Outward In Virtual Assistance

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Outward In Virtual Assistance

Outward In Virtual Assistance I support coaches in Health & Fitness, reduce stress & overwhelm through admin, organisation, automation & design

07/03/2025

You can have all the knowledge in the world but if your systems are a mess, your client experience suffers, your time disappears and scaling becomes impossible.

The best coaches aren’t just great at programming—they know how to run their business.

If you're still drowning in admin, losing leads, and manually handling every little task… it's time to fix that. DM FIX and I'll give 3 ways you can change!

05/03/2025

👉I have to do everything myself to make it work.
👎 FALSE. The more time you spend doing everything, the less time you have to grow..

Here’s what actually works:
✔ Automate onboarding, check-ins & admin
✔ Focus on high-impact coaching & sales
✔ Use scalable systems so you don’t trade time for money

Are you being intentional with your time?
Let me in know in the comments!

28/02/2025

📢 Coaching is your passion. Admin shouldn’t be.

If you’re still manually onboarding clients, tracking check-ins, and handling payments, you’re wasting valuable hours that could be spent growing your business.

Smart coaches automate. Here’s why:

✅ Everfit can handle your onboarding, check-ins, and habit tracking for you.
✅ Automated workflows mean better client retention with less effort.
✅ Less time on admin = more time coaching & scaling.

🔥 Ready to stop spinning your wheels? DM me "AUTOMATE" and let’s streamline your systems today!

26/02/2025

💡 Imagine this: You take a weekend off (or even a whole week), and your business still runs like clockwork.

No inbox pile-ups. No lost leads. No client drop-offs. Just business as usual—without you having to be glued to your phone.

🔥 Here’s what that looks like in real life:

✅ Leads are captured & nurtured automatically—No more “Sorry, I just saw this” responses.
✅ Client inquiries are handled—With pre-written email sequences that answer FAQs & guide them to your services.
✅ Payments & subscriptions renew seamlessly—So you’re never chasing invoices.
✅ Social media posts & email marketing go out on schedule—Keeping your audience engaged, even when you’re offline.
✅ Check-ins & follow-ups are automated—Clients stay accountable without you manually sending reminders.

👀 If stepping away from your biz makes you nervous, that’s a sign your systems need work.

📩 DM me “BREAK” and let’s set your business up so you can finally take time off without stressing about what’s falling through the cracks!

24/02/2025

If your client base isn’t growing, the problem isn’t your coaching—it’s your systems, sales process, or marketing. Here’s what you might be missing:

1️⃣ SYSTEMS: Your business should run smoothly behind the scenes
❌ Messy onboarding → Clients don’t feel taken care of from Day 1.
❌ No follow-ups → Potential clients forget about you.
❌ Tracking client progress manually → Wasting time instead of coaching.
✅ Fix it: Automate onboarding, check-ins, and client communications so nothing falls through the cracks.

2️⃣ SALES PROCESS: Converting leads into paying clients should be seamless
❌ No clear next step → Potential clients don’t know how to work with you.
❌ No urgency → Leads sit on the fence and never commit.
❌ Chasing payments → Unnecessary admin headaches.
✅ Fix it: Use a simple, structured sales funnel (lead magnet → nurture → offer) and an automated payment system to lock in clients without the stress.

3️⃣ MARKETING & MESSAGING: Are you actually speaking to your ideal clients?
❌ Posting “just to post” → No strategy, no engagement.
❌ Generic messaging → Not standing out in the crowded coaching space.
❌ No consistent lead generation → Relying on referrals instead of attracting new people.
✅ Fix it: Get clear on your brand messaging and create consistent, strategic content that speaks directly to your ideal clients.

🚀 The fastest way to grow? Get your systems, sales, and marketing working TOGETHER. DM me "GROWTH" and I’ll help you put the pieces in place!

📌

15/12/2024

🎄❄️ Out of Office Alert! ❄️🎄

I’m off enjoying a winter wonderland holiday with my loved ones till end of Jan! Ill be back in 2025 ready to help you crush your goals!

In the meantime, head over to my website to find out how I help you in 2025 or grab my 4-Step Plan from Struggling Personal Trainer on the gym floor to Dominating Online Coach 👉 Link in Bio!

Take care you beautiful people, stay cozy, and see you in 2025!

Kara x

10/10/2024

It’s easy to overlook the little things when life’s busy, but honestly, those tiny wins keep us going. Whether it’s a client hitting a small goal or managing to squeeze in a workout between client calls and kid chaos—it all counts. Don’t forget to notice the good stuff, even if it’s buried under a pile of laundry and to-do lists!

