Virtual Assistant Case Studies

This post is a spin-off of a previous post.

Not only does it outline tasks but real clients I’ve done real work for.

No clients’ names are mentioned in the post but they’ll likely know who I’m talking about if they read this post.

In the future, I may outline real work with one of my best clients (with their permission – of course!).

I show how I’ve helped clients in the following categories:
  • Social Media Marketing and Updates
  • Email Marketing
  • Personal Email Management
  • Writing & Proofreading
  • Document/Spreadsheet Creation & Manual Data Entry
  • Web Design, Maintenance, & Graphics
  • Internet Research
  • Appointments & Calendar Maintenance
  • Travel Arrangements
  • Accounting and Bookkeeping (or Virtual CFO)
In each category, you’ll find:
  • Type of Client (Industry)
  • Tasks Performed
  • Client Benefit
  • Type of Service Package
Virtual Assistant Case Studies – How I’ve Helped Clients

#1 Social Media Marketing and Updates

1. Type of Client: Personal Trainer

Tasks Performed:

  • Researched, scheduled and published posts to company Facebook page
  • Notification of messages and page updates

Client Benefit:

Client focused on helping more personal training clients while I handled their Facebook marketing and maintenance.

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

2. Type of Client: Business Coach

Tasks Performed:

  • Sent in-mail messages to LinkedIn contacts from clients account (invitations to local business events)

Client Benefit:

Manually sending individual personal messages to multiple contacts (with certain messages addressed differently) can take a huge amount of time. Getting these messages out were important but having me do it for my client freed their time up to work on other tasks that were of equal importance.

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

#2 Email Marketing

3. Type of Client: Corporate Security, Safety & Training Firm

Tasks Performed:

  • Created a reusable email template in mailchimp
  • Scheduled and published their first email newsletter
  • Linked email marketing account to Facebook and Twitter so newsletters will auto-post to Facebook each time a new newsletter is published

Client Benefit:

This was an item that had been placed on the back-burner for some time and by delegating this out to me, my client was able to finally mark this off their “to-do” list and now have a reusable email template that they can easily update with new information as they publish future newsletters. They will also save time with marketing since their newsletter is set to auto-post to Facebook & Twitter.

Type of Service Package: Email Newsletter Set-up Package (I no longer offer this particular package and only offer Personal Virtual Assistant Retainers.)

4. Type of Client: Web Development & Technology School

Tasks Performed:

  • Created a reusable email template in mailchimp
  • Formatted and prepped their weekly email newsletters

Client Benefit:

My client felt more comfortable scheduling the newsletters themselves, but I handled all of the research, look and feel of newsletter which saved them a ton of time. All they needed to do was review the email draft and recommend any changes or updates. If any changes were needed, I would make the necessary updates and send a final draft for their review before time to publish.

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

5. Type of Client: Gym

Tasks Performed:

  • Created a reusable email template in mailchimp
  • Formatted, prepped, and published their weekly email newsletters

Client Benefit:

Not only did my client get compliments on the newsletter from their gym members, but I handled the entire process so all they needed to do was approve the newsletter draft each week before I published it.

Type of Service Package: Ongoing Email Newsletter Schedule & Send Package (I no longer offer this particular package and only offer Personal Virtual Assistant Retainers.)

#3 Personal Email Management

6. Type of Client: Business Coach and International Speaker

Tasks Performed:

  • Responded to messages on client’s behalf (In this instance, client set up an email address [geniece@myclient’semail.com – example] for me with their company domain and included me on many of the messages with their clients so I could respond as their personal assistant.)
  • Cleaned and maintained clients personal email inbox

Client Benefit:

Client had more time to focus on taking on more clients while I handled the back office tasks. Email messages were answered more timely, junk messages removed, and risk of missing out on new business opportunities via email was reduced.

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

#4 Writing & Proofreading

7. Type of Client: Personal Trainer

Tasks Performed

  • Researched personal training venue and wrote (ghost wrote) a proposal on behalf of client regarding the benefit to venue owner for allowing personal trainer to use facility and offer group training classes as an amenity to community residents

Client Benefit:

Client could focus on personal training and group training classes while I used time to do the research and write the proposal. Bonus: New potential revenue stream for client if proposal was accepted.

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

8. Type of Client: Web Development & Technology School

Tasks Performed:

  • Wrote (ghost wrote) personal warm emails that client could use as welcome emails for new students, follow-up emails to graduates, and introductory emails to employers (in an effort to help students secure positions in the web technology field upon commencement)

Client Benefit:

Client’s time was best served being the face of the organization at events and live training courses so their time was freed up to more of that while I worked my behind-the-scenes magic!!

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

#5 Document/Spreadsheet Creation & Manual Data Entry

9. Type of Client: Spiritual and Business Coach

Tasks Performed:

  • Took scanned receipt data and formatted into an excel spreadsheet on a weekly basis

Client Benefit:

My client needed this information formatted into a spreadsheet so that it was later easy to upload the customer contact information into their SendOutCards database. Having me manually type the information into excel made it as easy as a few clicks of a button for them to then upload to SendOutCards!

Type of Service Package: Personal Virtual Assistance (This is the only task I did for this client at the time but it falls under the category of personal virtual assistance since it’s hard to do a set package for data entry into a spreadsheet as this takes time.)

