Case Study: Phoenix Wellbeing

Effective business growth relies on having the correct processes in place. They are the backbone of any company, improving efficiency and increasing productivity. As a small business ourselves, we recognise that the organisation and initial implementation of these processes is often the most challenging part. Growing businesses are largely run by individuals who, regardless of how hard they try to make every minute count, only have so many hours in a day. Accounting, marketing, product launch etc… all of these areas take time to plan and action – especially when you’re working towards specific goals. 

When Phoenix Wellness approached us for VA support, we noticed many of these common challenges in fruition. Jeanette is a professional Wellness Coach who offers support and guidance to women going through menopause. Through her social media activity and coaching programmes, she has changed the daily lives of hundreds of women who previously would have struggled with these significant hormonal changes. Jeanette came to us with the foundations of thriving business but a number of challenges that were difficult to overcome on her own. 

With a clear understanding of the benefits of social media, she was already making good headway with her online marketing activity. Her Instagram and LinkedIn pages were being regularly updated and conversation was regular. However, it was in the planning stage that issues arose. While Jeanette understood the type of content she both needed and wanted to put out, creating said content was becoming a time-consuming task. Prior to our support, she would spend 30-50% of her working week working on social media posts and scheduling them to go live. Each post was also developed individually – there was little structure or strategy behind her approach meaning the results weren’t aligned with her overall goals. All of this time invested in social media was taking her away from other business-critical tasks. Jeanette understood that passive income for coaches is vital and she had aspirations to create online courses. She also recognised the importance of being present during the buyer’s journey, providing value-rich content and then touching in afterwards to keep her brand fresh in their minds. A newsletter was also on the cards, however with so little time to focus on other marketing efforts, Jeanette felt that she was focusing too heavily on social media and needed support in this area. 

Our VA/Client pairing process is based on a number of factors. Skill set plays a key role but we are also passionate about pairing personalities too. The right Virtual Assistant becomes an integral part of your team. Strong relationships and communication between both parties is the best way to deliver the best results. Laura is one of our highly experienced administrators with a keen eye for detail and a wealth of experience in small business management. She was the ideal fit with a calm but friendly attitude that always helps her to build strong connections with her clients. 

Together, Jeanette and Laura devised a more structured and efficient set of processes for Phoenix Wellness. Social media remained a key focus for the business. However, instead of dedicating a significant proportion of her working time every week, the duo now pre-plan 6 months work of activity in a single setting. During a 2-hour brainstorming session, they plan everything from course launch dates to promotional activity including monthly social media themes and newsletter content. Then, all graphics and images are centrally stored in a library where Jeanette can keep copy and graphics. Laura is then able to schedule a month’s worth of content for all social media platforms in advance, freeing up Jeanette’s time and allowing her VA hours to be used for other business-critical tasks. 

During the time they have been working together, there have been some significant milestones achieved too. With 12 months of social media themes pre-planned, content creation has become a much swifter process. Laura’s scheduling activity ensures that content across all three platforms remains consistent and allows Jeanette to focus on other activities, including the creation of video podcasts and newsletters. 

Achievements/Milestones

This additional time has also allowed Jeanette to offer support and services to corporate clients, with the research and backing to understand where her expertise would be best focused. 

Phoenix Wellness has also been able to launch a monthly membership programme from a well-being cafe which allows Jeanette to reach out to women who are perimenopausal and postmenopausal. Laura’s support has helped Jeanette to structure these sessions, using FAQs for her social media activity while providing real value to every attendee.

The Future

Going forward, the goal is that Laura continues to provide administrative support for Phoenix Wellness. Jeanette plans to launch a membership website for her clients which will also provide pilates support (through Laura’s own small business). Laura’s proactive nature and organisation skills have made her a vital asset to this wellness coaching business, providing the space to really focus on those larger, end goals.