How TopVA Helped A Business Coach Cut Admin Time By 25 Hours A Week
- TopVA Team
- 6 hours ago
- 1 min read
Marcus ran a business coaching practice with 14 active clients, a growing waitlist, and zero time left in his week. He was not overbooked — he was over-administered. Here is what changed in 90 days with TopVA.
The situation
Marcus was spending 5+ hours daily on tasks that had no business being in his calendar: writing individual client recap emails, manually booking and rescheduling calls, chasing payment confirmations, and managing his own social media. Coaching quality was suffering because his energy was already spent before sessions started.
What TopVA took over (week by week)
Week 1–2: Client inbox triage, calendar management, payment follow-ups
Week 3–4: Session recap email templates and send scheduling
Week 5–6: New client onboarding sequences and contract admin
Week 7+: Social content scheduling, CRM updates, monthly reporting
The result
Within 90 days, Marcus had recovered 25 hours per week. He used that capacity to take on 7 additional clients — doubling his active roster without extending his working hours. His session NPS scores improved because he arrived to calls prepared, not depleted.
"I kept thinking I needed to work smarter. What I actually needed was to stop doing things that were not mine to do." — Marcus, business coach |
Ready to get your hours back? Book a free 30-minute strategy call. We will map exactly what your team should own from day one. |
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