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Do you know why most businesses fail these days, even with virtual assistants? 🤔

Here’s the thing: most VAs thrive in environments that are organised, efficient, and well-structured. So if your business is set up poorly, your VA will just constantly hit roadblocks!

So how can you ensure success for you and your VA? It all comes down to three things: technology, processes and people. In today’s fast-paced business landscape, the importance of your technology, processes, and people cannot be overstated, especially when it comes to scaling up!

These are the three major factors that really affect whether a business turns a profit or not. Each of these things is super important and plays a big role in making a business successful, especially when there’s a lot of competition.

So in this article, we’ll explore:

  • the 5 benefits of establishing a “digital ecosystem” to enhance productivity and streamline operations
  • the importance of remote work tools that are integrated with each other
  • 6 concrete steps you can take to set up or revamp your own digital ecosystem
  • real examples of digital spaces we have set up for clients 😎

You’re probably wondering how we came up with tech, processes and people. When a business fails, why doesn’t it have to do with capital? Or business model? Or something else?

It’s based on experience, of course. 😉

When our Founder and CEO Linh Podetti started her business, she had to quit her 9-5 job and use her last $5,000. It took years of hard work, trial and error, and hitting her business ceiling—but now, her 7 figure business runs on its own, allowing her to focus on doing what she loves, which is spending more time with her family!

Outsourcing Angel Founder and CEO Linh Podetti now has more time to enjoy with her family while her business runs on its own.

Because she learned to harness the right tech, processes and people, Linh’s business runs on autopilot now. From having to oversee things every day and being burnt out, she can take a step back with confidence and peace of mind that she can rely on us, her remote team, while we continue scaling her business. 😌

If you’re also interested in scaling your business, book a FREE Discovery Call with us today! Our priority is to equip you with the right tools you need to scale up and accommodate more clients—minus the trial and error we had to go through ourselves! 😅

You can also watch the video below and hear from Linh herself about the 5 specific things you NEED to have in your business so your VA can thrive, and more:

5 things you NEED to have so your VA can thrive

Ready to unlock the full potential of your virtual assistant? Here are 5 essential factors that will pave the way for your VA’s success. With the right strategies in place, you can ensure seamless collaboration, increased productivity, and streamlined operations within your business.

#1 Streamlined Processes

Establishing clear processes and SOPs ensures that you provide your VA with a solid understanding of how to do things to your level of expectations. It’s like creating a roadmap for consistency, accuracy and success!

#2 Platforms

Choosing the right platforms for communication, and task management is crucial (especially for remote workers!) You need to have a central hub for your staff with seamless interaction and real-time updates.

#3 Automation

Automating repetitive tasks frees up valuable time for your VA and boosts their productivity. You’ll be able to give them higher-value tasks so they can become a high-value employee.

#4 Integrations

Integrating your platforms will help you connect and consolidate your data. You’ll enjoy less manual work while improving your data accuracy and delivering to clients on time.

#5 Implementation & roll out

Providing clear communication and training allows your team to adapt to your new processes effectively. By prioritising a well-planned rollout, you set the stage for successful change adoption and success.

Seems like a lot, right? The good news is, these are things that our Systemise & Scale Up team can set up for your business so that you have an environment primed for success. 💯

We’ll even hire and train your VA on all your new systems and processes so that all you need to do is start delegating tasks!

Book a free Discovery Call with our team today and start setting up your business with the right tech, processes and people!

Technology: Empowering Business Success

When it comes to scaling a business, technology is going to be an important player on your team. The importance of technology in business can make a huge difference between profit and loss. Why, you ask? Well, technology helps with all those repetitive tasks that take up so much time and energy. So it can be your springboard for success!

And with the benefits of automated workflows, you will have a backbone for your streamlined operations, simplifying complex workflows and enhancing your overall efficiency. 👌

Having the right technology can‌ take boring and repetitive tasks off your plate (and your staff’s plate!) These tasks can range from scheduling to sending out email campaigns, and more. This means you and your team can focus on the important stuff that really drives your business forward, like strategy and brainstorming your next marketing campaign.

