How to Leverage Virtual Assistants for Creative Growth with Guest Chay Hardy

This episode of Streamlined CEO dives into the world of virtual assistants and how they can empower entrepreneurs and creatives. Host Karalee Gault chats with Chay Hardy, founder of Chay Creates LLC, about how virtual assistants can help with tasks like photography, content creation, and marketing.

Key Takeaways

1. Virtual Assistants Can Help You Expand Your Creative Capacity: Chay helps entrepreneurs, entertainers, and artists expand their creative capacity by providing services like photography, content creation, and media and marketing assistance.
2. Importance of Clear Communication and Setting Boundaries: When working with a virtual assistant, clear communication and setting boundaries are crucial. This includes outlining deadlines, expectations, and providing a social media approval board (if applicable).
3. Finding the Right Balance of Touchpoints: There's a sweet spot regarding the number of touchpoints needed for a task. Too many people involved can stall the process. Having a team that works well together and communicates effectively can streamline workflows.
4. Benefits of Collaboration and Knowledge Sharing: Collaboration between a virtual assistant and a business owner can be mutually beneficial. Sharing knowledge and resources can help both parties grow their businesses.
5. Second Set of Eyes Can Improve Marketing and Content Creation: A virtual assistant can bring a fresh perspective to your marketing and content creation efforts. They can help you identify areas for improvement and suggest new content ideas.

Connect with Chay Hardy:
Facebook: https://www.facebook.com/createwithchay
Instagram: https://www.instagram.com/chay_creates/

Have a question, want to chat with Karalee?
Send a text to (419) 721-6037 and let's chat!

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Transcript

Speaker 1: 0:51

All right, hello. Welcome back to the series how to bring on a virtual assistant effectively Today. I actually have one of my own team members with me today. Her name is Shay and she's going to be sharing a little bit about how working for me and the team as a virtual assistant, how that impacts her. But before we jump into that and she introduces herself, I want to share with you how Shay and I even got connected. We actually got connected in a mastermind that we both had joined.

Speaker 1: 1:21

Surprising. Well, not surprisingly, but like it was I don't know the word here, but we the mentor here, the coach of that group was like hey, you two should connect. At that point we were like we're completely different people. This sounds really weird, but you know what we were like. We're completely different people. This sounds really weird, but you know what we're like best friends now, and so we're gonna share some stories about our our personal and business relationships throughout the last two years, and I'm super excited about it. But before we do any more of that, shay, go ahead and introduce yourself and tell us a little bit about you absolutely.

Speaker 2: 1:53

Thank you, carolee. It turns out we're not actually that different of people too, so that's fun. We have a lot in common, even if I'm just really sparkly. I'm Shay Hardy. I'm the owner of Shay Creates LLC. I am a photographer, content creator and a media and marketing virtual assistant, and I work with entrepreneurs, entertainers, it and I work with entrepreneurs, entertainers and artists to expand their creative capacity. So really colorful, sparkly life. I live over here. I also work to create a trauma-sensitive space for photography and videography where clients can capture images and videos of themselves and just like really be themselves, not like put on a mask for people. So it's a lot of fun.

Speaker 1: 2:39

Oh, I love that. Yes, shea has actually done brand photos for me. It's pretty much all the ones you see around here. Shea is the mastermind behind that, and so I get to work with her in all of her strengths at some point in time like she has been a goldmine to find, and I feel like this is a great segue to say that when we first started working together a year ago, it did not quite go as we had intended and we actually learned a lot about ourselves me as a CEO, shay as the virtual assistant like what did we both need to put in place to fill those gaps? Because what happened is is I give shay some stuff to work on and then suddenly the deadlines would pass or there weren't deadlines, right, and then we were like, oh well, now I need it, like immediately and I don't have time. So we ended up working through our differences. Obviously, she's a virtual assistant for me right now, but, shay, what was some of the things that you'd like to share around that?

