The Hidden Time Wasters Course Creators Face (and How VAs Can Eliminate Them!) | VA for Course Creators

Being a course creator looks super fun on the outside - record some lessons, post on social media, run a few Zooms. 

Easy, right?

But if you’ve ever worked behind the scenes (or even peeked behind the curtain), you know the truth: creating and running a course is a lot. 

And the biggest problem? 

Most course creators are losing hours every week to tasks that aren’t actually helping them grow.

That’s where you, the virtual assistant, come in.

If you’re a VA looking for ways to really support course creators, let’s chat about helping you spot the hidden time wasters in their business - and figure out how to step in and fix them.

1. Inbox overload: emails that never end

Most course creators don’t have a separate person handling their inbox. That means they’re spending a big chunk of each day replying to:

🛑 Login problems

🛑 “I didn’t get the welcome email!”

🛑 Student questions

🛑 Collaboration requests

🛑 Tech help

🛑 Calendar reschedules

It might not seem like a lot at first glance, but checking and answering emails several times a day adds up fast.

💡 How you can help:

A VA can step in and make a world of difference by managing the inbox a few days a week (or daily). Using filters and folders helps keep things organized, and template based responses make answering common questions a breeze. 

You can also act as a gatekeeper - drafting emails, redirecting off-topic messages, handling student support, and escalating emails the course creator really needs to see. The result? Less stress, more focus, and way more time for them to build their business and care for their students.

2. Social media time sinks

Social media can be a great place to build a course community or market a launch, but it can also be a giant black hole of time. Between replying to comments, answering DMs, and trying to think of what to post, it’s easy to spend an hour (or two) every day just being online.

And guess what? That’s not always the best use of a course creator’s time.

💡 How you can help:

As a VA, you can schedule posts in advance using tools like Smarterqueue, and even batch-create content straight from existing course materials. Jumping in to answer quick DMs or engaging with followers in the comments helps keep momentum going - without the creator having to stay glued to their phone. 

And when something really needs a personal touch, you can flag it for them. This kind of support builds trust and keeps their audience warm while giving them precious time back.

VAs who can handle even a portion of this work will be seen as a lifesaver.

3. Repeating the same tasks over and over

Here’s a big one: many course creators are doing the same thing manually every week or month.

Even if it “only takes five minutes,” doing it 10 times a week is close to an hour of their time they can’t get back.

💡 How you can help:

Instead, you can help automate these tasks and create smart systems that work on autopilot. Think: onboarding sequences that run without lifting a finger, email automations built right into platforms like Kajabi, and content templates that cut production time in half. 

The goal? To make their business feel like a well-oiled machine - and to make your role feel indispensable.

4. Lack of file and content organization

Ever had a client say something like:

“I know I made that graphic, I just can’t find it…”

Course creators usually have folders everywhere - on Google Drive, Canva, Dropbox, their computer, and more. Wasting time digging through files adds up and causes stress.

💡 How you can help:

    🗃️ Organize course assets in clearly labeled folders
    ✅ Rename files in a way that makes sense for future use

    💻 Create a “launch hub” folder with everything in one place

    🗓️ Build a simple content calendar so ideas aren’t scattered in sticky notes and inboxes

This might seem small, but it’s actually a huge mental time-saver too.

5. DIY-ing tech (that you could easily handle)

Course creators often spend too long trying to figure out tech they don’t love. 

Even basic things like setting up opt-in forms, updating links, and embedding videos could be soul-draining tasks for your client to slog through when they have to do it.

Other necessary - but draining tasks might include making sure the checkout page works or connecting their course platform with email - all these things can take them 10x longer than necessary!

💡 How you can help:

You don’t have to be a tech wizard - you just have to be willing to learn and test.

Once you’ve done a task once or twice, it becomes your thing. That means your client can stop spending 2 hours fixing a broken button and get back to building new things.

6. Too many tools, not enough systems

Many course creators are using 6+ tools just to run their business: Google Workspace, Zoom, Kajabi or Teachable, Calendly, Canva, ConvertKit, Slack…the list goes on.

The problem? All those tools need setup and updates - and no one’s making sure they talk to each other or that anything’s working smoothly.

💡 How you can help:

• Audit the tools they use and see what’s essential
  
• Help integrate them using Zapier or built-in connections
  
• Simplify their processes (ex: using one tool instead of three for scheduling)
  
• Keep a list of logins and process checklists so everything is consistent
  

When the backend runs better, the front end feels better - for everyone.

You don’t need to know everything to get started

If you’re thinking, “This sounds like a lot…I don’t know all these tools yet,” that’s totally okay.

You can learn these systems step-by-step - and get paid while doing it.

That’s exactly what my course, Learn How to Become a VA, is built to teach. It’s made for new virtual assistants who want to help course creators and online educators.

Inside, you’ll learn:

• What services course creators actually need
• How to do those tasks confidently
• How to find clients who are ready to hire
  

You don’t need to be an expert. You just need to be someone who’s reliable, helpful, and willing to jump in. This course will help you go from “I want to be a VA” to “I know exactly how to help.”

Ready to help course creators reclaim their time?

When you can step in and clear out hidden time wasters, your value as a VA goes way up.

You become more than just a helper - you become a true partner in their business.

So whether you're taking over their inbox, setting up systems, or just being that reliable person they can count on, you're doing more than checking boxes. You’re giving them back their time and energy.

💬 Let’s chat:

Have you noticed time-wasting tasks in your own work - or spotted them in a client’s business?

Drop a comment below! 👇 I’d love to hear what you’ve learned or how you’re thinking of helping.