case studies

The Life Coach School faced a significant challenge due to the overwhelming demands placed on their two-member tech team, consisting of a tech director and an Ontraport manager. Both struggled to address large-scale issues because they were bogged down by daily maintenance and smaller tech tasks.

Solution: A Technical Virtual Assistant (Tech VA) was brought in to maintain the tech stack and assist with email marketing, enabling the tech team to focus on more critical matters.

Result: The tech director and Ontraport manager were able to focus on higher-priority projects. The Tech VA also helped ease their workload by taking over essential, but time-consuming, tasks and learning to solve bigger issues, reducing pressure on the team.

The Life Coach School, a leader in personal coaching and self-improvement, relies heavily on a well-functioning technical infrastructure to support its operations, including email marketing and CRM management through Ontraport. However, the high demand on the tech team made it difficult to manage both day-to-day technical issues and larger, strategic tasks.

With only two tech staff members — a Tech Director and an Ontraport Manager — it became clear that a sustainable solution was needed to manage the growing workload and ensure that both smaller and larger technical challenges could be addressed efficiently.

The Life Coach School's tech team was struggling to manage the increasing number of daily tech issues while also focusing on critical larger projects, including the maintenance of CRM systems and other vital tech stacks. With only two team members, the workload was unmanageable, and this bottleneck created delays in solving significant technical issues.

Key challenges included:

• Overwhelmed tech staff: Both the Tech Director and Ontraport Manager were unable to prioritize bigger, more impactful projects due to their involvement in minor, recurring tasks.
• Increased demand: As The Life Coach School expanded, the tech team’s workload grew, stretching their ability to provide timely solutions.
• Risk of burnout: With an increasing number of issues to solve, there was a risk that the tech team would face burnout, affecting the company's ability to grow its technical capabilities.

To alleviate the tech team’s burden, The Life Coach School decided to hire a Technical Virtual Assistant. This addition to the team was strategically chosen to:

• Maintain the tech stack: The Tech VA took on routine maintenance tasks, allowing the Tech Director and Ontraport Manager to dedicate their focus to larger issues.
• Assist with email marketing: The Tech VA also provided crucial support for email marketing, handling day-to-day execution and troubleshooting.
• Solve smaller tech issues: The Tech VA was trained to address minor but recurring tech issues, freeing up time for the core tech team to tackle bigger projects.

The selection of a Tech VA was crucial for this role due to their versatility in managing both technical and marketing-related tasks. 

The addition of the Tech VA yielded significant improvements in both productivity and team morale. Key results included:

• Increased efficiency: The tech director and Ontraport manager were able to focus on higher-priority projects without being weighed down by smaller, time-consuming tasks.
• Reduced workload: The Tech VA successfully maintained the tech stack and supported email marketing, allowing the core team to focus on larger technical challenges.
• Pressure relief: With the Tech VA taking over a portion of the workload, both the tech director and Ontraport manager felt less pressure, which improved their overall performance and ability to deliver timely solutions.

By hiring a Technical Virtual Assistant, The Life Coach School successfully reduced the burden on their two-person tech team, allowing the Tech Director and Ontraport Manager to focus on more important, high-level issues. This strategic move not only improved the team's efficiency but also ensured that the company's technical operations continued to run smoothly without risking burnout.