Speaker 2: 3:34

story. Yeah, so it turns out when you live a lot of your life very deadline focused and you tend to be a master procrastinator, at some point in time you forget how to start things if there isn't an end date. So that was something I really learned about myself last year in general and I just kind of I took a step back and I was like OK, like do I need a deadline? Can I follow my own deadlines? No, we just want deadlines from the client. And then I set things because, like, if you tell me the things due on May 10th and I know that there's going to be like six rounds of edits in it, I don't need to send it to you on May 10th. My deadline should probably be like six rounds of edits in it. I don't need to send it to you on May 10th, my deadline should probably be like the 5th.

Speaker 2: 4:24

So, really getting that in place and recognizing the need for a task management system because I might act like I'm Superwoman sometimes, but my brain can only hold on to so much and for some reason it really loves those song lyrics so much and for some reason it really loves those song lyrics so having a task management system, just like really helps free up the space in my brain so that I can think and also recognizing I was in burnout. So it's possible to work through burnout. It's really difficult to work through burnout and motivation can be really low through burnout. So as I've worked on working through some of that, working through some chronic pain issues I have and things like that and healing some of that burnouts, it's a little easier to get started on things. And then I was like you know what we're gonna? We're gonna go all in on this virtual assistant thing in 2024.

Speaker 1: 5:13

And here we are yeah, actually shared with me. We were just having a casual conversation friend to friend and she's like, yeah, I'm really wanting to work more with like podcasts and this and that, and like she's like I love writing the captions for the posts and reels and things and I suddenly went, uh, wait, what? Like you literally just said everything that I need support with right now because I don't like to do those things. I'm down with recording the podcast and I'm down with all this other stuff and I'm like I want support on some of those other things. So I was like you're, you're, you're going to like come save me, save one of my clients. You're going to write these captions, create these posts. Like you got the design eye, all these things. I was like captions, create these posts. Like you got the design eye, all these things.

Speaker 2: 5:57

I was like I need you, can you start tomorrow? And I did and it was great. And you know, this is this kind of out of my comfort zone because I love being behind the scenes, behind the camera, behind the computer and doing all of that. So it just kind of like synergetically worked out really well.

Speaker 1: 6:15

Yes, and she has been doing amazing the last well, as we're recording this like two months, but it feels like it's been far longer. Like I, just it's been great to work together. So we're doing great at the Segways, things like you know, like cause we're being real here on this podcast. What has been your experience working with me and then also the team, because we have another virtual assistant on the team and we're gonna, like I said, we're gonna be real like the good, the bad, the ugly, whatever, like. What are your experiences?

Speaker 2: 6:46

I am intrigued to hear absolutely, absolutely well, we'll start with the good. Like, um, you still showed me places where I could improve in my systems as a virtual assistant, but not just like in the sense of, oh, you didn't do this thing. You were just like, hey look, I have this social media approval board and all you have to do is this, and here's like all of the exact steps, and I was like nobody's ever done that for me. What? So? Having that really clear direction has been super helpful and I really was like I think it was I don't think it was the next day, but it was like that week I was whipping out posts and things like that and getting that moving, because it was really easy to follow the directions and we had already created a safe space and work through differences.

Speaker 2: 7:36

So it was really easy for me to come to you and be like hey, I don't understand this thing.

Speaker 2: 7:43

We had a couple of places where it was like, oh, you need an SOP here, like the first time I tried to schedule your stuff and you were like I don't understand why all of this is wrong, and I was like I didn't know all of those settings existed.

Speaker 2: 7:56

You're like oh, um, it's been a really good learning experience on both sides, because sometimes we get into our zone of genius and we're just knocking out steps in the process automatically and then we go to delegate it and we're like oh, there's a whole sub section of things that I do for this that they're not a mind reader, they don't know that. Um, and then learning, just learning, about the right amount of touch points. So sometimes people think like, if I have a team of so many people, we want to make sure everybody's touching that, and that's great, especially when integrating. That's great when everyone has zone of geniuses, and sometimes that it's just not necessary because the team works really well together and everybody kind of knows what they're doing, and so added touch points can cause stalls in the process for everybody. So we had a little bit of figuring out to do on like strengths and symptoms of genius there, but I think it's gone really well yes, I would totally agree.

