10 Ways Businesses Use AI to Save Time (With Help from a Virtual Assistant!)
Running a business means you’re the CEO… and the head of everything—but what if you could work smarter, not harder? With AI powerhouses like ChatGPT and a savvy virtual assistant by your side, you’ll reclaim more hours and focus on the fun part: growing your business.
Below are 10 creative ways businesses use AI (and a VA) to save time and stay ahead—each packed with hands-on examples, multiple AI software recommendations, and over 20 resourceful links for inspiration, automation, and practical application.
1. Drafting Emails and Replies
No more blank-screen anxiety!
ChatGPT, Jasper, and Copy.ai can instantly draft email templates for sales outreach, follow-ups, or customer service.
Your VA tweaks tone, personalizes content, and schedules messages in Gmail, Outlook, or Spark.
2. Creating Blog Content
Keep your blog buzzing without the time drain.
Pair your VA with AI like Writesonic or SurferSEO to generate outlines, SEO-ready drafts, and posts:
VAs manage uploads on WordPress (WordPress Blog) or Squarespace (Squarespace Blog).
3. Generating Social Media Captions
Stand out in the feed in seconds!
Lately.ai, Buffer’s AI Assistant, and Hootsuite OwlyWriter generate punchy, on-brand captions:
VAs batch schedule via Later or Meta Business Suite.
4. Answering FAQs
Consistency is key!
Use ChatGPT and HelpScout’s AI for quick, accurate responses:
VAs build a “FAQ vault” in Notion or Google Docs.
5. Preparing Client Proposals
Win more business—fast.
Draft proposals with Tome AI or Proposify AI:
VA polishes, formats, and sends via DocuSign for e-signatures.
6. Research Summaries
Stay informed, automatically!
Tools like Consensus and Genei synthesize reports and trends:
VAs organize findings in Airtable or ClickUp Docs.
7. Creating SOPs
Scale like a pro with step-by-step guides!
Scribe and Trainual use AI to turn workflows into SOPs:
VAs edit and store in Google Drive or Notion.
8. Brainstorming Marketing Ideas
Ready, set, innovate!
Unleash creativity with MindMeister AI, ChatGPT, or CopyMonkey:
VAs develop plans in Trello or Monday.com.
9. Writing Product Descriptions
Seduce shoppers in a scroll!
Copysmith and AdZis create irresistible, SEO-optimized product blurbs:
10. Generating Customer Surveys
Boost feedback, effortlessly.
Tap Typeform’s AI or SurveyMonkey Genius for brilliant survey questions:
VAs deploy and analyze results with Google Forms.
Bonus Tools to Turbocharge Your Productivity
Otter.ai – AI meeting transcriptions.
Descript – Podcast/video edits with AI.
Zapier AI – Automate workflows between all your AI tools.
Ready to Free Up Your Schedule?
Mixing AI programs like ChatGPT, Jasper, Writesonic, SurferSEO, Scribe, Copysmith, MindMeister, and more with a proactive VA delivers results—and time back in your day! Try these 10 strategies, click through the tools above, and enjoy working on what matters most: growing your business and crushing your goals.
Project Management on a Budget: How Google Workspace Can Replace Expensive Software for Solopreneurs
Project Management on a Budget: How Google Workspace Can Replace Expensive Software for Solopreneurs
Look, I get it. You're juggling everything as a new business owner – client work, admin tasks, marketing, finances – and someone tells you that you need project management software on top of all that? Then you look at the price tags for tools like Monday.com or Asana and think, "Yeah, right. Maybe when I'm making actual money."
I've been there. When I started my business, I was convinced I could keep everything organized in my head (spoiler alert: I couldn't). After missing a few deadlines and nearly losing a client because I forgot about a project entirely, I realized I needed help. But as a solopreneur barely covering expenses, dropping $20+ monthly on another subscription wasn't happening.
That's when I discovered something pretty amazing: Google Workspace already had everything I needed for project management. I just didn't know how to use it properly.
Why You Actually Need Project Management (Even If You Think You Don't)
Here's what happens when you wing it without project management tools:
You forget about projects until clients start asking questions
Deadlines sneak up on you like ninja assassins
You waste time searching for files across different folders
You have no idea if you're actually making progress or just staying busy
Client communication becomes a chaotic mess
Trust me, I learned this the hard way. Proper project management isn't just nice to have – it's what separates businesses that survive from those that thrive.
The Google Workspace Secret Weapon
Here's what nobody tells you: Google Workspace (you know, Gmail, Google Drive, all that stuff) is basically a complete project management system hiding in plain sight. And if you already have a Google account, you're halfway there for free.
