If you’re spending your evenings sorting emails, chasing payments, or fiddling with your website, you’re not alone. Many small business owners in South Canterbury feel like they need to clone themselves just to keep up. The good news is, you don’t have to do it all yourself. And you don’t need to hire full-time staff to get help.
Virtual assistants (VAs) to the rescue
VAs are remote workers who can take over tasks that you don’t have time for – usually for $5–7/hour, depending on where they’re based and what they specialise in. Many are highly skilled and used to working with small business owners just like you.
What can a VA actually do?
Plenty. Here’s a condensed version of a task checklist I give my clients when we’re systemising their business:
Admin & inbox
- Filter and prioritise emails
- Respond to standard customer queries
- Schedule appointments and send confirmations
- Update CRM records
- Prepare reports and data summaries
Sales support
- Send follow-ups on quotes or proposals
- Set reminders for you to call leads
- Maintain contact lists and segment by category
Marketing
- Post to Facebook, Instagram, and LinkedIn
- Format and schedule blog posts (after AI drafts them)
- Send email newsletters
- Create basic Canva graphics using templates
- Collect and manage testimonials
Bookkeeping (with the right software access)
- Match transactions in Xero
- Send invoice reminders
- Prepare monthly reports for your accountant
Website tasks
- Update opening hours or service pages
- Add new blog posts
- Check for broken links
Client care
- Send thank-you emails
- Follow up after a job is complete
- Collect client feedback
Real example from Timaru
A trade business owner I worked with was spending 2+ hours a day on admin. We hired a VA to take over email management, job scheduling, and quote follow-ups. In the first week, he got 10 hours back – and within a month, he had more time for quoting and actually getting off site before dark.
How to get started
- List the tasks you hate or avoid
- Pick one to hand over (e.g. inbox, quoting follow-up, social posts)
- Write a short set of instructions or record a screen video
- Hire a VA from platforms like OnlineJobs.ph, Upwork, or through a local VA agency
Not sure what to delegate?
This is where I help my clients first. We look at what’s taking up your time, what you can standardise, and what a VA (or AI) could handle. Then we build simple systems so the handover actually works.
Want help?
If you’re ready to stop doing it all yourself, let’s talk. Let’s find the 10 easiest tasks to hand off, so you can focus on the stuff only you can do.