Outward In Virtual Assistance

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Perth, WA
Outward In Virtual Assistance

I support coaches in Health & Fitness, reduce stress & overwhelm through admin, organisation, automation & design

11/04/2025

Are you spiraling out evertime a client leaves? Lets look at why clients leave:
✅ Money reasons
➡️ Finances are tight or they’re reviewing where their money is going. If they don’t see the value, your service is one of the first to go.
✅ They don’t see the value anymore
➡️ Maybe they’re not getting the same attention. Maybe communication dropped off. Maybe they’ve plateaued. When value feels low → commitment drops.
✅ They got what they came for
➡️ Goals hit, results achieved, but no clear next step or reason to stay. This is where so many coaches lose long-term clients.
✅ They feel disconnected
➡️ Lazy check-ins, no personal touches, no “I see you” moments. Clients want to feel held beyond the initial few weeks.
✅ They’re going through a tough season
➡️ Life happens — sickness, stress, holidays, burnout. If your systems don’t offer support or flexibility, they might pause or cancel completely.

Offboarding isn’t just a “goodbye” — it’s a final touchpoint of trust.
Unfortunately this is where most coaches fail but when done well you can:
➡️Turn cancellations into future returns
➡️Make a client feel seen, appreciated, and proud
➡️Gather powerful feedback to improve your service
➡️Open the door to testimonials and referrals
➡️ Keep your brand top of mind when they’re ready to return

Imagine this offboarding process:
Client cancels or finishes a block.
They receive a personal thank you message with a recap of wins.
You include a progress summary or snapshot.
You invite feedback (with a form or a quick chat).
You let them know what’s available if/when they’re ready to return.
You stay connected with automated check-ins 30 / 60 / 90 days later.

^ THAT is how you stay in their world!

Just sayin....

09/04/2025

NOT technically new... but still worth showing off.

My website got its glow-up a little while ago and it still makes me feel proud every time I see it.

Clean, Clear & Fun! So aligned with the way I support coaches now.

If you’re a health or fitness coach who:
→ wants a backend that runs smoother than your protein shake
→ needs help setting up Everfit (or getting more from it)
→ is sick of duct taping systems together with a VA who’s always playing catch-up...

Come have a scroll. Outward In might be exactly what you’ve been needing. Link in bio!

07/04/2025

I used to get the ick when I heard the word “control”
Not because it didn’t feel true but because society told me it was a bad thing!
Controlling = bossy. Controlling = rigid. Controlling = something to “fix.”

I've been deep in values recently and control came up strong!!
And for the first time I didn’t dismiss it, I saw it clearly!

Control is my superpower 💙

It’s how I create safety
It’s how I bring structure to chaos
It’s how I make space for the people and things I care about

Control is why I can run a business that holds space for other people
It’s why I can create systems that don’t collapse under pressure
It’s why I can get things done when others freeze

Control, when used with intention gives me freedom
It helps me create structure, security, and space to live the life I actually want

If you’ve ever felt “too much” for needing things to be done a certain way well maybe that’s not your flaw.
Maybe it’s your superpower too 👇🏼

01/04/2025

April is FULL of opportunities for fitness coaches to create meaningful content that not only educates but connects with your audience in a BIG way. Creating awareness is great but also showing YOU, how you are solving real problems & building that like, know & trust!

Here are some dates that matter this April (and idea to make it work for you):

All April — Parkinson’s Awareness Month: Talk about how strength and mobility work can improve balance and confidence for those with neurological conditions. Share a simple balance drill!

2 April — World Autism Awareness Day: Show how fitness can be a safe, inclusive space for neurodivergent clients. Maybe a quick video on modifying workouts to suit different needs?

6 April — International Day of Sport for Development and Peace: Highlight how sport fosters resilience, teamwork, and discipline. Could be a post reflecting on how fitness has shaped YOU!

7 April — World Health Day: Create a “Wellness Check” challenge where your followers audit their habits. Throw in some practical tips for quick wins!

11 April — World Parkinson’s Day: Break down a 3-move routine to improve mobility and function. Real, actionable value.

22 April — International Mother Earth Day: Promote outdoor workouts or share sustainable fitness tips (think reusable bottles and eco-conscious gear).

28 April — World Day for Safety & Health at Work: Give desk-bound clients a 5-minute stretch routine to keep them moving throughout the day.