08/10/2024

The right app takes your client journey from good to AMAZING! Everfit gives YOU THIS AND MORE! Here’s why you need it:

🚀 Boost Client Retention: It creates an engaging experience that keeps clients loyal and coming back.
🏁 Simple Onboarding: Easy for clients to use, no confusion, just results.
📱 Ultimate Convenience: Access workouts, resources, and check-ins anywhere, anytime.
🔄 Accountability On Auto-Pilot: Reminders for habits and workouts keep clients on track without you lifting a finger.
❤️ Personal Touch: Show clients you’ve got their back with personalised plans that make them feel truly supported.
💬 Better Communication: No more juggling DMs,Whats app—Everfit keeps everything in one place with voice notes!
⏳ Streamlined Efficiency: Less admin for you, more coaching time—Everfit takes the busy work off your plate.
💪 Engage & Motivate: Progress tracking and fun challenges keep your clients motivated and engaged.
✨ Professional Vibes: A sleek app gives your business that next-level vibe, branded and all your photos loaded making you look pro-fess-inal!
📈 Scalability: Grow your business and manage more clients without losing that personal touch. It even opens doors to passive income with on-demand workouts!

With Everfit, you’re not just saving time—you’re delivering a standout experience that’ll set your coaching apart from the rest.

06/10/2024

This is kind of embarrassing, but I used to be all over the place with client onboarding. 😅 Follow-ups? Missed. Client info? Lost somewhere in my inbox. It was stressful and chaotic, and I was losing potential clients because of it. Then I discovered automation tools that completely changed the game. Now, onboarding is smooth, consistent, and error-free.

If you’re still handling everything manually, trust me—there’s a better way. Automate your onboarding, and you’ll not only save time but also make your clients feel cared for right from the start.

02/10/2024

New month, new goals, and let’s be real—probably a bunch of old goals we’re still working on. 😅 12 weeks to finish out the year, let's reset and refocus. Whether you’re pushing to sign new clients, squeezing in your own workouts, or just trying to keep up with life, let’s set some realistic goals that work with our messy schedules. What’s your top focus this month?

02/10/2024

Here is your monthly line up of health days to raise awareness and inspire action.

World Smile Day - October 4
A day to remind people about the simple joys brought by a smile.
💡Have your community post share their happiest workout selfies & tag you with .

World Mental Health Day - October 10
A day to raise awareness of mental health issues around the world.
💡Offer a free yoga or meditation session. Share resources and tips on mental health in your online community.

Try for 5 National Nutrition Week - October 14-20
A week focused on increasing vegies among families.
💡 Share your fav family friendly recipes or share tips to include more vegies in meals.

World Food Day - October 16
Supports global hunger relief efforts and promotes healthy diets.
💡 Organise a food drive or fundraiser for a local food bank. Educate your audience about sustainable eating.

World Menopause Day - October 18
Focuses on awareness of menopause and support options available for improving health and wellness.
💡Host a masterclass providing education on menopause. Share stories or testimonials from clients who are navigating menopause and how you have helped them.

Ride to Work Day - October 18
Encourages people to bike to work to promote physical activity and reduce traffic congestion.
💡Organise a group bike ride or start a challenge in your community on who can log the most biking kms to in a week.

Wear It Pink Day - October 18
Raises awareness & funds for breast cancer research.
💡Host a ‘pink-themed’ workout session with gold coin donation with proceeds going to breast cancer research.

World Osteoporosis Day - October 20
Highlights the importance of building strong bones and preventing osteoporosis.
💡 Share exercise tips & nutritional advice that supports bone health. Offer free bone density scans in partnership with a local clinic.

Sock it to Su***de Week - October 21-27
This week aims to combat su***de through community awareness and activism.
💡Collaborate with mental health experts to speak online. Promote activities that foster community support and mental wellness - ice baths, community walks, yoga, journaling sessions.

Does this help?

26/09/2024

I hate to break it to you but it's not about the time - its your priorities. I bet you say this to your clients all the time. But tell me what is the real reason you keep putting off that next step? Fear, unsure, but who can do it better than you?

Maybe it’s not time that’s the issue—it’s the excuses you’re hiding behind. 😬⁣⁣

Ask yourself this:⁣

💜Are you “too busy” to grow your business, or just afraid to invest in systems that’ll make life easier? ⁣⁣
💜Are you constantly pushing off projects because they don’t feel urgent, even though they’re the key to scaling? ⁣⁣
💜Are you saying "yes" to distractions, but "no" to the strategies that will actually bring you more time and freedom?

What if instead of hiding behind the excuses, you leaned into action?

👉 Here’s my challenge: Stop letting the bu****it excuses creep in. If something is important, you make the time. Otherwise, you’re choosing to stay stuck exactly where you are.

