Table of Contents

Massage therapy should be about helping clients along their wellness journey. However, that’s easier said than done. Of course, you want to focus on your area of expertise (massage), but you must also manage other things in your business. After all, getting new clients doesn’t happen by itself!

Before long, it can start to feel like your work is consuming you. Fortunately, you can regain that work-life balance when considering a virtual assistant for massage therapist!

Let’s dive into how one can support you.

What is a Virtual Assistant?

A virtual assistant, or VA for short, is a self-employed professional who provides services remotely. As independent contractors (aka business owners themselves), they are responsible for providing their own workspace, equipment, and benefits. They also cover their own taxes.

As fractional service providers, VAs offer their expertise to multiple clients on an as-needed or part-time basis. This equals cost savings for massage therapists, as you get to benefit from their high-level skills without the full-time employee price tag.

Why Hire a Virtual Assistant for Massage Therapists?

Virtual assistants offer business owners many advantages! Here are a few benefits to consider.

Flexible

Virtual assistants only work when you need them to. So, if some months are busier than others, they can adjust. In addition, if you need assistance after hours or during the weekends, that may also be possible.

Efficient

We match massage therapists to top-tier U.S.-based virtual assistants with the specialized skills required to complete the tasks you need help with most. As a result, they are less likely to waste time or money when handling to-dos.

Cost Effective

Virtual assistants for massage therapists are responsible for paying their own taxes, benefits, and computer equipment, allowing business owners to save more than they would with in-house employees.

6 Tasks Virtual Assistants for Massage Therapists Can Do

Now that you know what a virtual assistant is and why they’re beneficial, consider these six ways they can support you.

Virtual Assistant for Massage Therapist

1. Virtual Assistants For Massage Therapists Can Do Administrative Tasks

Administrative virtual assistants can tackle the following to-dos:

  • Invoice management
  • Input client information into your customer relationship management (CRM) software
  • Send service proposals and/or contracts
  • Generate a list of potential clients (e.g., sports teams, etc.)
  • Calendar management
  • If you have contractors or employees at your practice, they can answer questions, and be a liaison between you and them
  • Email management, like sorting and labeling emails to identify what’s top priority, unsubscribing from email lists
  • Make travel arrangements

  • And other admin tasks as needed

2. Virtual Assistants For Massage Therapists Help With Customer Support

Customer service is imperative for a business to thrive. According to Small Bizz Trends, your business won’t grow without quality customer service. It’s that personal touch that makes people want to continue working with you.

Here’s how virtual assistants can assist you:

  • Helping clients with appointment booking
  • Follow-up on missed phone calls
  • Respond to text messages
  • Explain your services to prospects to callers
  • Answering questions
  • Assist with the client onboarding process, which may include sending over forms that require signature.
  • Conduct outbound calls to potential clientele
  • Address client complaints
  • Identity ways to improve the client experience
  • Reach out about cancellations

  • Complete other customer service tasks as needed at your massage therapy practice

Virtual Assistants help with booking appointments and answer questions

P.S. We are not an on-call answering service. If you want someone to answer calls on an on-call basis, please consider a virtual receptionist. A VA can answer calls if they’re scheduled for a specific paid block of time.

3. Virtual Assistants Can Provide Social Mediaย Assistance

It doesn’t matter what industry you’re in; having a social media presence is imperative. Potential clients often trust social media more than review websites such as Yelp. More importantly, having a thriving social media presence will increase your outreach.

A virtual assistant to handle your social media accounts would be an asset to your business. They can reach out to influencers in your area and ask them to give a shout-out to your spa business. So, all the influencers’ followers, who trust their opinions, will come to you for massage therapy.

Once your incredible skills wow them, they’ll tell everyone on their social media feed. You can see how this has the power to create exponential growth if invested in properly.

Here’s what social media management could look like if you hire a VA:

Social media marketing assistant
  • Come up with a social media strategy that makes you stand out
  • Suggest what type of content you should capture to build brand awareness
  • Analyze social media analytics, like follower count, and make changes to improve
  • Write engaging captions
  • Complete hashtag research to broaden your audience reach
  • Make graphics and edit videos using Canva, Photoshop, Premier Pro, and other editing tools
  • Place your brand assets into digital folders so they’re easily retrievable

  • And other social media tasks

4. Massage Therapists Virtual Assistants May Assist With Email Marketing

We believe social media and email marketing complement each other, so you shouldn’t do one with the other. If you have leads coming in from social media, you’ll ideally want email marketing to nurture them.

