How a Virtual Assistant Helped AYU Streamline Client Communication, Save Time and Boost Reviews
Running a growing business often means juggling client emails, marketing follow-ups, and systems that rely too heavily on memory. It doesn’t have to be that way. With the right support and a few simple templates, it’s possible to save hours each week without sacrificing quality or personal touch.
Here’s how we helped one small business owner who didn't want to learn more tools reclaim their time, reduce errors and show up more consistently across the board.
Client: A Y U Community Space, Dunedin
Services Provided by Tailored Virtual Support:
Simple Email Templates
Google Review Request Template
Custom Marketing Intake Form
Replicable SOP & Process Optimisation
The Challenge:
A Y U’s growing success meant more admin but their communication systems hadn’t caught up. Emails were being written manually, marketing details were scattered and review follow-ups often got missed. Key info needed for social content was buried in inboxes or forgotten altogether. Client did not want to implement anything to tech heavy so needed to be in familar tech with no learning curve.
What We Did:
🔹 Booking Confirmation Email Template
Saved time and ensured every client received a consistent, professional message with all key event info.
🔹 Google Review Request Email
Encouraged more reviews with a simple, thoughtful message that felt personal and was quick to send.
🔹 Humans of AYU Submission Form
An intake form with clear prompts, feeding straight into a spreadsheet eliminating email follow-ups and improving accuracy.
🔹 Clear SOP for Comms & Marketing Workflow
A repeatable system that anyone can follow meaning less reliance on memory and more room to scale or delegate.
The outcome:
3+ Hours Saved Weekly
What once took hours now takes under 35 minutes = saving 10–12 hours per month. And as they grow more time will be saved.
More Reviews, Less Delay
Review prompts now go out consistently, resulting in more feedback and stronger visibility.
Reduced Errors & Clearer Messaging
No more copy/paste chaos or missing info everything is standardised and polished.
Effortless Handover & Scalability
The documented process means anyone including Tailored Virtual Support can pick it up and run with it confidently.
You don’t need fancy tools to make a big impact just smart systems that work.
Let’s chat about how Tailored Virtual Support can help you save time and show up with ease.
Contact us on assist@tailoredvirtualsupport.co.nz so we can get you streamlined and more productive.