And with technology, you can do things faster and more accurately. So you can say goodbye to manual human errors and make decisions with less stress and confusion! 👏

And here’s the real kicker: technology also helps with data management and analysis. It lets you gather and analyse all the important information about your business. This gives you valuable insights and helps you make smarter decisions.

Plus, with the right platforms and cybersecurity tech measures, you can improve team communication and transparency. It will be easier for everyone on your team to see the big picture and work together towards success. 💯

So you see, properly harnessing technology can take your business to the next level. It saves you time, streamlines your operations, and gives you the power to make informed decisions.

Tips for harnessing technology in your business

Remember, technology should be viewed as an enabler and not the sole solution. It’s important to strike a balance between technological investments and the unique needs of your business. 👍

So be sure to continuously evaluate the impact of technology on your business and adapt your strategies accordingly!

  • Stay updated with technological advancements: Continuously monitor and stay informed about the latest technological trends and advancements in your industry. This will help you identify opportunities to leverage technology for business growth. 📈
  • Align technology with business goals: Clearly define your business goals and identify how technology can support and enhance them. Use technology as a means to achieve your objectives, whether it’s improving efficiency, enhancing customer experience, or expanding market reach.
  • Conduct a technology audit: Regularly assess your existing technology infrastructure, systems, and processes to identify areas for improvement. Also, determine if there are any outdated or redundant technologies that can be replaced with more efficient and cost-effective solutions.
  • Invest in the right tools: Identify and invest in workflow automation tools and platforms that align with your business needs. Whether it’s project management software, customer relationship management (CRM) systems, or data analytics tools, choose solutions that will streamline operations and provide actionable insights. 💪  Want to know the right tools for your specific business? Book a FREE Discovery Call today and get personalised insights from our Systems Expert!
  • Enhance cybersecurity measures: As technology advances, so does the need for robust cybersecurity. So make sure to protect your business from cyber threats by implementing strong security measures such as firewalls, antivirus software, encryption, and employee awareness training.
  • Leverage data analytics: Data is a valuable asset for businesses of any size. 💻 Remember to implement data analytics tools and techniques to gain actionable insights, make informed decisions, and identify trends and patterns. Data-driven decision-making can lead to improved efficiency, targeted marketing, and enhanced customer experiences. 👍
  • Automate repetitive tasks: We’re big fans of this one! Remember to identify repetitive tasks within your business processes that can be automated. This can free up time for your employees to focus on more strategic and value-added activities. 🧑‍💻 Automating repetitive tasks can be applied to areas like customer support, data entry, inventory management, marketing campaigns, and more!
  • Foster a culture of innovation: Last but not least, encourage and empower your employees to explore and adopt new technologies. Create a culture that values experimentation, learning, and collaboration. This can be as simple as setting up a Slack channel dedicated to learning new tools, which is part of our healthy remote work culture at Outsourcing Angel. 💗

If you can, also invest in training and upskilling programs to ensure your workforce has the necessary skills to harness technology effectively.

Processes: Ensuring Consistency and Quality

Our Managing Director Richard Phu and CEO Linh Podetti used the right technology, processes and people to scale up Outsourcing Angel—along with much effort and hard work!

When it comes to running a successful business, processes keep everything running smoothly. Think of them as the step-by-step instructions that guide your team on how to do things the right way.

Why are processes so important? Well, they make sure that tasks are done consistently and up to the highest standards every single time. If you know the importance of processes in business, you make it easier for your team to do their respective jobs.

To make sure your business is on the right track, it’s crucial to establish Standard Operating Procedures (SOPs).

These SOPs for business success are a playbook that lays out the rules and best practices for your team to follow. They become your go-to guide for ensuring that everyone is on the same page and working together towards success. 👏

One of the key benefits of having SOPs is that they promote consistency and quality in your business operations. By documenting your processes, you create a clear roadmap for your team to follow. This means that no matter who is working on a particular task, it will be done in the same way, ensuring consistent results.

But it’s not just about consistency! 👀 SOPs also play a vital role in achieving operational efficiency. When everyone knows exactly how to do their tasks, it reduces the time spent on figuring things out or making mistakes. This means your team can work more efficiently, saving time and resources.

