My Admin Dept.

Maximise Productivity and Minimise Costs: Why Per-Task Virtual Assistants are the Smart Choice for Trainers and Coaches

In today’s fast-paced world, trainers and coaches are constantly seeking ways to streamline their work, boost productivity, and focus on their core expertise. One of the best decisions you can make is to hire a virtual assistant (VA). But there’s an important choice you’ll need to make: should you pay for the VA’s services per task or opt for a timed package?

Here’s why requesting a quote per task is a game-changer for trainers and coaches.

Cost-Efficiency and Flexibility

Paying per task allows you to avoid the rigid pricing structure of timed packages. With traditional hourly or monthly packages, you’re committing to a set amount of time, whether or not you actually need it. For trainers and coaches, workloads fluctuate. Some weeks are busier with client bookings, while others are lighter. By opting for a per-task system, you’re only paying for what you actually need.

For example, on a light week, you may only need a few invoices sent or a presentation formatted, instead of dedicating 10 hours of VA time that you may not fully utilise. The result? You spend less, while getting high-quality output.

Task Prioritisation

When you hire a VA per task, you’re free to assign urgent or priority tasks without worrying about clocking hours. Say you need to organise your online course materials or research for a new venue before a big launch. You can easily delegate those specific tasks with a clear deadline and get immediate results, without the stress of hourly tracking.

This flexibility is especially useful when your needs vary. Some tasks, such as data entry, are less urgent and can be done as time allows, while others, like responding to client inquiries, are time-sensitive. With per-task billing, you’re in control of what gets done first.

Better Quality Assurance

When VAs are paid based on tasks, there’s a natural focus on delivering high-quality work rather than rushing through to maximise hours. The VA will focus on completing the task at hand to your satisfaction, because the project’s success determines future assignments.

As a coach or trainer, you’re likely focused on your own clients’ success and satisfaction. A per-task arrangement ensures the same level of care and attention to detail is applied to your business operations. Every task receives full attention, from setting up attendee lists to ensuring your course materials are polished and client-ready.

Clear Outcome-Based Deliverables

For trainers and coaches, clarity and defined outcomes are essential. Per-task payment structures offer a clear understanding of what you’re getting in return for your investment. There’s no uncertainty about how much time will be spent on a task; instead, you’ll know exactly what the VA will deliver and at what cost.

This outcome-based model is especially important for busy coaches, where precision matters. Whether you’re getting a presentation produced, Online sessions organised, or administrative tasks completed, the deliverable is crystal clear, so there’s no guesswork about what’s included.

Scalability Without Commitment

As your business grows, the need for more support will increase. Paying per task makes scaling your operations seamless. Rather than being locked into a set number of hours per week or month, you can simply add more tasks as needed, allowing for a smooth transition as your workload increases.

For instance, if you’re launching a new program and need extra help with booking rooms, client management, or material production, you can add those tasks without needing to renegotiate an entire hourly package. Once the project is completed, you return to normal task levels without paying for unnecessary VA time.

Focus on Coaching, Not Managing

As a coach, your true value lies in your expertise and time spent directly with your clients. Managing VA hours can become an added administrative burden that takes your attention away from what really matters. When you switch to a per-task system, you can bypass the need to monitor how much time is being spent on a project, allowing you to focus entirely on your own business.

When each task is quoted and agreed upon in advance, you know exactly what to expect in terms of cost, and you won’t need to spend time managing time sheets or hourly reports. The stress of supervising a VA’s workload disappears, replaced by a simple, result-driven approach.

Encourages Efficiency

When paying per task, VAs are encouraged to work efficiently without sacrificing quality. They are likely to refine their workflows to ensure that tasks are completed quickly and correctly the first time. For coaches and trainers, this means tasks are done faster, allowing you to meet your deadlines and maintain a high level of client service.

You’ll be able to focus on areas that require your personal attention, such as client consultations or creating new content, while knowing that your virtual assistant is working behind the scenes efficiently.

In conclusion, requesting a quote for VA services based on individual tasks, rather than opting for timed packages, provides trainers and coaches with the flexibility, cost-efficiency, and control they need to scale their businesses effectively. You no longer have to worry about overpaying for unused hours or monitoring VA productivity. Instead, you’ll benefit from clear outcomes, tailored services, and a laser-focused VA partnership that empowers you to focus on what you do best—coaching and training.

It’s time to work smarter, not harder. Choose per-task pricing and experience the difference for yourself!

If you would like to see whether a task based package could work for you in your training business then book a Free 30 minute review call today!

Book Now!