Speaker 1: 9:02

I've learned so much while bringing on you and the other virtual system because I had the systems in place already for myself. But when you add extra people to the team, like you said, additional touch points, but also like, just does the system work when there's more than one person using it Right? And so it's been really good to see how I've had to actually modify my operations in general to be able to accommodate that. So bringing on virtual assistants has their own drawbacks as well, because now it takes more time, but it also allows you to slow down, which I think is a luxury that we don't actually think we deserve, and we have to keep going. And honestly, personally, what I've realized, especially after bringing on a team, is that I was like I was working way too hard.

Speaker 1: 9:54

I was like I was working way too hard. When I started marketing to a team, I was like, oh, literally, you guys were like, why are you doing X, Y, Z? You don't have to do that. I'm like, oh my gosh, I just stayed an hour a week by you guys just pointing it out. So it's really good to have other people looking at your content, looking at your operations, looking at anything in your business, because sometimes we're too close to the thing to see it for what it really is. And so that's been something I've seen from you and or basically from the team in general like just how can I improve things? Like I'm open to feedback, which is a huge thing also that I think that you also love is like you're, I'm open for feedback. But then I'm also like how can we make this better? How can we work together more efficiently? Does this work for you or do you do we need to change?

Speaker 2: 10:39

things. So absolutely. And you're also like you're not stingy with your knowledge. So when I was like hey, I have another client that I'm doing social media for and I've been struggling to figure out a good approval system like can I take this and implement this? You know, obviously without using your client's name or anything, but take this and implement this into my own business, and you're like, absolutely, please do, like that's a testament to me. And so like we just really, just really having that kind of support each other. We all also have our own businesses, and so it's not just like the boss, carolee, and then team productivity impact. It's like, okay, how do we all come together and collaborate and get the job done the most efficiently in a way that makes our clients want more?

Speaker 1: 11:30

Absolutely, because if you're more organized with the other clients, that means you're more organized with me too, right? Which means you're more productive, you're less stressed. We work together better. So, if I can help you in, any way that's exactly what I'm going to do, and it's not like I had to create the template or the system.

Speaker 2: 11:45

You just had to take what you already sell and then implement it and critique it for your own client so yeah, I'm down with sharing all the resources, man which is great, because you don't always have that in like an employer and contractor situation. So that's, I think that's one thing that sets you apart from some other people who might hire. And something I would think that people hiring VA should keep in mind is, if you make me better and you make me more efficient, that just means I get everyone's work done faster and I have more creative energy to give and I have, like, better time management, and so it just it makes sense that we would support each other yes, absolutely all right.

Speaker 1: 12:28

Is there anything else in your brain you're like dying to share right now?

Speaker 2: 12:37

well, I mean, can I share something a little bit more in my niche on marketing, because I think marketing has, like marketing has come up more and more in hot topics lately around being real and what that looks like and like the reality of you know, even me being here on this podcast in video.

Speaker 2: 13:04

That's not normal for me, but it's. You know how easy those things can be, especially if you have the right support. Yes, absolutely sure, why? Um, so one of my favorite things that I do with clients is I kind of uh, dig deep into their business. I am, you know. You know those people who you're like. You're secretly a member of the FBI I'm not, but you would think I was.

Speaker 2: 13:29

With how far back I go in your content to develop your voice and then kind of step into your shoes. But the other thing that I see when I do that is that a lot of people like I can dive deep into your content and at one point in time you were showing up and you're sharing all of these things like about you and who you are, and I'm like, oh my gosh, I want to, I want to hire all of my clients. But then we stop and we get scared and we like we're like, ooh, no, I'm not perfect. I mean, I've moved how many different lights just in the 15 minutes before we started doing this. And I think it's important sometimes to just consider bringing a second set of eyes in, to just consider bringing a second set of eyes in, even if it's not permanently as a VA, even if you're like, can I just hire you for five hours to go through all of my content, to figure out my voice, to tell me how to show up as me a little bit more?

