In the virtual assistant world, it’s easy to think your value lies in your ability to tick things off a to-do list fast.
But if you ask me, the real magic happens when you show up with care, clarity, and a solid dose of self-awareness.
Because being a truly impactful VA or support provider isn’t just about what you do, it’s about how you show up in someone else’s business. And that’s where a “gentle business” approach can genuinely set you apart.
Wait.. what..? What is Gentle Business?
It’s not soft, or flaky, and it’s definitely not lazy.
Gentle business is about:
- Treating clients like humans, not ticket numbers
- Leading with empathy and boundaries (yes, both)
- Building trust through how you communicate, not just what you complete
It’s the opposite of hustle culture.
It’s sustainable. It’s values-aligned.
And it’s the difference between being just “a VA” and becoming someone’s go-to.
It starts with trust
You’re often stepping into someone’s inner circle – their inbox, their calendar, their chaos.
So trust matters. A lot.
That doesn’t mean you need to be available 24/7 or bend over backwards. It means:
- You’re consistent and reliable
- You communicate early and clearly (especially when plans shift)
- You keep clients in the loop, even if it’s a simple “Hey, I’ve seen this and it’s on my list for tomorrow”
Trust isn’t built by being perfect, it’s built by being dependable.
Relationships > transactions
Great support work is collaborative.
You’re not just ticking boxes – you’re helping someone stay afloat. Understanding your client’s business goals, their stress points, and how they like to work creates a rhythm that works for both of you.
When you build strong relationships, you’re not “just their VA.”
You’re their sounding board, their calming presence, their first call when things get messy.
And you know what that leads to?
Longer contracts. Better referrals. Actual joy in your work.
Tailored support always wins
Cookie-cutter is fine for baking. Not so much for client work.
Your clients don’t want a one-size-fits-all solution – they want you. Your brain. Your perspective. Your ability to spot things they’ve missed.
Offer personalised recommendations. Ask clarifying questions. Adapt to their style where it makes sense. These little things create big impact. Every client is different, and cookie-cutter solutions rarely meet their specific needs. To truly excel as a VA, take the time to understand the nuances of each client’s business and provide tailored solutions. By offering personalised recommendations and adapting to their preferred working style, you showcase your attentiveness and dedication to their success. This personalised approach sets you apart from competitors and solidifies your reputation as a valuable resource.
Strive for progress, not perfection
Excellence isn’t about having all the answers, it’s about staying curious, open, and growth-minded.
- Stay up to date with what’s happening in the VA/online support space
- Ask for feedback (and actually take it on)
- Celebrate the wins, but also reflect on what could be smoother next time
Your clients aren’t expecting a robot. They’re looking for someone who gives a damn.
Don’t forget you in the process
Being a VA often means holding space for everyone else’s business, inbox, and calendar.
But if you’re not careful, you’ll disappear from your own.
Boundaries aren’t barriers – they’re the structure that allows your business (and nervous system) to function.
→ Set clear working hours
→ Build in time for CEO admin, marketing, and rest
→ Take holidays (yes, actual ones)
→ Protect your energy like it’s one of your services, because it is
When you care for yourself, you show up better for your clients. It’s not selfish – it’s smart business.
In a world of “VA unicorns” and hustle posts, choosing a kind, steady, human-first approach might feel like you’re going against the grain.
But here’s what I know:
You’ll attract better clients.
You’ll create longer-lasting relationships.
And you’ll build a business that feels good to show up in.
Tasks get completed.
But trust?
That’s what gets remembered.