Which of these ideas are going into your content calendar? Let me know in the comments!

25/03/2025

Let’s be real—Everfit is incredible…
But only if you know how to actually use it without wanting to throw your laptop.

That’s where I come in.
I’m your go-to girl for streamlining the chaos, setting up smart automations, and making sure your client experience screams “professional AF” (while you’re living your life).

Want to stop manually doing things that could take care of themselves?
Stick around. You’re in the right place. 🥳🥳

24/03/2025

The fastest way to bring in new coaching clients without working harder? Automation.

✅ Create a simple lead magnet (PDF, free training, checklist).
✅ Use an automated follow-up system (email or Everfit messaging).
✅ Offer a low-ticket trial (so they experience your coaching before committing).

Less chasing, more clients coming to YOU. DM me "Lead Gen" and I’ll help you set it up!

20/03/2025

❌ Manually sending welcome emails?
❌ Explaining how to use the app over and over?
❌ Chasing clients to sign forms & complete assessments?

Everfit’s Automated Onboarding Flow = Set it up ONCE & let it run forever!

✅ Auto-send Welcome Messages & Resource Links
✅ Assign Forms & Agreements Instantly
✅ Add Training & Nutrition Plans to clients without Lifting a Finger

Less admin, better service = More clients
& focused coaching!

DM me if you want help with this!

19/03/2025

Too much time wasted onboarding new clients? Here’s how I help coaches set up smooth, automated onboarding in Everfit:

Step 1: Create an Autoflow for new clients – automated welcome messages + first tasks.
Step 2: Assign onboarding forms, checklists & resources inside Everfit (no more messy emails!).
Step 3: Automate habit tracking & check-ins so clients stay engaged from Day 1.

More automation = less admin, better client experience, and higher retention. Want me to help you set this up? DM me ONBOARDING

07/03/2025

You can have all the knowledge in the world but if your systems are a mess, your client experience suffers, your time disappears and scaling becomes impossible.

The best coaches aren’t just great at programming—they know how to run their business.

If you're still drowning in admin, losing leads, and manually handling every little task… it's time to fix that. DM FIX and I'll give 3 ways you can change!

05/03/2025

👉I have to do everything myself to make it work.
👎 FALSE. The more time you spend doing everything, the less time you have to grow..

Here’s what actually works:
✔ Automate onboarding, check-ins & admin
✔ Focus on high-impact coaching & sales
✔ Use scalable systems so you don’t trade time for money

Are you being intentional with your time?
Let me in know in the comments!

28/02/2025

📢 Coaching is your passion. Admin shouldn’t be.

If you’re still manually onboarding clients, tracking check-ins, and handling payments, you’re wasting valuable hours that could be spent growing your business.

Smart coaches automate. Here’s why:

✅ Everfit can handle your onboarding, check-ins, and habit tracking for you.
✅ Automated workflows mean better client retention with less effort.
✅ Less time on admin = more time coaching & scaling.

🔥 Ready to stop spinning your wheels? DM me "AUTOMATE" and let’s streamline your systems today!

26/02/2025

💡 Imagine this: You take a weekend off (or even a whole week), and your business still runs like clockwork.

No inbox pile-ups. No lost leads. No client drop-offs. Just business as usual—without you having to be glued to your phone.

🔥 Here’s what that looks like in real life:

✅ Leads are captured & nurtured automatically—No more “Sorry, I just saw this” responses.
✅ Client inquiries are handled—With pre-written email sequences that answer FAQs & guide them to your services.
✅ Payments & subscriptions renew seamlessly—So you’re never chasing invoices.
✅ Social media posts & email marketing go out on schedule—Keeping your audience engaged, even when you’re offline.
✅ Check-ins & follow-ups are automated—Clients stay accountable without you manually sending reminders.

👀 If stepping away from your biz makes you nervous, that’s a sign your systems need work.

📩 DM me “BREAK” and let’s set your business up so you can finally take time off without stressing about what’s falling through the cracks!

24/02/2025

If your client base isn’t growing, the problem isn’t your coaching—it’s your systems, sales process, or marketing. Here’s what you might be missing:

1️⃣ SYSTEMS: Your business should run smoothly behind the scenes
❌ Messy onboarding → Clients don’t feel taken care of from Day 1.
❌ No follow-ups → Potential clients forget about you.
❌ Tracking client progress manually → Wasting time instead of coaching.
✅ Fix it: Automate onboarding, check-ins, and client communications so nothing falls through the cracks.