Speaker 2: 14:25

Um. Or another client like literally just I go to her house and we film reels and we I film her like interacting with her husband and all of those things, and all of that can be split in the content without extra work from her Um, but she couldn't necessarily see that and it's really difficult to follow yourself around with a camera. I know there's another, there's another content creator that is a mentor of mine and she literally has a second phone on a tripod with one of those like eye movement detector things, so she can follow herself around with a camera. But not everybody is like that.

Speaker 2: 15:08

So sometimes bringing like if you are really, really struggling with your content and you're like I have all of this content I know and none of it feels important enough, sometimes bringing a second set of eyes in can help that a lot, even if they're not a permanent team member. So I um, that would just be over the past, like year and a half. That's one of the things that I've really noticed is just how much people's horizons seem to expand when it comes to their marketing messaging and content creation. Just for me going did you know that's content? Because you sometimes you're too close, right, you don't even see.

Speaker 1: 15:49

Yeah, I've definitely found value in like b-roll and following. You know I don't follow myself around, I know you're talking about uh, but we've got some killer social media, that's for sure.

Speaker 1: 15:59

Um but like like figuring, like even brand photos, because you're also my brand photographer, right, like brand photos, as I said in the beginning, like I was, like, I use her photos all the time because it's simple, they're amazing and I don't have to always have like a selfie. You know, like those don't look as good, um and so, and then, of course, b-roll, which is, you know, usually making two reels and all that right. So, having all that content, jay literally will do this for you, um, you can compile it and create like all these things which, um, she's totally going to be doing that in the near future. She just doesn't know it yet. So here's your little that's exciting.

Speaker 2: 16:37

I love that, yeah, because I I mean it can be as simple as I had my partner and just like film me walking through the forest one day because you know I was walking and I was already there, why would I make a second trip to do a content thing? If I'm already there and I know at some point in time I might be able to use this video of me walking away, like?

Speaker 1: 17:00

but we need to have like a whole other podcast too on like how you can actually like oh. I love that. Use that piece of content for like five different things and different launches, different. Yeah, we're to have to have you back. That's what's going to have to happen.

Speaker 2: 17:13

I would love that because I think we were conditioned for many, many years into perfection and highlight reels and, as that's coming down, we're learning it can be traumatic to unmask, and so sometimes you just like you need a little bit of help and encouragement. Being like this is okay. I love this content idea. Just like you need a little bit of help and encouragement. Being like this is okay, I love this content idea. I want to hire you while watching this. Sometimes we just need a second person to be like you're doing good. You're doing good because being real online can be hard and it's not normal for everybody. Like it's not second nature.

Speaker 1: 17:50

I don't think it's like a nature for 90% of people. I mean you have to really like get into that confidence and not in like break down those barriers essentially and unmask and things. Uh.

Speaker 1: 18:02

But of course that's also another podcast for oh yeah, like we're uncovering all sorts of things, um, but if you guys want to hear any of these, totally let me know, um. But here is my last little thing. I want to ask you if you could give one piece of advice which I know you've already given a quite a few, but like the very biggest one, um, that you'd give someone that's looking to hire, like a media or marketing virtual assistant, like what would be that one piece of advice?

Speaker 2: 18:29

um, my biggest piece of advice is you don't have to have a super detailed post by post plan, but you should definitely have a marketing plan of some sort. Otherwise you might I take a lot of content if I'm given no boundaries. There's a venue that I work for that I, no lie, since they opened in 2020, have delivered at least 10,000 edited photos, because we just we just needed social proof, but not everybody needs that. And so when you hire a VA and you're just like here's my social media, have fun, we don't know what to do with that. Even if you're, even if I'm a social media manager which I do have a background in that as well but even if I'm a social media manager, unless I know what your focus is, unless I know this is here's a list of freebie resources, or I want to CTA every so often, or like here's topics that you can cover, unless I know those things I'm, it can cause decision paralysis.