SOPs also become a valuable resource for training materials. When new team members join or you bring on Virtual Assistants (VAs), having well-documented processes makes it easier for them to get up to speed quickly.

They can refer to the SOPs to understand how things are done and start contributing to the team right away. This reduces the learning curve and ensures a seamless onboarding process. 💯

It may sound obvious, but in the ever-changing landscape of business, having documented processes sets the foundation for success. It allows you to scale your operations smoothly, even during times of scaling up and expansion.

By streamlining business operations with clear and well-documented workflows, you create an efficient business that can adapt and grow without sacrificing quality. 👌

So whether it’s training your team, onboarding new hires, or scaling your business, processes are crucial to success. They keep your team aligned, ensure consistent output, and provide a solid foundation for building a thriving and scalable business.

Tips for having the right processes in your business

By following these tips, you can effectively harness the right processes to ensure consistency and quality in your business.

Consistent adherence to well-documented processes, coupled with a focus on continuous improvement, will create a firm foundation for your business success and contribute to customer satisfaction and loyalty. 😀

  • Identify critical processes: Start by identifying the key processes that have a direct impact on the consistency and quality of your products or services. These could include manufacturing processes, customer service procedures, quality control measures, or any other process that directly affects your deliverables.
  • Document step-by-step procedures: Documenting business workflows is essential for ensuring consistency and quality. Create clear, step-by-step procedures that outline how each task should be performed.Include any necessary checklists, forms, or templates to guide employees through the process. This documentation becomes your go-to resource for training and reference purposes. 🔎
  • Regularly review and refine processes: Having great processes isn’t a one-time task. In your business, you should continuously review and refine your processes to optimise them for efficiency and quality.You can do this by regularly gathering feedback from employees, customers, and stakeholders to identify areas for improvement. Keep an open mind and be willing to adapt and evolve your processes as needed! 👍
  • Implement quality control measures: Integrate quality control measures into your processes to monitor and ensure consistent output. This could include conducting regular inspections, performing audits, or implementing quality checkpoints throughout the workflow.In our case at Outsourcing Angel, we assign dedicated Virtual Office Managers (VOMs) for each client and Virtual Assistant. That way, we can make sure each client receives the best output our talented VAs have to offer. 💯
  • Foster a culture of continuous improvement: This should go without saying! Encourage a culture of continuous improvement within your organisation. Promote employee involvement and engagement in suggesting process enhancements or innovative ideas.Remember to regularly evaluate the effectiveness of your processes and seek opportunities to streamline and optimise them. If your staff is happy with the processes, chances are they’re better equipped to bring more value to your business. 🧑‍💻
  • Communicate and reinforce process adherence: Ensure clear communication and understanding of the importance of process adherence throughout your business.You can achieve this by recognising and rewarding employees who consistently demonstrate commitment to process excellence and quality. It will encourage others to follow!
  • Leverage technology and automation: And we circle back to technology because they’re all connected. 😉 Make sure to utilise the right tools and automation to streamline and enforce process adherence.Workflow management systems, project management software, and automation tools can help eliminate manual errors, standardise processes, and enhance your overall efficiency.

People: Driving Business Success Forward

A screenshot of our remote team’s June catch-up with games and team-building activities.

The Outsourcing Angel team on our company trip last 2019 in the Philippines.

Now, while technology and processes are important, it’s the people who truly make a business successful. 👏

Your people are the heart and soul of your company. The importance of people in business cannot be overstated!

Skilled and motivated employees, as well as dedicated Virtual Assistants, play a huge role in achieving growth and scalability. They bring their unique talents and dedication to the table, making a real impact on the success of the business.

When you’re building your team, it’s crucial to find people who not only have the right skills but also align with your company’s values and goals. It’s invaluable finding teammates who share your vision and are committed to working towards the same objectives. This alignment creates a strong foundation for success. 💸

A well-trained and committed VA, for example, is a valuable asset. They handle tasks efficiently and adapt seamlessly to the technologies and processes you have in place. They become an integral part of your team, helping to promote productivity and ensuring that your business can scale without compromising quality.