Here’s what virtual assistants can do to help your massage therapy practice:

  • Create email templates using your email automation software
  • Set up on-brand email marketing campaigns
  • Develop email content that helps with answering potential questions about your service offerings
  • Manage subscriber list – check for bounces, add contacts, update existing ones, etc.
  • Segment subscribers based on interests, behaviors, etc. For instance, separate those who haven’t made appointments yet.
  • Make an email opt-in form to place on your website
  • Monitor analytics, like open rate, clickthrough rate, and more

5. Virtual Assistants Can Help With Technical Tasks

Most massage therapists didn’t go into business to handle technology, but you’ve likely learned that it’s part of doing business. Thankfully, you don’t have to try to figure it out on your own. Here’s how a technical virtual assistant can help:

  • Set up client management software, like Mindbody, Vagaro, MassageBook, Noterro, etc.
  • Manage project management software, like Trello and ClickUp
  • Put in place scheduling software so clients can easily book appointments
  • Update website plugins
  • Implement business phone lines using RingCentral, Grasshopper, etc.
  • Set up payment gateways or fix issues you might run into
  • Identify workflow gaps and look for ways to integrate tools to automate tasks
  • Answer technical questions you might have

6. A VA Can Be Your Personal Assistant, As Well

Don’t need someone to assist with your massage therapist business? No problem! A remote personal assistant can help you with:

  • Vacation planning: research lodging, transportation, excursions, and more
  • Search for a maid service, plumber, landscaper, electrician, etc.
  • Book a doctor or dentist appointment
  • Schedule a nail or hair appointment
  • Research ways to get early access to games, concerts, etc.
  • Look up veterinarians, childcare, and/or senior care options
  • Arrange grocery delivery

  • And other personal tasks

What Traits Do Great Massage Therapists Virtual Assistants Have?

The virtual assistant you bring on matters a lot. You want someone who has certain characteristics. We always look for the following:

  • Patient: They should always practice patience when interacting with you, your staff, and clientele
  • Detail-oriented: They should pay close attention to the task at hand and spot discrepancies.
  • Resourceful: When good virtual assistants don’t know the answer, they know who to talk to or where to find it.
  • Effective communicator: Whether writing an email or answering your phones, they should know how to communicate professionally.
  • Organized: In order to best assist you, they’ll need to know how to oversee various files and information effectively.

How Can I Prepare For Virtual Assistants?

The last thing you want to do when hiring virtual assistants is try to wing it. Adding someone to your team should be very intentional. You’ll want to have some things figured out before you bring them on board.

Here’s what we recommend:

  • Create a list of tasks youโ€™d like your VA to do
  • Produce work instructions or screen recordings to show them how tasks should be done
  • Decide if you need one-time assistance or ongoing support
  • Confirm when you need them to be available
  • Determine your budget
  • List what programs they’ll need access to in your business
  • Be prepared to train them on your business
  • Book a discovery call with Imperative Concierge Services

When is the Best Time To Recruit Virtual Assistants?

As a massage therapist, you don’t want to wait until you’re completely overwhelmed before you recruit a virtual assistant. However, you also don’t want to mistakenly add one to your team too early.

We’ve found that the best time to bring one or two virtual assistants on is if you’re experiencing one or more of the following:

  • You have no idea how to complete certain business tasks
  • You’d like to start using a program but have no clue how
  • You’re planning to take on more clients
  • You’re experiencing burnout

Ready To Find A Virtual Assistant?

Virtual Assistant for a Massage Therapist

The work you do as a massage therapist is transformational. However, if you’re spending more time doing business stuff instead of doing what you’re great at, it can hinder your business growth.

At Imperative Concierge Services, we’re committed to helping massage therapists like you get back to their zone of genius. If you’re ready to hire a virtual assistant or simply want to learn more about the process, we’ve got your back. Thanks to our unique matchmaking process, we make the process seamless for busy owners like you.

Ready to get started? Click here to learn more, or book a discovery call below!

Let’s Chat and Get You Back on Track | Book a Discovery Call