Speaker 2: 19:30

And when I first started trying to be ABA in I think it was 2021 I was running into that a lot where people would be like I just want you to manage my social media, and I didn't know any better. I was a newbie VA, so I was like okay, why am I struggling? Well, because you, you have to. You don't have to have your plan, you can even brainstorm it with your VA. Sometimes, like you know, be like can we just have a marketing meeting? I'll pay you for it, you can. You can log an hour for this. Can we have a marketing meeting and just say like, okay, I have this book launch, or I have this program, or I have this event coming up, and that's all I know, and then we can go from there? But simply throwing your marketing or throwing your social media or throwing piles of content out of VA and telling them have fun is not necessarily going to get you the results that you want. You want to have some sort of a direction plan or something of that nature.

Speaker 1: 20:30

Awesome. I love that. That is a great piece of advice. And I actually literally brought Shay into kind of in this little situation where I was like this is kind of some direction. Like I don't know, the client has changed the route a few times. This is a direct going in. Let me know if you have any questions and you know. So I gave her what I had. But it did come down to that client in the end did not give me enough information, so we had to work through that. But as far as Shay working for me, specifically, she actually runs this podcast behind the scenes and so she gets to actually edit her own guest interview and I don't know how she feels about it, but she's going to do it anyway.

Speaker 1: 21:12

But this is a great way to be able to give your media virtual assistant or whoever a virtual assistant in general. Your social plan right. Your marketing plan can come straight from a podcast. If you look at my social media, 95% of it comes from this podcast. It's reels, it's graphics, it's carousels, it's all the things. It's repurposed in many places.

Speaker 1: 21:35

So that is one service that we actually provide that Shay would love to add you on to be able to make your podcast and all the content and things like that. Like, look at her, she looks so giddy right now her and her cat ears and so if that's something that you're interested in, we would love to have you be a client and come on to the team. And obviously, if you have any other questions, we are open books and we would love to share those things with you. And, but of course we also have to say if you're interested in brand photography or B-roll or marketing. You know all those things that Shea is amazing at. She doesn't only work for my agency, she also is an independent contractor. So, like you can go and be like I just want to hire her, and that's really cool because it's collaboration over competition around here. So how can they actually? You know, if they're interested in learning more from you, how can they connect with you?

Speaker 2: 22:33

Well, before that I did, because I'm terrible at talking about myself, as you know. Sometimes I did forget to mention why they would want to hire me to like help manage their podcast, which is that I also come from a background of 13 years of live event tech and audio and lighting experience, so you know, bringing that level to the podcast, like Carolee's. Like there's this really complicated video editing thing that I don't know how to do and I'm like, give me five minutes. Sorry, we've got the cat making an appearance. He opened the door. Oh, good job. Good job, cole, anyway, no, but yes, um, people can find me I hang out most right now on facebook or instagram. Um, we've got a cat tail coming in there what's a podcast interview without a cat?

Speaker 2: 23:21

Right, it's all good.

Speaker 1: 23:22

Right.

Speaker 2: 23:23

It's great. We're all real around here we are. So I hang out most on Facebook and Instagram. Facebook you can find me at facebookcom slash shea creates All one word starting with a C-H, c-h-a-y, not S-H-E-A, not char. There's been a whole laundry list, but C-H-E-A, not Char. There's been a whole laundry list, but C-H-A-Y creates. Or Instagram at Shay underscore creates. And I hang out there. I will be hanging out more, I promise.

Speaker 1: 23:52

Yay, and you can find her links in the show notes too. Make it easy Click on them. Awesome. We're definitely going to have to have you back again because we uncovered a few other things that I would love to dive deep into, but we like to keep these podcast episodes under 30 minutes, and you know we could talk for hours, so all right, everyone if you have any questions, head to the show notes, grab all the fun things and, if you have any podcast requests as well, we would love to be able to expand on those things as well.

Speaker 1: 24:18

So all right, bye for now.