2️⃣ SALES PROCESS: Converting leads into paying clients should be seamless
❌ No clear next step → Potential clients don’t know how to work with you.
❌ No urgency → Leads sit on the fence and never commit.
❌ Chasing payments → Unnecessary admin headaches.
✅ Fix it: Use a simple, structured sales funnel (lead magnet → nurture → offer) and an automated payment system to lock in clients without the stress.

3️⃣ MARKETING & MESSAGING: Are you actually speaking to your ideal clients?
❌ Posting “just to post” → No strategy, no engagement.
❌ Generic messaging → Not standing out in the crowded coaching space.
❌ No consistent lead generation → Relying on referrals instead of attracting new people.
✅ Fix it: Get clear on your brand messaging and create consistent, strategic content that speaks directly to your ideal clients.

🚀 The fastest way to grow? Get your systems, sales, and marketing working TOGETHER. DM me "GROWTH" and I’ll help you put the pieces in place!

📌

15/12/2024

🎄❄️ Out of Office Alert! ❄️🎄

I’m off enjoying a winter wonderland holiday with my loved ones till end of Jan! Ill be back in 2025 ready to help you crush your goals!

In the meantime, head over to my website to find out how I help you in 2025 or grab my 4-Step Plan from Struggling Personal Trainer on the gym floor to Dominating Online Coach 👉 Link in Bio!

Take care you beautiful people, stay cozy, and see you in 2025!

Kara x

10/10/2024

It’s easy to overlook the little things when life’s busy, but honestly, those tiny wins keep us going. Whether it’s a client hitting a small goal or managing to squeeze in a workout between client calls and kid chaos—it all counts. Don’t forget to notice the good stuff, even if it’s buried under a pile of laundry and to-do lists!

08/10/2024

The right app takes your client journey from good to AMAZING! Everfit gives YOU THIS AND MORE! Here’s why you need it:

🚀 Boost Client Retention: It creates an engaging experience that keeps clients loyal and coming back.
🏁 Simple Onboarding: Easy for clients to use, no confusion, just results.
📱 Ultimate Convenience: Access workouts, resources, and check-ins anywhere, anytime.
🔄 Accountability On Auto-Pilot: Reminders for habits and workouts keep clients on track without you lifting a finger.
❤️ Personal Touch: Show clients you’ve got their back with personalised plans that make them feel truly supported.
💬 Better Communication: No more juggling DMs,Whats app—Everfit keeps everything in one place with voice notes!
⏳ Streamlined Efficiency: Less admin for you, more coaching time—Everfit takes the busy work off your plate.
💪 Engage & Motivate: Progress tracking and fun challenges keep your clients motivated and engaged.
✨ Professional Vibes: A sleek app gives your business that next-level vibe, branded and all your photos loaded making you look pro-fess-inal!
📈 Scalability: Grow your business and manage more clients without losing that personal touch. It even opens doors to passive income with on-demand workouts!

With Everfit, you’re not just saving time—you’re delivering a standout experience that’ll set your coaching apart from the rest.

06/10/2024

This is kind of embarrassing, but I used to be all over the place with client onboarding. 😅 Follow-ups? Missed. Client info? Lost somewhere in my inbox. It was stressful and chaotic, and I was losing potential clients because of it. Then I discovered automation tools that completely changed the game. Now, onboarding is smooth, consistent, and error-free.

If you’re still handling everything manually, trust me—there’s a better way. Automate your onboarding, and you’ll not only save time but also make your clients feel cared for right from the start.

02/10/2024

New month, new goals, and let’s be real—probably a bunch of old goals we’re still working on. 😅 12 weeks to finish out the year, let's reset and refocus. Whether you’re pushing to sign new clients, squeezing in your own workouts, or just trying to keep up with life, let’s set some realistic goals that work with our messy schedules. What’s your top focus this month?

