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Case Study: Streamlining Communication & Marketing Workflow at AYU

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.