The Entrepreneur’s Time Audit: How Hiring a Virtual Assistant Can Rescue Your Business Hours

As a proud member of the team here at Virtual Assistants 365, I’ve worked with hundreds of business owners who come to us with a common problem:

“I just don’t have enough time in the day.”

They start with passion, ideas, and ambition — and end up bogged down by repetitive admin, late-night inbox clearing, missed meetings, and half-finished marketing campaigns. Sound familiar?

The truth is, most entrepreneurs don’t need more time — they need better delegation. That’s where hiring a virtual assistant becomes a game-changing solution. In this blog, we’ll walk you through a simple concept we use with new clients: the Entrepreneur’s Time Audit, and how it helps you decide when to hire a virtual assistant — and for what.

What Is a Virtual Assistant (And Why Should You Care)?

A virtual assistant is a skilled professional who works remotely to support your business. They can handle a wide range of tasks including:

Administrative duties (email, calendar, travel)
Marketing support (social media, blogs, graphics)
Sales enablement (CRM updates, follow-ups)
Operations (project management, documentation)

At Virtual Assistants 365, our assistants are pre-vetted, highly trained, and matched specifically to your needs, industry, and working style. Think of them as your right hand — without the overhead of a full-time employee.

The Entrepreneur’s Time Audit – Your First Step Before Hiring

Before you hire a virtual assistant, we recommend conducting a Time Audit — a simple 3-step exercise that shows you where your time is really going (and where it shouldn’t be).

Step 1: Track Your Time for 3 Days

Write down everything you do — every 15 minutes. Use a spreadsheet, time-tracking app, or a notebook. Be brutally honest. You’ll be surprised how many hours disappear into low-value tasks.

Examples:

2 hours answering emails
1.5 hours scheduling meetings
3 hours writing Instagram captions
1 hour formatting client reports

This isn’t busy work — it’s your wake-up call.

Step 2: Categorize Tasks by Value

Now, divide each task into one of three categories:

$10 Tasks: Admin work, data entry, scheduling
$100 Tasks: Client work, marketing, sales calls
$1000 Tasks: Vision, partnerships, product development

Chances are, you’re spending too much time in the $10 category — work that someone else could (and should) be doing.

Step 3: Identify Your Delegation List

Your first delegation list is simple: all the $10 tasks that don’t require your unique expertise.

Congratulations! You’ve just built the job description for your first virtual assistant.

What Tasks Should You Hand Off to a Virtual Assistant?

Based on the results of your time audit, here are some popular tasks our clients at Virtual Assistants 365 typically delegate:

Admin & Scheduling

Inbox management
Calendar coordination
Booking travel or appointments
File organization and document prep

Marketing & Content

Creating social media posts
Blog formatting and publishing
Email campaign setup
Canva graphics and presentation design

Customer Service

Responding to basic inquiries
Order follow-up
Client onboarding
FAQ management and helpdesk support

Operations & Project Management

Updating task boards (Trello, ClickUp, Asana)
Vendor and freelancer coordination
Research and reporting
SOP documentation

And that’s just the start. If it can be done on a laptop and doesn’t require your personal voice, chances are your VA can take it over.

Why Hiring a Virtual Assistant Is a Business Investment (Not an Expense)

At Virtual Assistants 365, we regularly see clients recoup the cost of their VA within weeks — not months. Why? Because they finally get to focus on high-impact work.

Here’s how you get real ROI when you hire a virtual assistant:

1. Increased Revenue

Delegating admin lets you focus on sales, marketing, and product development — the stuff that moves the needle. Our clients often report more leads, more clients, and faster growth.

2. Better Client Experience

Your VA keeps communication timely, processes smooth, and onboarding organized — improving retention and referrals.

3. Reduced Burnout

You’re not meant to do everything. Working 12-hour days isn’t sustainable. A VA gives you your time and energy back — so you can work smarter, not harder.

How Virtual Assistants 365 Makes Hiring Easy

We know that hiring can be intimidating — especially if you’ve never delegated before. That’s why our process is built to be simple, supportive, and successful.

Step 1: Free Discovery Call

We get to know your business, bottlenecks, and goals. Even if you’re not sure what to delegate, we’ll help you figure it out.

Step 2: Personalized VA Match

You don’t scroll through resumes. We handpick a virtual assistant who fits your industry, tools, time zone, and communication style.

Step 3: Seamless Onboarding

We help you outline expectations, tools, and workflows so your VA can hit the ground running. You’re never left to figure it out alone.

Step 4: Ongoing Support

Need to adjust hours or bring in a second VA? We grow with you. You get a dedicated client success manager to support every step.

Final Thoughts – Stop Working In Your Business and Start Working On It

If you’re overwhelmed, overworked, or simply out of bandwidth, you don’t need another productivity hack. You need a helping hand.

A virtual assistant isn’t just someone who checks off your to-do list. When you choose the right partner — like Virtual Assistants 365 — you get a strategic ally who helps your business grow smarter and your life feel easier.

Stop wasting time on $10 tasks.
Reclaim your energy and focus.
Let us help you hire a virtual assistant who changes how you work — and how you live.