A Virtual Assistant Case Study with Simone Pedersen – Red Scout
Scaling a business is never easy. For many entrepreneurs, the turning point comes when they realise they simply can’t do it all on their own anymore. That’s exactly the moment Simone Pedersen, Founder and Managing Director of Red Scout, found herself in as her beauty consulting business grew.
Simone’s company, Red Scout, consults with beauty brands and retailers, offering a blend of strategy, implementation, and unique learning solutions, both online and face-to-face. With the increasing demands of the business, especially the burgeoning learning side, Simone knew it was time to seek support. But the question was, how?
Here’s how Simone chose to hire a Virtual Assistant with Virtual Elves, and how it transformed both her workload and business.
The Realisation That Something Had to Change
Running a business is tough enough, but when you add on the pressure of wanting to scale, it can feel like you’re constantly chasing your tail. For Simone, this became especially clear when she decided to expand the learning side of her business.
“I wanted to scale the learning side, and I knew I would need assistance to do that because there’s a lot of detail and work involved in building the back end of the platform,” Simone explains.
Like many entrepreneurs, Simone had been handling most of the tasks herself. From building out the learning platform to managing daily admin, it became clear that scaling couldn’t happen without help. But finding the right kind of help—someone who would fit in seamlessly and truly understand her vision—was a daunting task. That’s when she chose to hire a Virtual Assistant.
Choosing Virtual Elves For A Virtual Assistant
The decision to hire a Virtual Assistant can be overwhelming, especially when it’s your first time working in this way. Simone knew that a good VA would be instrumental in growing her business, but she didn’t know where to start. After researching her options, she came across Virtual Elves, a VA agency offering tailored support with a highly flexible approach.
“The reason I started with Virtual Elves was because I loved the flexibility they offered with a VA. I could start small in terms of hours, as I brought her on board just before we started the project, and I didn’t need as many hours until we began ramping up the program,” says Simone.
This flexibility was crucial. Starting with just 5 hours a week allowed Simone to gradually build trust with her VA without feeling overwhelmed by a full-time commitment. As the project progressed, the hours increased to 10, and then 15 hours per week as the demands grew.
Find The Perfect Match When Hiring A Virtual Assistant
One of the key factors that drew Simone to Virtual Elves was their thorough recruitment process. Finding the right VA wasn’t just about skill; it was about finding someone who would align with her business’s values and energy.
“The recruitment process was super simple. Honestly, the hardest part was listing what I really needed from my VA. I made it as detailed as possible, not just for what I needed now but for the future as well. Once I handed over that information, the process was so quick and streamlined,” Simone recalls.
After being presented with a couple of CVs that matched her criteria, Simone quickly found the perfect fit.
“I only actually ended up interviewing one person, and she’s the one I chose. I liked her skill set, optimism, and maturity. We were a good match, energetically, and I felt we would work well together.”
The Onboarding Process and Learning Curve
Simone, like many entrepreneurs hiring their first VA, wasn’t entirely sure what to expect. Would it be smooth sailing, or would there be hurdles along the way?
One of the key factors in making the transition seamless was Virtual Elves’ onboarding process. Simone took the time to watch the onboarding videos, ensuring she knew how to best prepare for working with a VA. She also made sure to set up regular catch-ups to keep communication clear and consistent.
“We set up regular catch-ups—every day at 12:00, we have our huddle to go through the tasks for the day, keeping in mind the bigger picture for the week and months ahead.”
This daily check-in helped build rapport and trust while ensuring that nothing slipped through the cracks.
A VA's Impact On Red Scout
Within just a few months, Simone began to see the positive impact hiring a VA was having on her business.
“I’ve been able to offload administrative tasks to my VA, which I would have normally done myself. She takes them on board and runs with them, allowing me to focus on growing my business, recruiting more clients, putting together proposals, networking, and overseeing projects without being bogged down by day-to-day tasks,” she explains.
The ability to delegate these time-consuming tasks gave Simone the space she needed to focus on higher-level strategy and business development—areas that are essential for scaling a business but often fall to the wayside when you’re stuck in the weeds.
The Power of Feedback and Communication
One of the major takeaways from Simone’s experience has been the importance of open communication and regular feedback.
“I’ve given lots of great feedback to my VA because she’s fantastic and so on top of things. When necessary, I’ve also provided constructive criticism to improve how we work together.”
By being proactive and clear in her communication, Simone and her VA have managed to avoid major challenges, creating a smooth workflow and strong working relationship. It’s this mutual respect and understanding that has helped them work so well together.
More Than Just a Working Relationship
What makes working with Virtual Elves truly special is the human connection that develops over time. For Simone, her VA has become more than just someone who completes tasks—she’s become an integral part of the team and even a friend.
“I love how the Filipino teams approach their work. They truly value the relationship and want to exceed your expectations. During the interview process, I met Abby, my VA, and could tell from her energy and responses that we’d get along really well. That’s been important—not just having someone to do the work, but forming a strong professional relationship and even a friendship.”
Looking To The Future
Reflecting on her journey with Virtual Elves, Simone has one key regret: “My only regret is not doing it sooner.”
Now that her business is scaling, Simone is looking forward to expanding her team and bringing on more VAs for different roles.
“As my business grows, I’m open to expanding and bringing on more VAs for different roles. I look forward to evolving our collaboration in the future.”
Final Thoughts
Simone’s story is one of growth, flexibility, and empowerment. By choosing to hire a Virtual Assistant with Virtual Elves, she has been able to scale her business in a way that felt manageable and supported. If you’re a business owner feeling overwhelmed by the day-to-day tasks, Simone’s story is proof that the right VA can make all the difference.
Ready to take the next step? Contact Virtual Elves today and find your perfect fit!
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