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Perth, WA

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http://www.outwardinvirtualassistance.com.au/

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Videos

New website is here!!! If you’ve been following along, you know I’ve been niching down into what I truly love and excel at: operations and creating standout client experiences for health & fitness coaches. Behind the scenes, I’ve been teaming up with @virtualhustle_ to build a website that’s 100% me, and we finally made it! I’m OBSESSED with how Darcy has levelled it up beyond my wildest expectations! 🙌 I’m a HUGE believer in having a website—it’s the first place I look when checking out a business, so I’m being transparent with pricing and bringing that same action-taking energy you know from me. Go check it out and let me know what you think - link in bio 💙 #HealthAndFitnessOBM #WebsiteLaunch #ClientExperience #everfit

Change your perspective!!!!!! We often get caught up in the idea that we need to have all our ducks laid in a row, but what i have learnt is the real key to managing work, life, and kids isn’t about doing it all—it's about seeing things differently. Here’s how I make it work: Let Go of Perfection You don’t need to be perfect in every role. Something is better than nothing and no that doesnt make you look like you arnt good at your job. It makes you 1 step further than the coach whos spending to much time on canva. Prioritise Trying to do everything at once is a recipe for stress. Trust me! I now brain dump into buckets and come back to it to priortise each day. This reduced the mental load and allows me to think clearly. Be flexible Life with kids is unpredictable! I love a good plan but sometimes life happens and that's ok. Delegate and Accept Help You don’t have to do it all yourself. Whether it’s help at home or in your business, delegation is your secret weapon. Delegate the things that you simply do not enjoy and it is going to allow you to focus on other important things or delegate the things that are not your expertise in your business like email marketing, systems, admin and organising. It frees you up to focus on what you love most. Create a epic morning routine I wake early enough to enjoy my coffee alone, listen to personal development, get in a 5 min meditation cause that's all it really takes and I take too my computer to reflect on the previous day and write up my focus for the new one ahead. This plus my workout for the day really gets in me a good mental space. Does any of these resonate with you? #FitnessGoals #HealthyLifestyle #FitFam #PersonalTrainer #WorkoutMotivation #BusinessAutomation #Efficiency #SystemsAudit #FitnessBusiness #FitnessAustralia #AussieFitFam #AustraliaFitnessCoach #KaraFitnessSystems #FitnessAutomationGuru

Did you know? 80% of small businesses don’t make it past the 5-year mark, mostly due to financial mismanagement. 😬 But don’t let that be you! I just had an amazing chat with Karen from Bizy Women Bookkeeping, where we dived deep into DIY bookkeeping for small biz owners. We covered everything from using Xero, what reports you should be running on a monthly basis, and managing cash flow, to Karen’s top tips for running a profitable business. Whether you're a fitness coach or small biz owner, you will get value from this! Karen is also offering a free ebook called “The 7 Deadly Cash Flow Sins” plus she offers tailored DIY Book keeping training. You can find out more by heading over to her instagram. #SmallBusinessTips #BookkeepingHacks #BizyWomenBookkeeping #FinancialSuccess #coach #personaltrainer #trainerize #everfit

Hey Coach, Are you doing this to convert sales? No one likes to be SOLD too!—lead with building trust and authority in your niche. When your audience sees you as the go-to expert, the sales will naturally follow. Here are some key strategies that every health and fitness coach should use to build like, know, and trust factor: ✅ Create social proof by showing client before and afters, testimonials, screen shots client wins. ✅ Share educational content that adds real value. Pain points, solutions, science backed data, hacks etc ✅ Host workshops on topics you know like the back of your hand to position you as the expert. ✅ Level up your skill set to offer even more value to your clients. ✅ Stay consistent with your content to keep your audience engaged and build trust over time. Remember, it’s not just about what you how you share it. Build that trust today, and watch your business grow! It's all about the long game baby! #FitnessCoach #BuildYourBrand #TrustAndAuthority #LevelUp #FitnessBusiness #CoachLife #SocialProof #ConsistencyIsKey #everfit #automations #businesstips #personaltrainer #va #obm #systems

Thank you everyone for entering this comp! Massive 76 entries!!!!! What a year in business so happy to give back to the amazing small business community 💙

Wow, I'll miss working with these beautiful people! New people, new connections, new memories! 💙💙

HOW MANY HATS ARE YOU WEARING IN YOUR BIZ? Is it time to delegate? I'd love to know more about the challenges your facing in your biz? Drop me a message and let's connect 💙 #SixHatsInBiz #DelegationMatters #VAforSuccess #EfficientBusinessOperations #StrategicThinking #TaskDelegation #ProductivityBoost #EffectiveTeamwork #StreamlinedProcesses #FocusOnWhatMatters