1. Turn Google Sheets Into Your Command Center
Google Sheets isn't just for boring spreadsheets – it's your new best friend for tracking everything:
Create visual project timelines (yes, you can make Gantt charts!)
Track which projects are making you money and which ones aren't
Monitor deadlines before they become emergencies
Generate reports that make you look super professional to clients
Pro tip: Don't start from scratch! Google's template gallery at templates.google.com has ready-made project trackers that'll save you hours.
2. Get Your Files Under Control with Google Drive
Google Drive can transform your chaotic file situation:
Set up folder systems that make sense
Share project files without the "oops, wrong version" drama
Let clients peek at progress without sending a million emails
Never lose another important document (seriously, this alone is worth it)
3. Make Google Calendar Work Harder
Your Google Calendar can do way more than just track meetings:
Create separate calendars for different clients or project types
Set up those "holy crap, this is due tomorrow" reminder alerts
Block out focused work time so you're not constantly context-switching
Share timelines with clients so they know what's happening when
4. Google Tasks: Your Pocket Project Manager
Google Tasks is like having a personal assistant that never judges you:
Break big, scary projects into manageable chunks
Set deadlines that sync with your calendar
Access your task list from anywhere (phone, computer, even Gmail)
Check things off and feel accomplished (dopamine hit included)
Setting Up Your System (Without Losing Your Mind)
Start simple – don't try to build Rome in a day:
Create one master project tracker in Google Sheets with just the basics:
Project name, client, deadline, current status
Set up a simple folder structure in Drive:
Try something like: 2024 > Client Name > Project Type
Use Google Forms for client requests (game changer alert!):
Clients fill out a form, you get organized info instead of rambling emails
Need help getting started? Check out these lifesavers:
Google Workspace Learning Center - Free training that doesn't suck
Google Docs Templates - Ready-to-use project templates
Google Apps Script Tutorials - Automation for when you're ready to level up
Google Sheets Project Templates - Pre-built tracking sheets
The Real Talk: What This Actually Costs You
Let's be honest about money because rent is expensive.
Solution Monthly Cost What You Get
Google Workspace $6-18/user Everything + professional email
Monday.com $10-24/user Pretty interfaces, steep learning curve
Asana Premium $13-30/user Lots of features you probably won't use
ClickUp $7-19/user Jack of all trades, master of complexity
Notion $8-15/user Beautiful but can become a time sink
Trello $5-17.50/user Simple boards, limited functionality
Slack $7.25-15/user Great for teams, overkill for solos
Airtable $10-20/user Powerful but has a learning curve
Basecamp $99/month Flat rate but expensive for one person
Google (Free) $0 Enough to get you started
Making It Work in Real Life
Here's what I wish someone had told me from the start:
Use Google Forms to collect project briefs (no more "let me send you some ideas via text")
Create a simple Google Site as a client portal (looks professional, costs nothing)
Set up Gmail labels for different projects (your inbox will thank you)
Use Google Meet for check-ins instead of playing phone tag
The Bottom Line (From One Solopreneur to Another)
You don't need to spend hundreds of dollars monthly on fancy project management software when you're just trying to keep your head above water. Google Workspace gives you 80% of what the expensive tools do, and honestly? That 80% is probably all you need right now.
Start with the free version, learn the system, and upgrade only when your business is stable enough that the cost doesn't keep you up at night. Your future self (and your bank account) will thank you.
Ready to get organized without going broke? Start with Google's project management templates and see how much easier your life can get.
Thank you for reading!
Your Savvy Assistant
Book a free consultation to see how I can help. 📅 calendly.com/savvyassistantinc/discovery-call
Making the Leap: Switching from a Full-Time Job to Starting Your Own Business
If you're standing at the edge of leaving your 9-to-5 to build something of your own, first of all, I’m rooting for you. 🎉
I’ve been there, and I know it’s equal parts exciting and terrifying. Stepping away from the steady rhythm of a full-time job to pursue your passion and start your own business is a bold and beautiful move, and you're not alone in it.
Back in 2019, I made that very leap. I transitioned from juggling freelance work alongside full-time roles into becoming a full-time Virtual Assistant and Operations Support Specialist. What started as a desire for more freedom turned into a fulfilling business where I get to help solopreneurs and small business owners bring their ideas to life.
Why People Make the Switch
Maybe you’ve hit a ceiling in your current role. Maybe you’re craving flexibility, or perhaps you're finally ready to build that business you've been dreaming about. Whatever your reason, know this: it's valid, and it's doable.
But let’s also be real—going from employee to entrepreneur isn’t just a job change. It’s a mindset shift. You’ll be the one calling the shots, wearing all the hats, and learning how to navigate new systems. And that’s where support, systems, and community make all the difference.
