncontrolled spending.
Avoiding Common Pitfalls
Dr Robertson warns against micromanaging or over-hiring. “One good VA can replace the workload of three if you define clear roles.”
He also cautions founders to avoid hiring without clarity. “If you don’t know what success looks like, you’ll never recognize it.”
He encourages regular performance reviews and clear communication rhythms. “A weekly 15-minute sync can prevent months of misalignment.”
The Mindset Shift of Delegation
Dr Robertson describes delegation as a mental evolution. “At first, letting go feels risky. But true leaders measure results, not control.”
He reflects, “You don’t scale by doing more, you scale by trusting more.”
Key Takeaways
- Delegation creates leverage, not laziness.
- Define clear systems before hiring.
- Start small—test, refine, and grow.
- Invest in relationships, not transactions.
- Use VAs to build capacity, not chaos.
Dr Robertson concludes, “When you free your time from the repetitive, you unlock your potential for the remarkable.”
Listen to the Full Episode:
Where to Use Your Virtual Assistants on Spotify