Not sure where to start! DM me HELP!

24/09/2024

Change your perspective!!!!!!

We often get caught up in the idea that we need to have all our ducks laid in a row, but what i have learnt is the real key to managing work, life, and kids isn’t about doing it all—it's about seeing things differently.

Here’s how I make it work:

Let Go of Perfection
You don’t need to be perfect in every role. Something is better than nothing and no that doesnt make you look like you arnt good at your job. It makes you 1 step further than the coach whos spending to much time on canva.

Prioritise
Trying to do everything at once is a recipe for stress. Trust me! I now brain dump into buckets and come back to it to priortise each day. This reduced the mental load and allows me to think clearly.

Be flexible
Life with kids is unpredictable! I love a good plan but sometimes life happens and that's ok.

Delegate and Accept Help
You don’t have to do it all yourself. Whether it’s help at home or in your business, delegation is your secret weapon. Delegate the things that you simply do not enjoy and it is going to allow you to focus on other important things or delegate the things that are not your expertise in your business like email marketing, systems, admin and organising. It frees you up to focus on what you love most.

Create a epic morning routine
I wake early enough to enjoy my coffee alone, listen to personal development, get in a 5 min meditation cause that's all it really takes and I take too my computer to reflect on the previous day and write up my focus for the new one ahead. This plus my workout for the day really gets in me a good mental space.

Does any of these resonate with you?

22/09/2024

Happy Monday, Coach! If you’re anything like me, you’ve got a million things swirling in your head already. What's been working for me? Deep breaths and a coffee. And look maybe that's not ideal (hello cortisol), but it works for me! Sometimes, doing what feels right for you matters more than sticking to every rule.

What's you take on coffee/caffeine in the AM?

15/09/2024

Feeling Stuck? Here’s Your Monday Wake-Up Call!
New week, same chaos, let’s be real—we’re showing up no matter what. Whether it’s chasing kids, squeezing in a workout, or getting to that to-do list, we got this. Here's to taking messy action! One coffee or wine at a time LOL 🤔🤣

13/09/2024

Your clients deserve a smooth, organised experience from start to finish. Here’s how to create a journey that feels seamless:

💙Onboarding: Automate your welcome emails, intake forms, and next steps.

💙Engagement: Use a CRM to track milestones and progress, so no one falls through the cracks.

💙Check-ins: Set up automated weekly or monthly check-ins to stay in touch without lifting a finger.

💙Retention: Have a feedback loop in place to continually improve and keep clients happy.

Map out each stage, automate where possible, and watch your client retention & referrals go through the roof!

Which one do you need to put in place in your business?

11/09/2024

As a coach, you are passionate about helping your clients reach their goals, but what about your own business goals? If you are not where you want to be, maybe it comes down to these 3 things:

💜You Don’t Have the Right Systems & Processes:
Without streamlined systems, you’re wasting time on repetitive tasks like responding to client inquiries, scheduling sessions, following up on payments, and manually tracking client progress. These tasks can be automated, freeing you up to focus on what really matters—delivering value to your clients and growing your business.

💜You Don’t Have the Right Strategy & Plan:
If you don’t have a clear roadmap for where you want to take your business, it’s easy to feel stuck. Having a business plan and goals will help you stay focused and move forward with purpose.

💜You Are Relying on One Source of Income:
Relying on only one revenue stream—like 1:1 coaching—limits your growth potential. Diversifying your income with offerings like group coaching, online programs, or digital products can open up new opportunities and provide financial stability.

If you’re ready to take your business to the next level, book a business audit with me. We’ll optimise your systems, create a strategy, and help you build diverse income streams to set you up for long-term success. Link in Bio!

09/09/2024

Want to grow your business? Start listening to the people you’re serving. Here’s how to get valuable feedback and actually use it:

💙Automate Feedback forms: Send automated feedback forms via Google Forms or Typeform to capture client insights. (Everfit also have forms built in)
💙Look for Patterns: Are multiple clients mentioning the same pain point or highlight? That’s a signal for change.
💙Make Adjustments: Use feedback to tweak your processes, improve your offers, or refine your client journey.
💙Close the Loop: Let your clients know how you’ve improved based on their feedback – it shows you’re listening and committed to better service.

The answers are there; you just need to ask the right questions.

Does this help?

