For Virtual Assistants Ready to Work Smarter, Not Harder
If you’ve ever found yourself repeating the same task for different clients and thinking “There must be an easier way to do this…” — you’re right. There is!
Whether you’re brand new to the VA world or already managing multiple clients, repeatable workflows are one of the most powerful tools you can have in your toolkit. They’re the secret to saving time, reducing mental load, and delivering a more polished, consistent service (without burning yourself out).
Once upon a time, when starting my VA journey, I used to wing it. Wow… it imploded into absolute chaos, very quickly. No idea what I was doing for whom and missing critical deadlines! Almost losing clients! It was obvious very quickly that that method of madness was not going to work or sustain a business for long.
Let’s break it down — what they are, how to create them, and how they can seriously change your business.
What is a Workflow (and Why You Need One)?
A workflow is simply a step-by-step process you follow to complete a task. Where a checklist might be a one-off to-do list, a workflow is something you can repeat over and over, and eventually automate or delegate.
Still thinking you’re too small or “not ready” for that level of structure? Let me bust that myth right now. The earlier you set up workflows, the easier it will be to scale and stay in control as your client load grows.
A workflow matters, as a VA, so you can achieve the below:
- Consistency – Deliver the same high-quality service every time.
- Time-Saving – No need to reinvent the wheel each time
- Mental Load – Reduce decision fatigue and avoid missed deadlines or tasks
- Professionalism – Show up as someone who has it together, not chaotic
- Scaleable – Sets the foundation to outsource or bring in support later.
VA Tasks That Deserve a Workflow
Unsure of what tasks need a workflow? Here are a few suggestions:
- Client onboarding and offboarding
- Inbox and calendar management
- Weekly Content creation
- Bookkeeping (reconciliation)
- Invoicing
- Newsletting publishing
Hot tip… if you do it more than once. It needs a workflow.
How to Create a Repeatable Workflow
Creating a repeatable workflow starts by identifying a task you do regularly—think client onboarding, social media scheduling, or inbox management. From there, map out each step you take to complete that task from start to finish. Don’t worry about making it perfect—just brain dump the process as you naturally do it, you can refine it as you go. Below is one way of creating workflows that work for you.
Step 1: Choose a recurring task – Start with something simple and repetitive like client onboarding or scheduling social posts.
Step 2: Brain dump every step involved – Think: what happens first, then next? Include emails, documents, tools, approvals — everything.
Step 3: Look for ways to simplify – Can you batch tasks? Automate steps? Remove anything unnecessary?
Step 4: Choose your tool – Use what works for you:
- Google Docs for simple checklists
- ClickUp, Trello or Notion for visual tracking
- Dubsado or HoneyBook for client systems
- Zoom for video walkthroughs
- Zapier or Make for automations
Step 5: Test and tweak – Try it with one client or task, refine it, then repeat!
Step 6: Save it as a template – Bonus: record a Loom video of you walking through the workflow — especially handy if you ever delegate to a VA of your own.
Mistakes to Avoid When Building Workflows
When it comes to creating workflows, one of the biggest mistakes VAs make is overcomplicating things from the start. It’s easy to fall into the trap of thinking your system has to be fancy or tech-heavy—but in reality, the best workflows are often simple and easy to follow.
Another common pitfall is trying to build workflows entirely in your head, without ever documenting them. If it only lives in your brain, it’s not a workflow—it’s a memory test. Forgetting to test your process in real life can also backfire. What looks good on paper might feel clunky or inefficient in practice, so it’s important to refine as you go. And don’t set it and forget it—your services and client needs evolve, so your workflows should too.
It’s easy to think, “I don’t need this—no one else is ever going to need to do my work.” But what happens if you fall seriously ill, need to take unexpected time off, or something worse occurs? Without a contingency plan or clearly documented workflows, your clients are left in the lurch, and your business becomes vulnerable. Creating workflows isn’t just about efficiency—it’s a form of professional responsibility. It ensures that someone else could step in if needed, and your clients’ trust in your reliability remains intact, even during unforeseen circumstances.
Make it a habit to review and refresh your workflows regularly. Finally, remember: workflows are meant to support you, not overwhelm you. Start small, keep it clear, and build from there.
The Magic of Workflows? They Set You Free
The real magic of workflows is that they don’t box you in — they liberate you. When your day-to-day tasks are mapped out and repeatable, you free up mental space, reduce decision fatigue, and gain back precious hours. Suddenly, you’re not stuck reinventing the wheel or second-guessing what needs to happen next. Instead, you can focus on what lights you up — creative projects, strategy, client relationships, or even taking time off without stress. Workflows give your business structure, so you don’t have to carry it all in your head. And when you’re ready to grow or bring in support, your systems are already in place to scale with ease.
Tammie lives in a small town called Laidley in rural Queensland and experienced corporate burnout in 2022. Her passion for delivering exceptional customer service and years of honing her administration skills inspired her to start her own Virtual Assistant business. Tammie’s decision stemmed from a desire to work on her own terms, freeing herself from corporate employment. Her primary goal is to alleviate business burdens by facilitating task delegation, enabling clients to concentrate on revenue-generating activities. Beyond her professional endeavors, Tammie is a devoted mother to a son and a dog and tends to a lively flock of 24 chickens.
