Preparing Your Mindset and Business for Outsourcing to a VA
After Years of Supporting Creatives with Creative Virtual Assistance, Here’s What We Know
If you’ve ever thought, “I’ll just do it myself—it’s faster,” you’re not alone. Creatives pour so much of themselves into their businesses that letting someone else take the reins, even partially, can feel intimidating, to say the least.
After years as a creative virtual assistant and online business manager supporting wedding planners, photographers, and other creatives, we’ve learned one thing: outsourcing works best when you prepare your mindset and business first.
Do these things to prepare your business and mindset for working with a VA or OBM, and you’ll find it feels effortless and worthwhile:
1. Start With a Running To-Do List
Track tasks that drain your energy or constantly get pushed to the back burner (but are important to you and your client experience):
Client communication
Scheduling or prepping content
Updating CRMs like Dubsado, HoneyBook, or Sprout Studio
This list becomes the foundation for your VA’s support and helps clarify what can, and should, be delegated first.
2. Create SOPs or Loom Walkthroughs
Standard Operating Procedures (SOPs) don’t need to be long or complicated. Quick Loom videos walking your VA through how you typically handle certain processes or tasks can save hours of back-and-forth. Pre-made workflows give your VA the context they need and help them get onboarded faster and more smoothly.
3. Prep Your Mindset for Delegation
Outsourcing can feel vulnerable. You might worry that handing off tasks means losing control, which is totally normal and understandable. But it doesn’t have to be that way.
The right creative virtual assistant or OBM isn’t here to replace you. They’re there to support your vision and goals. By letting go of repetitive or draining tasks, you free yourself to focus on your creative work, client relationships, and business growth. Plus, you can have input and say so in as much or little as you’d like. You’re in charge, and that dynamic can shift over time.
4. Look for Fit Beyond Skillsets
Yes, experience with tools like Dubsado, Canva, Flodesk, GSuite, or Showit and knowledge of things like SEO and good copywriting matter and can be crucial. But communication practices, processes, and values matter just as much.
Ask yourself:
Does their workflow fit the way you work?
Do they understand your market/niche first-hand?
Do they seem kind and easy to talk to or collaborate with?
Do they seem open to feedback, curious, and humble?
Are they flexible and will their services be tailored to your ever-changing needs?
Do they value good communication? (Are they warm, can they read the room, are they professional?)
Will they chameleon into your business, or do they expect you to adopt their project management platform, etc.?
Will they walk you through an onboarding process, or do they expect you to take the reins (or somewhere in between)?
The best VA/client relationships feel like a true partnership. When your VA aligns with your values and communication style, outsourcing stops feeling like “handing off” and starts feeling like building something together.
5. Start Small, Then Build
If you’re nervous or unsure about outsourcing, remember that you don’t have to hand over everything at once. Begin with smaller, lower-responsibility tasks like organizing your inbox, drafting blog outlines, or preparing social media captions for your review. In the beginning, your VA might help tidy systems, prep content, or create drafts that you tweak, rather than handling tasks fully on their own.
At the same time, if you’re hiring a reputable creative VA with lots of experience, you could also let them try out bigger tasks or projects from the start, providing feedback and clarification as you go (and adjust accordingly). Nothing gets posted or shared without your approval first, so you stay in control while providing feedback to ensure things get done according to your preferences.
Starting where you feel comfortable and gradually expanding their responsibilities allows both of you to develop rhythm, build trust, and create a smoother, more sustainable partnership. This approach ensures that outsourcing feels manageable, productive, and even enjoyable—especially when you’re nervous or unsure.
6. Be Ready to Evolve and Communicate
As your business grows, your systems and processes will evolve, too. A great VA doesn’t just complete tasks—they help refine workflows, update automations, and keep your operations aligned with your goals.
So, be open to their questions, ideas, suggestions, and feedback too. If your VA kindly points out that keyword stuffing is no longer an SEO best practice (even if that’s how you’ve always done it), or that one highly strategic, SEO-optimized blog is more effective than posting a blog for every family session or wedding, listen. Their expertise can save you time, improve your results, and ensure your content works smarter, not harder.
6. Don’t Expect Them To Read Your Mind
Finally, be ready to share what you love and what doesn’t work by providing ongoing feedback in a clear and kind way. This will help your VA learn your preferences and become an even stronger partner in your business.
Final Thoughts
Preparing your mindset and business for outsourcing isn’t about being perfect—it’s about clarity, readiness, and openness to collaboration. Doing this now sets the stage for working with your VA in a way that brings efficiency, clarity, and more room for creativity.
After years of supporting wedding planners, photographers, and other creatives, one thing is clear: when you’re ready to delegate wisely, you won’t just reclaim hours. You can reclaim creative energy, focus, and freedom too.
Ready to explore what working with an exceptional creative virtual assistant could look like for your business? Hop on our waitlist so we can schedule a time to chat and see how we can help you and your creative business.
