Top Mistakes Business Owners make

The Top Mistakes Business Owners Make Before Calling The Admin Superheroes 🦸‍♀️
And how we swoop in to save the day!
Let’s face it: we all know business owners who try to do it all. Maybe you’ve even been one. And if you’ve ever said, “I'll just hire a VA and everything will be fine!”—this one’s for you. 😅
There are a few classic mistakes we see time and time again before business owners finally decide to call in the big guns (that’s us, The Admin Superheroes 🔥). So, let’s get real for a minute. What are these mistakes? And why do we end up saving the day every time?
1. Hiring a VA Without a Plan 📝
Oh, the good ol' VA fix. Offshore VAs, onshore VAs—it doesn’t matter. A VA can be a great asset, but here's where things go off the rails. Many clients hire a VA with no real processes in place, thinking it’s a quick and cheap fix. Well, spoiler alert: cheap doesn’t mean efficient.
Offshore VAs are notorious for being very process-driven (and if they don’t have a clear one to follow? You can hear the sound of tumbleweeds…). They need precise instructions, and if those instructions aren’t crystal clear? Get ready for the “million questions” bombardment or, worse, radio silence. 😳
Then there’s the onshore VAs. Sure, they may be a bit more flexible, but they’re often juggling multiple roles, making them the “Jack of all trades, master of none.” They usually look to you for direction, which, let’s be honest, is the opposite of why you hired them in the first place!
This is where an OBM (Online Business Manager) or a Fractional Operations Manager steps in. 🦸‍♂️ We take the lead, develop bulletproof processes (think idiot-proof, with videos and screenshots included), and make sure everything is not just running, but running efficiently. 💪
2. No Money Management Plan 💸
Here’s a question we ask every new client: Are you profitable?
And too often, the answer we get is, “Well, there’s money in the bank at the end of the month, so I must be doing all right.” Oof. Cue the cringe. 🙈
The next big mistake? Not having a solid system in place to manage finances. This is especially crucial if you have a VA or team and haven’t set aside tax money, wages, or even created a rainy day fund for business reinvestment. Most business owners assume that whatever cash is left is theirs to spend (hello, shopping spree!). Then tax time rolls around, and suddenly, it’s uh-oh—where’s that money for the ATO? 😱
This is where we bring in our financial superhero skills. 💰 We help you set up multiple bank accounts—one for taxes, one for wages, one for profit (yes, profit!). We turn financial chaos into an organized, easy-to-manage system. That way, when it’s time to pay those bills, you’re not scrambling for funds.
3. Skipping the Efficiency Test ⚡️
Ever feel like you’re just doing stuff in your business, but nothing’s really moving the needle? We see this all the time. Without clear processes, inefficiency creeps in—and we’re talking about those tiny details, like where exactly that magical “submit” button is on your invoicing software. Trust us, not everyone knows these little details (and they’re important!).
We break things down so they’re simple and foolproof—because everyone learns differently. Whether it’s a step-by-step video, a how-to guide with screenshots, or training tailored to different learning styles, we make sure your team can follow the process, every time.
So, What’s the Fix? 🛠️
When business owners engage The Admin Superheroes, we don’t just fix what’s broken. We build you systems that support long-term success, reduce stress, and keep things running smoothly.
We dive into your business, roll up our sleeves, and give you the operations support that ensures your business scales like the powerhouse it’s meant to be. Whether it’s financial planning, process development, or team management, we turn the chaos into clear, actionable systems.
So, if you’re reading this and thinking, “Oh boy, that’s me…” don’t worry! We’ve got your back. 😉 Let’s chat and get things running like a well-oiled machine (without you having to lift a finger). Ready to make real progress? We’re just a call away!
Up, up, and away to smoother operations! 🦸‍♀️

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