10 Ways Coaching and Agency Owners Can Harness Operational Assistants to Grow Business >200%

October 4, 2023

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While building coaching or agency businesses, entrepreneurs often find themselves juggling multiple roles, from client management to marketing and operations. We see this every single day at OutDo, we get on a call with a founder of a coaching or agency and they have bags under their eyes, they’re frustrated with growth, and often shouting for help on things they simply cannot control anymore. As the demands on their time increase (as business grows, or even personal time), so does the need for meaningful solutions to drive growth and enhance operational efficiency. One powerful tool at their disposal is the use of Operational Assistants, but not just any virtual assistant, we mean skilled Operational Assistants. 

What is an Operational Assistant? 

Virtual Assistants have been around a long time. They are a great solution for when you need a task master often - those tasks can range from data entry to managing a calendar. 

Enter… Operational Assistants (OA’s). OA’s are a step further, for when you really need specialized help in areas that are critical to the business such as content creation, sales, or customer support. All of those roles/areas are drivers to success of the business and oftentimes a virtual assistant may not be enough or simply just not the experience or language skills. 

In this blog post, we'll explore the top 10 ways coaching and agency business owners can harness Operational Assistants to not only streamline operations but also boost revenue.

Focus Areas

  • Client Onboarding and Engagement

The first impression is crucial in any business. By delegating client onboarding tasks to Operational Assistants, business owners can ensure a seamless and personalized experience. Operational Assistants can handle administrative tasks, such as paperwork and scheduling, allowing business owners to focus on building meaningful relationships with clients. This personal touch can enhance client engagement and satisfaction, leading to increased retention and referrals.

  • Social Media Management

Nowadays if you’re not leaving a strong digital brand then you won't be winning… a robust social media presence is non-negotiable. However, managing multiple platforms can be time-consuming and with each platform comes intricacies and various ways of targeting those types of personalities. OA’s can take charge of social media scheduling, creation, and engagement with those users, ensuring a consistent online presence. By freeing up time for business owners, this delegation allows them to concentrate on core business activities and strategy.

  • Email Management and Communication

The influx of emails can be overwhelming, diverting precious time and attention from essential tasks. Operational Assistants can efficiently manage emails, filter priorities, and handle routine inquiries. This ensures that important communications are not lost in the clutter and that clients and partners receive timely responses, fostering better relationships and trust.

  • Content Creation and Marketing

Consistent and high-quality content is key to attracting and retaining clients. In fact, if you’re a new brand and you’re not writing 1,000+ word blogs and staying away from 50%+ AI written content, then you will not be seen by new clients. OA’s can lead or assist in content creation, from blog posts to newsletters to high quality video. This collaborative effort not only maintains a strong online presence but also positions the business as an authority in its field. With more time on their hands, business owners can strategize and optimize their marketing efforts.

  • Appointment Scheduling and Calendar Management

Efficient time management is the cornerstone of a successful business. Operational Assistants can take charge of scheduling appointments, managing calendars, and coordinating meetings. This not only ensures optimal use of the business owner's time but also minimizes the risk of double bookings and scheduling conflicts, fostering a more organized and professional image.

  • Market Research and Competitor Analysis

Staying ahead of the competition requires constant awareness of industry trends and competitor activities. Operational Assistants can conduct market research and competitor analysis, providing business owners with valuable insights. This proactive approach empowers business owners to adapt their strategies and offerings, staying relevant and gaining a competitive edge.

  • Customer Support

A satisfied customer is a loyal customer. Operational Assistants can handle routine customer support tasks, addressing inquiries and resolving issues promptly. This level of responsiveness contributes to customer satisfaction, strengthens client relationships, and can result in positive reviews and referrals, ultimately driving revenue growth.

  • Scaling Operations and Team Management

As businesses grow, so do the demands on leadership. Operational Assistants can play a crucial role in scaling operations by handling recruitment processes, onboarding new team members, and overseeing routine HR tasks. This not only facilitates smoother business expansion but also ensures that the team is well-managed and aligned with the business's goals. Afterall, these team members (OAs) have been a part of scaling your business, so who else is there to be your right hand as you scale?


The strategic utilization of Operational Assistants can be a game-changer for coaching and agency business owners. By delegating routine tasks, business owners can free up valuable time to focus on strategic initiatives, client relationships, and overall business growth. The collaborative effort between business owners and Operational Assistants creates a symbiotic relationship, driving efficiency, and propelling the business to new heights. As the business landscape evolves, embracing the potential of Operational Assistants is not just a luxury but a necessity for those seeking sustained success in the coaching and agency industry.

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