Getting Set Up for Success
Before you make the full transition, take some time to lay the groundwork. Here are some practical steps to get you started:
Clarify your offer: What problem do you solve? Who do you serve? Define your niche early—it’ll make everything else easier.
Get your systems in place: Tools like ClickUp, Google Workspace, and Canva can help you stay organized and look professional from day one.
Build your presence online: Your website is your digital home. Check out our Services Page to see how we help new business owners set up professional websites and admin systems that grow with them.
Find your people: Join communities where entrepreneurs hang out. Whether it’s a Facebook group or a co-working network, you need folks who “get it.”
Don’t Forget—You’re Allowed to Ask for Help
One of the hardest things for new entrepreneurs? Thinking they have to do it all alone.
You don’t.
That’s why I created Savvy Assistant Inc.—to give people like you the operations and admin support you need to focus on your big vision. Whether it’s setting up your calendar system, managing your inbox, or creating workflows in ClickUp, I’m here to take the back-end off your plate so you can stay in your zone of genius.
You've Got This
Starting a business is one of the bravest things you’ll ever do. You’re trading certainty for possibility—and that’s powerful. You’ll learn, grow, and evolve in ways you never imagined.
And remember, you don’t have to do it alone.
If you’re ready to start strong, check out our Resources for Solopreneurs page—a curated list of tools to help you hit the ground running. Or book a free consult and let’s chat about how I can support you on your journey.
I’m cheering you on—every step of the way. 💛
Why Hiring a Business Coach Might Be Your Best Investment
As a new business owner, I've learned that the entrepreneurial journey is both exhilarating and challenging. There are days I feel like I’m navigating a complex maze without a map—which is why I’ve been seriously considering investing in a business coach for new entrepreneurs. Let me share why this might be the game-changing decision your startup needs.
The Struggle of a Solo Entrepreneur
When I first launched my business, I was filled with passion and determination. I had a vision, a business plan, and what I thought was an unbeatable work ethic. But soon, I realized that enthusiasm alone doesn’t guarantee success. I found myself:
Feeling overwhelmed by strategic decisions
Struggling to prioritize my efforts
Lacking clarity on scaling my business
Battling self-doubt and isolation
Understanding the Value of a Business Coach
A business coach isn’t just an expense—it’s a strategic investment in your professional growth and long-term success.
1. Objective Perspective
Imagine having a trusted advisor who views your business with fresh, unbiased eyes. A coach provides:
External insights
Honest, constructive feedback
Strategic thinking beyond your current limitations
2. Accelerated Learning
A great coach can compress years of trial and error into a few months. They bring:
Proven growth strategies
Industry best practices
Lessons from real entrepreneurial experience
Explore tools that help accelerate learning on my
page.
3. Accountability and Motivation
Sometimes, what we really need is someone to:
Keep us accountable
Challenge us to grow
Cheer us on when self-doubt creeps in
The Investment Breakdown
You might be thinking, “I can’t afford a coach right now.” But let’s break it down:
Coaching InvestmentPotential Business Impact$1,500 - $5,000/year- Increased revenue
- Streamlined operations
- Fewer costly mistakes
- Faster business growth
Think of it as investing in your future, not just a service.
When Is the Right Time to Hire a Coach?
Here are some signs you might be ready:
You feel stuck or uninspired
Your growth has hit a plateau
You’re overwhelmed with operations
You’re unsure how to scale
You crave structure and support
If this sounds like you, check out my Admin and Operations Services designed to support early-stage entrepreneurs.
Making the Investment Work for You
If budget is a concern, consider:
Group coaching programs
Monthly consultation sessions
Sliding scale or performance-based coaching
My Personal Takeaway
Investing in a business coach is less about spending and more about betting on yourself. The right coach can help you:
Clarify your vision
Create realistic, actionable strategies
Build your confidence
Avoid costly mistakes
Grow your business faster and smarter
As a new entrepreneur, remember: You don’t have to do this alone. The most successful business owners aren’t the ones who know everything—they’re the ones who know when to ask for help.
💡 Pro Tip: Research potential coaches, read reviews, and schedule intro calls to find the right fit for your goals.
Want More Support?
Check out my recommended tools for solopreneurs or explore virtual assistant support for new entrepreneurs to get the systems and strategy you need to succeed.
Simplify Your Solopreneur Journey with a VA.
Being a solopreneur is exciting, but let’s be honest—it can also be overwhelming. You wear all the hats: CEO, marketer, customer service, admin, and sometimes even tech support. The constant juggling act can lead to burnout, missed opportunities, and inefficiency. 🚨
So, what are the biggest pain points solopreneurs face? And how can a Virtual Admin Assistant (VA) help?