With their expertise and dedication, they’ll surely contribute to the smooth operation of your business. 🙆

But motivated employees and VAs bring more than just their skills to the table! They also bring their unique perspectives and ideas. Having a diverse team that fosters innovation and creativity is important; they can offer fresh insights and approaches that drive strategic initiatives and keep your business ahead of the curve.

So remember, while technology and processes are important, it’s the people who truly make a difference. Finding skilled and motivated individuals, aligning their values with your company’s vision, and empowering them to contribute their best work will propel your business towards success. 💰

Together, with the right people by your side, you can build a thriving business and scale up.

Tips for employing the right people in your business

Employing the right people is crucial for business success. Here are some tips to help you find and hire the right individuals who will contribute to the growth and success of your business. 📈

  • Define your needs: Before starting the hiring process, clearly define the skills, experience, and qualities you’re looking for in a candidate. The clearer you are, the better! 🔎 Determine the specific roles and responsibilities they will fulfil and how they align with your business objectives.
  • Cast a wide net: Thanks to online options, you can explore multiple avenues for sourcing candidates. Utilise online job boards, professional networks, social media, and employee referrals. Casting a wide net increases the chances of finding qualified candidates who align with your needs. 👍
  • Assess cultural fit: Besides evaluating skills and experience, assess whether candidates align with your company’s values and culture. This is how you ensure your potential staff stays longer, by finding the right fit right off the bat. Also consider their work style, communication skills, and ability to collaborate effectively with existing team members. 🤝
  • Check references: This may seem obvious, but many employers skip this step! So take the time to contact references provided by the candidates. Ask specific questions about their past performance, reliability, and ability to work well within a team.References can provide valuable insights into the candidate’s work ethic and overall suitability for the role.
  • Offer competitive compensation and benefits: To attract and retain top talent, offer competitive compensation packages and benefits that align with industry standards. Consider additional incentives, such as professional development opportunities or flexible work arrangements, which can be appealing to potential employees.
  • Provide a comprehensive onboarding process: Once you’ve selected the right candidate, invest in a thorough onboarding process. Introduce them to your company’s culture, values, and workflows. Provide the necessary training and support to help them integrate seamlessly into their new role. 📃
  • Foster a positive work environment: Create a healthy and positive work environment that encourages employee engagement, growth, and recognition. Make a point to recognise and appreciate the contributions of your team members, as this fosters a sense of loyalty and motivation to drive business success forward.

Integration of Tech, Processes, and People

If you want your business to scale up and expand successfully, it’s important to understand that technology, processes, and people all rely on each other.

Technology that helps you have automated workflows helps your people focus on the more important stuff. They take care of all the repetitive tasks that can be too time-consuming, such as posting on social media, sending out regular emails to clients, and more.

With these tasks automated, your people will have more time and energy to dedicate to things like coming up with new ideas, solving problems, and making customers happy.

And by streamlining business processes, your team can get more done in less time, opening up new possibilities. It’s basically removing roadblocks and having the freedom to explore new opportunities and take on strategic initiatives.

Let’s look at some case studies that highlight how these three elements for business success—technology, processes and people—can help you scale up. ⬆️

Case Study 1: Co.Lab Space Sydney

If you’re a business owner, you know how challenging it can be to manage a growing number of clients. That’s why Jenny, the founder of Co-Lab Space, decided to systemise their processes. She wanted to serve her clients better by improving her team’s operations.

The problem? When we first met Jenny, she didn’t have any structured systems in place at all. She was also tired of all the manual client onboarding and reporting, keeping tabs on all projects in her head, and having no time to set up a content management system for a VA.

So our first step was to identify Jenny’s core business processes and map out the steps involved in each. This helped us get a clear picture of their operations and identify areas for improvement.

