For clients: Ditch the Clown Act: How to Reclaim Your Time with a Virtual Assistant

Ditch the Clown Act: How to Reclaim Your Time with a Virtual Assistant

Written by: Fungai Blake from Gear for Growth

Ever feel like you’re juggling a hundred things at once—except no one’s cheering, and the balls just keep piling up? Between countless teams’ meetings, emails, reports, and personal errands, the daily load can quickly spiral out of control and balls inevitably get dropped.

The good news? You don’t have to do it all alone. A virtual assistant (VA) can help you manage the tasks that eat up your time, so you can focus on what truly matters—whether that’s growing your business, spending time with family, or simply catching your breath.

What You Can Delegate

Many people struggle with delegation because they’re unsure what to hand off and often feel it’s quicker to do everything themselves. But this mindset keeps them stuck in repetitive tasks, taking up valuable time and mental energy.

To break the cycle, start by listing everything on your plate—both personal and business tasks. Identify what doesn’t require your direct involvement and delegate those tasks to free up your time for what truly matters.

Here are some ideas of what you can hand over to a VA and reduce your stress levels.

1. Admin That Slows You Down

If you’re still scheduling meetings, sorting emails, or preparing reports, a VA can take over:
✔ Calendar management
✔ Email filtering and inbox organization
✔ Document and presentation preparation
✔ Report writing and data entry

2. Business & Governance Support

Staying on top of compliance doesn’t have to be overwhelming or painful. A VA can assist with:
✔ Compliance tracking
✔ Annual returns and regulatory filings
✔ Meeting minutes and follow-ups

3. Travel Planning Without the Stress

A VA can handle:
✔ Flight and accommodation bookings
✔ Visa applications
✔ Itinerary planning
✔ Car rentals and transport coordination

4. Personal Errands That Steal Your Time

Work-life balance isn’t just a buzzword—it’s necessary for your mental health. A VA can help with:
✔ Researching service providers (nannies, electricians, plumbers, etc.)
✔ Planning holidays or special events
✔ Managing personal to-do lists
✔ Grocery orders and vehicle registrations

5.Keeping Your Work Flowing

A VA helps ensure everything stays on track by:
✔ Organizing and prioritizing tasks
✔ Coordinating projects
✔ Tracking deadlines and deliverables

Making the Most of a Virtual Assistant

For a smooth working relationship, it’s important to:

✔ Be clear about deadlines and expectations
✔ Provide any preferences upfront (reporting style, file formats, etc.)
✔ Communicate regularly, especially at the start

Why Delegation is a Game Changer

At first, handing things over might feel strange—but the more you delegate, the more you get used to it and you’ll realize how much time you’ve been losing to small but necessary tasks. If you’re ready to lighten your load, check out how we can help by contacting Gear for Growth Virtual Assistants.