10. Type of Client: Business Coach

Tasks Performed:

  • Downloaded contacts from LinkedIn and then added to an existing excel file of other contacts. Once added into one file I removed any duplicates and loaded contacts into clients mailchimp account.
  • Formatted and proofread a 25+ page word training document

Client Benefit:

There were more than 7,000 contacts in the file and different categories of what was considered a duplicate so this project wasn’t as easy as using an excel formula (only) to remove duplicates as the client wanted to take note of any contacts that appeared to be duplicates but may have had more than one email address. Needless to say, I bit off more than I could chew with this project but it saved my client an immense amount of hours in getting the spreadsheet cleaned up once and for all!

On the word document, my client was putting together this document for their own client so again, I saved them a ton of time while they focused on other things (because of virtual assistance my client met the deadline to have the document completed for their own client).

Type of Service Package: Personal Virtual Assistance (At the time, I charged 2 standard prices for each of the tasks but the time involved on these two particular tasks are hard to pin-point so these now fall under the personal virtual assistance packages).

#6 Web Design, Maintenance, & Graphics

11. Type of Client: Motivational Speaker and Business Coach

Tasks Performed:

  • Created a new website header (using Canva)

Client Benefit:

Client wanted to add a bit of freshness to their current website. Simply put client told me what they wanted, handed the task off to me, and kept their energy on tasks they were good at and what they most enjoyed most.

Type of Service Package: Personal Virtual Assistance (At the time, I charged a flat fee but this type of work now falls under a personal virtual assistance type package or block of hours as design work can be a lot of back and forth depending on what the client wants and ultimately I want them to be happy with what I put together.)

12. Type of Client: Corporate Security, Safety & Training Firm

Tasks Performed:

  • Created a Facebook page cover image and custom email newsletter sign up form app image for Facebook (both created using Canva)

Client Benefit:

Client did not have to use valuable time researching and learning how to create the two cover images for their Facebook page (uniform complimentary images to represent clients current branding and colors).

Type of Service Package: Email Newsletter Set-up Package (I no longer offer this particular package and only offer Personal Virtual Assistant Retainers.);  Personal Virtual Assistance (or block hours type package for the Facebook cover image)

#7 Internet Research

13. Type of Client: Business Coach and International Speaker

Tasks Performed:

  • Researched prospective clients (of my client) so my client is prepared with background information on a prospective client before meeting with them in person for lunch or via Skype

Client Benefit:

Client is prepared with a cliff notes version of all there is to know about their prospective client before meeting with them and they didn’t have to take any downtime doing research. Easy as read and go!

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

14. Type of Client: Web Development & Technology

Tasks Performed:

  • Researched the best way and platform for teaching one of their courses online

Client Benefit:

Client could choose to use the research as a guideline for doing their first online course of continue with their regular physical classroom instruction without losing downtime.

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

#8 Appointments & Calendar Maintenance

15. Type of Client: Business Coach and International Speaker

Tasks Performed:

  • Confirmed appointments via email for client and had full access to client’s Office 365 account to add and edit calendar appointments as client

Client Benefit:

My client considered me as their main right hand person and would even copy me on emails with their clients and refer to me to handle checking their calendar for availability and setting up the appointment.

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

#9 Travel Arrangements

16. Type of Client: Business Coach and International Speaker

Tasks Performed:

  • Contacted front desk staff before client’s arrival to hotel to ensure room was located most convenient for client (near elevator) and had groceries ordered and delivered to clients hotel room

Client Benefit:

Client was able to focus energy preparing for a huge speaking event away from home while I helped with the necessary but delegate-able items!

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)

#10 Accounting and Bookkeeping

17. Type of Client: Business Coach and International Speaker

Tasks Performed:

  • Review and calculate hours client worked during the month for their client then create invoice in quick books for client to review for invoicing their client

Client Benefit:

Client was getting so much work that they were behind by a few months with invoicing. With my assistance, client got on track with invoicing and delegated this item to me ongoing.

Type of Service Package: Personal Virtual Assistance (I did multiple other tasks for this client on a monthly basis so this package type was suitable.)


My experience is certainly not limited to the case studies above as I’ve helped other industries (Herbalists, Holistic Health Doctors, Sports Enthusiasts, Non-Profit Business Organizations, etc.) in different ways in many of the categories mentioned above.

I hope I’ve given you some real-life and model examples of what’s possible in working with a virtual assistant.

If it doesn’t have to be done in person then anything positive and ethical (that helps your business grow) is possible with a virtual assistant!!

To your success,

Geniece Brown

P.S. – If you’re a prospective client who’s now been enlightened by these examples and want to meet up for some virtual coffee (Skype), just shoot me an email to geniece@geniecebrown.com. Or if you liked this post and just want to make a comment, have at it below – I’d love to hear from you!

2 Comments on 17 Virtual Assistant Case Studies – How I’ve Helped Clients

  1. Harinder
    November 21, 2016 at 10:50 am (7 months ago)

    Hi! Hope your well. I’m a new Virtual assistant and was interested to see how other Virtual assistants are working with clients. By reading your real life case studies gives me a broader idea of the types of tasks and clients you could be working for as a VA. I’m searching for clients and launched my company a week ago and wondered what advice you can give to me as a new VA? I will definitely admit I’m pretty nervous and lacking the confidence at the moment to approach businesses. However, being 24, I would say it may be a normal thing as starting off. So would really appreciate your advice!

    Thank you!

    Reply
    • Geniece Brown
      November 30, 2016 at 5:13 pm (7 months ago)

      Hi Harinder,

      Thank you for checking out my post and considering me as someone who can provide advice. I’ve sent you a message via LinkedIn and look forward to speaking with you! Congratulations on starting your VA business!!

      Reply

Leave a Reply

Your email address will not be published. Required fields are marked *

Comment *