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Perth, WA

Website

http://www.outwardinvirtualassistance.com.au/

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Videos

New website is here!!! If you’ve been following along, you know I’ve been niching down into what I truly love and excel at: operations and creating standout client experiences for health & fitness coaches. Behind the scenes, I’ve been teaming up with @virtualhustle_ to build a website that’s 100% me, and we finally made it! I’m OBSESSED with how Darcy has levelled it up beyond my wildest expectations! 🙌 I’m a HUGE believer in having a website—it’s the first place I look when checking out a business, so I’m being transparent with pricing and bringing that same action-taking energy you know from me. Go check it out and let me know what you think - link in bio 💙 #HealthAndFitnessOBM #WebsiteLaunch #ClientExperience #everfit

Change your perspective!!!!!! We often get caught up in the idea that we need to have all our ducks laid in a row, but what i have learnt is the real key to managing work, life, and kids isn’t about doing it all—it's about seeing things differently. Here’s how I make it work: Let Go of Perfection You don’t need to be perfect in every role. Something is better than nothing and no that doesnt make you look like you arnt good at your job. It makes you 1 step further than the coach whos spending to much time on canva. Prioritise Trying to do everything at once is a recipe for stress. Trust me! I now brain dump into buckets and come back to it to priortise each day. This reduced the mental load and allows me to think clearly. Be flexible Life with kids is unpredictable! I love a good plan but sometimes life happens and that's ok. Delegate and Accept Help You don’t have to do it all yourself. Whether it’s help at home or in your business, delegation is your secret weapon. Delegate the things that you simply do not enjoy and it is going to allow you to focus on other important things or delegate the things that are not your expertise in your business like email marketing, systems, admin and organising. It frees you up to focus on what you love most. Create a epic morning routine I wake early enough to enjoy my coffee alone, listen to personal development, get in a 5 min meditation cause that's all it really takes and I take too my computer to reflect on the previous day and write up my focus for the new one ahead. This plus my workout for the day really gets in me a good mental space. Does any of these resonate with you? #FitnessGoals #HealthyLifestyle #FitFam #PersonalTrainer #WorkoutMotivation #BusinessAutomation #Efficiency #SystemsAudit #FitnessBusiness #FitnessAustralia #AussieFitFam #AustraliaFitnessCoach #KaraFitnessSystems #FitnessAutomationGuru

Did you know? 80% of small businesses don’t make it past the 5-year mark, mostly due to financial mismanagement. 😬 But don’t let that be you! I just had an amazing chat with Karen from Bizy Women Bookkeeping, where we dived deep into DIY bookkeeping for small biz owners. We covered everything from using Xero, what reports you should be running on a monthly basis, and managing cash flow, to Karen’s top tips for running a profitable business. Whether you're a fitness coach or small biz owner, you will get value from this! Karen is also offering a free ebook called “The 7 Deadly Cash Flow Sins” plus she offers tailored DIY Book keeping training. You can find out more by heading over to her instagram. #SmallBusinessTips #BookkeepingHacks #BizyWomenBookkeeping #FinancialSuccess #coach #personaltrainer #trainerize #everfit

Hey Coach, Are you doing this to convert sales? No one likes to be SOLD too!—lead with building trust and authority in your niche. When your audience sees you as the go-to expert, the sales will naturally follow. Here are some key strategies that every health and fitness coach should use to build like, know, and trust factor: ✅ Create social proof by showing client before and afters, testimonials, screen shots client wins. ✅ Share educational content that adds real value. Pain points, solutions, science backed data, hacks etc ✅ Host workshops on topics you know like the back of your hand to position you as the expert. ✅ Level up your skill set to offer even more value to your clients. ✅ Stay consistent with your content to keep your audience engaged and build trust over time. Remember, it’s not just about what you how you share it. Build that trust today, and watch your business grow! It's all about the long game baby! #FitnessCoach #BuildYourBrand #TrustAndAuthority #LevelUp #FitnessBusiness #CoachLife #SocialProof #ConsistencyIsKey #everfit #automations #businesstips #personaltrainer #va #obm #systems

Thank you everyone for entering this comp! Massive 76 entries!!!!! What a year in business so happy to give back to the amazing small business community 💙

Wow, I'll miss working with these beautiful people! New people, new connections, new memories! 💙💙

HOW MANY HATS ARE YOU WEARING IN YOUR BIZ? Is it time to delegate? I'd love to know more about the challenges your facing in your biz? Drop me a message and let's connect 💙 #SixHatsInBiz #DelegationMatters #VAforSuccess #EfficientBusinessOperations #StrategicThinking #TaskDelegation #ProductivityBoost #EffectiveTeamwork #StreamlinedProcesses #FocusOnWhatMatters

Outward In Virtual Assistance

07/03/2025

05/03/2025

28/02/2025

26/02/2025

24/02/2025

15/12/2024

10/10/2024

08/10/2024

06/10/2024

02/10/2024

02/10/2024

26/09/2024

24/09/2024

22/09/2024

15/09/2024

13/09/2024

11/09/2024

09/09/2024

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