Episode breakdown
Barbara does an amazing job breaking down how to go about thinking of your business and really deciding what it is you need to grow and how to choose the right person, how to delegate comfortably and how to be realistic with it all.
Barbara Turley is an investor, entrepreneur, and Founder & CEO of The Virtual Hub – a business she started by accident that exploded in the space of 12 months to become one of the leading companies that recruits, trains, and manages assistants for businesses who need to free up time and energy so they can go to the next level. With a strong focus on customized training and ongoing career development, Barbara ensures that her team is trained in cutting-edge programs (like Hubspot, Ontraport, etc.) to best meet their clients’ unique needs in digital marketing, social media, personal assistant services, and administrative support.io
- How Barbara Turley started The Virtual Hub
- The Virtual Hub’s success stories
- How to let go in order to grow your business
- What you should expect when hiring an assistant
- When should you fire your assistant?
- Why choose The Virtual Hub
- How to work with people in a different time zone to you
- What does it mean to “feel the fear and do it anyway”
A VA can do quite a lot of tasks, but somebody needs to lead the entire project. They want to just call the VA and check in and go, "How's it all going? Has everything been done?" And that's just NOT how it works because they're an assistant, they're there to assist you
In this episode
01:24 Barbara Turley’s accidental business story
arbara shares how she unintentionally started her assistant business while consulting for small businesses. She identified a recurring problem: businesses couldn’t scale without staff, but couldn’t afford staff without growth. Starting by connecting her own assistant’s friends with clients, she stumbled into a growing demand that overtook her original coaching work.
03:14 The mindset shift required for growth
They discuss how small business owners often get stuck in a loop of needing help but not having the funds to hire. The conversation touches on the mindset adjustment necessary to embrace systems, processes, and delegation to grow beyond this point.
05:09 Common mistakes when hiring assistants
Barbara outlines mistakes entrepreneurs make, such as expecting to hire a superstar who will instantly take over without proper onboarding. She stresses the importance of having systems and processes in place first, and understanding the true role and capabilities of an assistant.
07:21 Delegating through processes and structure
They highlight the issue of business owners claiming to have processes while keeping them undocumented. Barbara advises getting these out of one’s head and onto paper or video, and starting small by breaking tasks down within business “departments” to simplify delegation.
08:52 Clarifying roles and expectations for assistants
A conversation about setting realistic expectations for assistants. Barbara points out that many clients confuse the assistant’s role with that of a strategist or project manager and emphasizes understanding the assistant’s scope as an executor, not a decision-maker.
11:46 Lessons in delegation and personal discovery
Barbara discusses how she realized she excelled at operations and delegation. She shares her approach to viewing delegation as a business skill to develop, much like marketing or sales, and how mastering it can transform a business.
14:06 Identifying business needs before hiring
Advice on how to assess your business needs by mapping out departments and recurring tasks before deciding what kind of help you need. She recommends starting with simple, repeatable tasks for assistants and recognizing when specialized project roles are required.
16:02 The high-low team structure strategy
Barbara introduces the concept of a “high-low” strategy, where strategic leadership is provided by an expert, project oversight by a manager, and the bulk of execution by cost-effective team members. She cautions against expecting an assistant to fulfill all three roles.
17:39 How The Virtual Hub differs from other assistant providers
Barbara explains The Virtual Hub’s ecosystem approach, offering not just assistants, but also training, results coaching, and client success management. She highlights their in-house hiring, continuous training, and client support infrastructure.
19:51 The importance of supporting assistants long-term
The conversation highlights how The Virtual Hub provides comprehensive benefits and healthcare for its team in the Philippines, offering job security and well-being, which also benefits clients through continuity and reduced turnover.
21:39 Managing time zone differences and accountability
Barbara discusses how The Virtual Hub addresses time zone challenges by aligning assistant work hours with the client’s. She underlines the necessity of clear meeting rhythms, daily or weekly check-ins, and defined communication channels for effective delegation.
23:46 Mastering delegation as a key business skill
They reflect on how business growth requires mastering delegation alongside marketing and sales. Barbara warns that without good delegation skills, operational delivery will collapse under increased demand.
25:04 Advice for entrepreneurs feeling overwhelmed
A discussion about the pitfalls of continuously replacing assistants due to poor delegation skills or unrealistic expectations. Barbara stresses the importance of recognizing delegation as a skill that needs to be practiced and refined.
26:47 Feel the fear and do it anyway
Barbara shares a personal motto passed down from her mother: “feel the fear and do it anyway.” She explains how this philosophy has guided her through calculated risks in business and life, emphasizing action over inaction.
28:23 How to connect with The Virtual Hub
Details on how entrepreneurs can reach out to The Virtual Hub through their website for a consultation or explore resources like Barbara’s masterclass and podcast. Barbara highlights their consultative approach to ensure clients are structurally ready before hiring.
30:13 Final takeaways on building a sustainable business
The episode closes with Tanya and Barbara reaffirming that the goal isn’t just to hire help but to build a scalable, enjoyable business. Barbara reminds listeners that the real aim is achieving the business dreams they started with, not burning out.