Within 4 weeks, here’s some of what we achieved for Jenny and Co.Lab Space:


No clear follow-up & onboarding process

  • Client preferences and other relevant information gets missed causing unnecessary back and forth
  • Inconsistent client onboarding with no systems or documents


Client onboarding workflow

  • Leads email sequence that covers everything from payment set-up to client communication preferences
  • Email script templates allowing a virtual assistant to take over client onboarding


Ad hoc social media content process

  • No standard process for social media content production or scheduling
  • Multiple social media scheduling platforms for different clients due to platforms having limitations for different features


Social Media Content Production

  • Documented Social Media Content Production process
  • Social media calendar template for clients and virtual assistant
  • Metricool social media scheduler for all clients


Manual collection of client payments

  • Client payments made via bank transfer
  • No notification of payments received or late payments
  • Manually checking bank account for payment status


Automated client payment process

  • Payment collection automation via Stripe
  • Now accepting credit card
  • Automated payment notifications to team members in Slack
  • Client arrears process


Work arrangements via WhatsApp, text or verbal

  • No official service agreements with terms and conditions
  • Jenny was not covered for additional workload outside of her initial scope of work with the client


Automated client payment process

  • Service agreements
  • Using HelloSign to manage legally binding electronic signatures
  • Terms & conditions document
  • Using Law Depot to generate contract templates

The result? A more efficient and productive business within a few weeks! Jenny can now take a step back from all the manual and repetitive work she used to do. Instead, she can focus on strategic plans to grow her business even further. 😎

Client Example 2: Connect Content

Tom is the founder of Connect Content. He wanted to take his business to the next level by focusing on client work, but realised he couldn’t do it all on his own.

So he turned to us!

The problem? 90% of Tom’s client onboarding process was manual, leaving a lot of room for errors. 🫢 He was also juggling data across 3-4 systems when he could’ve been using just one.

On top of all that, Tom’s client and staff emails were all piling up into a headache. He was fed up with all of it!

It only took our team 3 weeks to do the following (and more!) for Tom:


Manual and tedious client onboarding process

  • When clients signed up, Tom had to manually book interviews, send follow-ups and client accountability reminders
  • Tom also created accounts and passwords and sent them individually to all new clients


Automated client onboarding sequence

  • Implemented Zapier integrations and automated 90% of Tom’s client onboarding process including interview bookings, weekly group call reminders and client accountability follow-ups
  • We even automated account set-up and log-in details distribution to new clients


Manually following up with leads

  • In addition to his day-to-day tasks, Tom had to keep tabs of his leads and manually send follow-ups or accountability reminders


Leads follow-up email sequence

  • Set up automated leads email sequences with personalisation and appointment booking capabilities
  • Outsourced client accountability to his VA


Staff communicated via email

  • Daily communication between team members were all via email and things for lost in an inbox full of hundreds of emails
  • Emails were not able to sync with other platforms and tools to automate notifications


Set up Instant Messaging platform and integrated with other tools

  • Transitioned from email to Slack for real-time communication and better workflows
  • Slack channels can now be created for different teams and allow team members across different locations and time zones to connect
  • Slack is now easily integrated with Zapier automations for notifications such as client sign-ups, payments and reminders


Tom was juggling admin and client follow-ups

  • Tom conducted long Zoom interviews with his clients and spent a lot of time and energy summarising the call notes and action items to send after the call


Outsourced admin and client follow-up to a Virtual Assistant

  • We set up Fathom for Tom’s Zoom meetings that recorded and allowed users to make real-time notes and action items during the meeting
  • All meetings are now automatically fully transcribed, allowing a VA to easily send this to clients in a follow-up email

The result? Tom now has systemised workflows, improved team communication, and better project management. All these changes transformed his business into a Virtual Headquarters that is now equipped for rapid online growth! 📈

Your Business Doesn’t Have to Fail

Technology, processes, and people are the special factors that can make your business soar. They rely on each other to achieve real growth and success. 💸

By embracing technology, automating tasks, and streamlining how you work, your team can unleash their full potential and make incredible things happen for your business. So, don’t worry—your business doesn’t have to fail! With the right tools, strategies, and people, you can set your business on a path to thrive and achieve amazing things.

Book a free Discovery Call

Want to scale your business with the right technology, processes and people? Book a FREE Discovery Call with us today and avoid burnout before it’s too late!

Arielle Calanas

Arielle is Outsourcing Angel’s resident copywriter. She has over 9 years of writing experience and graduated magna cum laude in Creative Writing from the University of the Philippines Mindanao in 2019. Currently, she crafts high-engagement content that reflects our brand voice, from client case studies to blog articles and more.