The exciting evolutionary process of working with a VA long term.
As a Virtual Assistant, I’m often positioned as the one supporting interior designers, which brings me so much joy. What’s special about my longtime client “Lana”, is the way she supports me right back. I know, dream client - am I right?! I’ve been working with Lana since 2023 and our focus has always been on Collaboration, Trust and being a part of each other’s Village.
Lana initially knew she needed a VA when she was struggling to balance creative work with business management alongside a growing demand for her top quality services. New projects were entering the pipeline fast — a good problem to have — and while Lana was supported by her small design team, they knew they needed better systems to keep up.
Phase One | Laying a strong foundation
I started with implementation — getting Asana set up, structuring workflows, and creating systems so their design processes could move from reactionary to proactive.
I took over project management tasks — tracking trades, samples, supplier quotes, orders, and invoices. This gave Lana and her team more time to focus on their creative work and client relationships.
I helped refine client onboarding and enquiry processes, setting up email templates so things felt smoother and high touch for a detailed client experience.
I helped Lana and her team incorporate Programa into their daily design process— this powerful tool helped improve scheduling, client approvals, and procurement.
It was a time of figuring things out as we went, balancing incoming work while also trying to build something more structured behind the scenes.
"Thank you so much for your hard work, dedication, positivity, support, and braving the storm of the past couple of months with me!! What we have achieved is beyond my wildest dreams and I obviously could not have done even half of it without you. I'm so so so so grateful."
Phase Two | Creating a supportive business structure
Lana’s plate got a little fuller as she prepared to become a new mum! This exciting news gave the team an opportunity to reflect on what each of us needed to keep the business efficient and thriving.
This phase wasn’t about perfecting our processes any further — it was about finding the right support. We knew the systems we had in place would get us through the busy season and hold up during Lana’s maternity leave, but the real focus was on people.
It was about ensuring Lana felt supported—through her design team, through me and through contractors.
And it was about making sure we felt prepared and supported too—through extra training, Q&A sessions, and refining processes so we felt ready and confident to cover things while she was on leave.
"As I’ve said to you many times, I have full confidence in you both to keep things running smoothly. Please support one another and know I’m here if you need me."
Phase Three | Holding down the fort
As Lana stepped away to begin her maternity leave, there was a big shift in my scope of work — I stepped up to oversee business operations and keep projects moving.
I remotely took over procurement, studio operations, team coordination and invoicing—all the essential backend tasks that needed to happen to keep things running.
I became the go-to for team support and problem-solving.
I helped refine client admin and project documentation.
I supported Lana’s fellow interior designer with behind-the-scenes logistics, as she carried the responsibility of creative work, clients and on-site contractors.
Throughout her leave, Lana told me how grateful she was that she could fully take that time with her family.
“Thank you both soooo much! While I'm so ready for some rest and baby time, I’m truly excited to come back to work alongside you both when it comes time!"
Phase Four | Re-evaluating our 2025 priorities
With Lana back at the wheel, we have been reflecting on how my role has evolved with her business, the different phases we’ve been through, and where we’re at now.
I mentioned how mutually supportive Lana and I are of each other. As entrepreneurial mums, our hearts are often torn between our babies and our business. We’ve had the best conversations lately, and we’ve resolved to establish and hold clear boundaries. We’ve both realised our need to be intentional about how we work, to avoid burnout and protect our ‘non-working’ times for our families. This looks like making her Fridays sacred, so she can pour from an overflowing cup and meet the needs of her clients in a luxurious, thoughtful and proactive way.
We’ve also just finished adjusting responsibilities and we’re looking at how to strengthen the team. We are refining processes, because now we actually know what works and what doesn’t! We’ve been through the messy middle, and we’re making sure the backend of the business runs smoothly for a brighter future.
Technology keeps improving and evolving, and thus we are refining how we work, automating where possible, and improving processes based on everything we’ve learned as a team. New tech offers to reduce double-handling and overwhelm, while optimising project management and business efficiency.
Her studio is at the exciting stage where we’re seeing projects through to completion and shaping the vision for the next ones.
With a growing portfolio comes increasing recognition and reputation. The top priority of Lana’s interior design studio is client experience. Clients will remember how they felt working with us on their design journey — the seamless project management, the regular communication and the proactive problem solving, and ultimately, how valued and supported they felt.
This last point applies for my clients too. The way you feel before, during and after working with me is my highest goal. Instead of burnt out and overwhelmed, you could be feeling…
Relieved to find a virtual assistant who deeply understands the ins and outs of your interior design industry.
Organised with simple processes that save your time and ensure consistency for yourself and your team.
Professional because now your clients can’t stop bragging about you, not just for your stellar design work but for your prompt and clear communication and project management too!
Ready for the next level since you’ve increased your bottom line by reducing hours spent on menial tasks, so you can invest back into your business.