Let’s dive in! 🔍
Admin Overload
🔹 Endless emails piling up
🔹 Scheduling headaches
🔹 Managing invoices and bookkeeping
How a VA helps:
✔ Inbox & Calendar Management – No more missed emails or double bookings.
✔ Bookkeeping Support – Keep finances in check without the stress.
✔ Task Organization – Streamline your workflow with tools like ClickUp & Google Workspace.
📊 Time Spent on Admin Tasks Weekly:
📌 Solopreneurs Without a VA: ~10+ hours
📌 Solopreneurs With a VA: ~2-3 hours
Lack of Work-Life Balance
You started your business for freedom, but now you’re working 24/7. No weekends, no vacations—just work, work, work. 😫
How a VA helps:
✔ Automates & Delegates – Free up your time by offloading repetitive tasks.
✔ Creates Systems – Custom workflows so your business runs smoothly without you micromanaging.
✔ Better Boundaries – Keep personal time sacred while your VA keeps things running.
Tech & System Overwhelm
🔹 Struggling with ClickUp, Google Workspace, or CRM tools?
🔹 Wasting time setting up automations?
🔹 Losing important documents or client details?
How a VA helps:
✔ Sets Up & Manages Systems – So you can focus on growth, not tech troubles.
✔ Organizes Digital Files – No more “Where did I save that?” moments.
✔ Streamlines Client Onboarding – Make first impressions seamless.
Ready to Delegate & Scale?
If you’re spending more time on admin tasks than growing your business, it’s time to get support. A Virtual Admin Assistant gives you the help you need—without hiring full-time.
Let’s chat! Book a free consultation to see how I can help.
📅 calendly.com/savvyassistantinc/discovery-call
Thank you for reading!
Your Savvy Assistant
Elevating Your Business with Bookkeeping Services
Discover the value of integrating bookkeeping into your virtual assistant services with Savvy Assistant Inc.
When I first launched my virtual assistant company, I knew I wanted to offer a range of services that would truly make a difference for my clients. One of the most valuable services I decided to include was bookkeeping. Over time, I’ve seen firsthand how this addition has not only benefited my clients but also set my business apart. Here’s why I chose to offer bookkeeping services and how it has enhanced my virtual assistant company.
Recognizing the Need
In my early days as a virtual assistant, I noticed a common theme among my clients: they were struggling to keep their financial records in order. Many were small business owners who were overwhelmed by the demands of bookkeeping on top of their primary responsibilities. They needed someone reliable to handle this crucial aspect of their business so they could focus on what they did best.
Recognizing this need, I decided to expand my skill set. I took courses and obtained certifications in popular accounting software like QuickBooks, Xero, and Wave. This not only allowed me to offer bookkeeping services but also gave me the confidence to manage my clients’ financial records with precision and accuracy.
Adding Value to My Services
Offering bookkeeping services has significantly increased the value I provide to my clients. It’s one thing to manage schedules, emails, and administrative tasks, but being able to take the financial management off their plate is a game-changer. Clients appreciate having a single point of contact who can handle both their administrative and bookkeeping needs. This integrated approach simplifies their lives and enhances their trust in my capabilities.
Building Stronger Client Relationships
By managing both administrative and financial tasks, I’ve built stronger, more holistic relationships with my clients. They see me as an integral part of their business rather than just a virtual assistant handling isolated tasks. This deeper involvement has led to more long-term contracts and referrals, as clients are more likely to recommend someone who plays a crucial role in their business’s success.
Streamlining Business Operations
For many of my clients, having one person handle multiple aspects of their business operations has been incredibly beneficial. I’ve been able to streamline processes by integrating bookkeeping with other administrative tasks. For example, I can easily coordinate expense reports with scheduling meetings and managing emails. This holistic approach ensures nothing falls through the cracks and everything is synchronized.
Enjoying the Work
Surprisingly, I’ve found that I genuinely enjoy bookkeeping. There’s something satisfying about organizing financial records and ensuring everything balances out. It’s a different kind of problem-solving that complements the more dynamic tasks of being a virtual assistant. This enjoyment translates into the quality of work I provide, as I’m genuinely invested in the tasks I undertake.
Offering bookkeeping services as part of my virtual assistant company has been one of the best decisions I’ve made. It allows me to provide more comprehensive support to my clients, build stronger relationships, and streamline their business operations. Plus, it’s a service that many small business owners desperately need, making it a valuable addition to my portfolio.
If you’re looking for a virtual assistant who can also manage your bookkeeping, I’d love to discuss how I can help. Together, we can ensure your business runs smoothly, both administratively and financially.
If you're ready to streamline your business tasks, reach out today. Looking forward to helping you achieve your goals!
Thank you for reading!
Your Savvy Assistant
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