Making Microsoft Work for You: Smart, Simple Systems for VAs and OBMs

This blog was inspired by a conversation with Marianne Tansley on the Seed to Success podcast. You can listen to the full episode here.

If you’ve ever found yourself staring at a tangle of tools, wondering how to make things run smoother for your clients and your own business, you’re not alone. The truth is, most of us don’t need more apps. We need better ways to use what we’ve already got.

Microsoft 365 is already part of many of your clients’ day to day operations. But instead of just making do with it, you can learn how to make it work for you.

It’s about building confidence with Microsoft tools, simplifying your systems, and showing up like the professional you are, even if you’re still figuring it out as you go.

You Don’t Have to Pick a Side, You Just Need to Be Flexible

Whether you’re a die hard Google fan or a long time Microsoft user, chances are you’ll work with clients across both platforms. That doesn’t mean you have to be an expert in everything. But it does mean being open to learning just enough to feel confident working within your client’s systems.

Start with what you already know and build from there. Often, you only need to be one step ahead of your client. That’s more than enough.

Automations Can Free Up Time Without the Complexity

One of the most valuable things you can offer a client is the ability to save them time. Reducing manual, repetitive tasks through simple automations can have a huge impact.

Whether it’s onboarding, reporting, or sharing files, tools like Microsoft Forms, Lists, Planner and Teams allow you to create efficient, professional workflows without needing to learn complex tech or coding.

These systems reduce email ping-pong, create consistent client experiences and save hours of admin each month. More than that, they showcase your problem solving skills and the value you bring.

You Don’t Need Fancy Tools to Be Efficient

Microsoft Teams is one of the most overlooked tools in the stack. It’s not just for video calls. You can use it to create client portals, collaborate on documents, manage tasks, and centralise communication.

The best part? It’s often already included in your client’s Microsoft 365 subscription. Before adding another app to your workflow, take a look at what’s already available. You might already have exactly what you need.

Templates Are Your Secret Weapon

You don’t need to reinvent the wheel every time you onboard a client or send a proposal. A strong template saves time, looks professional and helps build trust.

Think beyond a document you’ve reused a few times. Proper templates are designed to open clean, stay consistent, and make you look polished. Whether it’s a welcome pack, a report or a handover checklist, having a go-to format helps you feel more prepared and shows your clients they’re in good hands.

In-Person Learning Can Fast-Track Your Confidence

There’s something powerful about learning in the same room as others who get it. No one’s judging you for asking questions. No one expects you to already know it all. In-person training allows you to build confidence in your tools and learn things you didn’t even realise you needed.

Whether it’s a local workshop or a coworking session with peers, surrounding yourself with people who are also growing makes the journey less lonely and a lot more enjoyable.

You’re Allowed to Learn As You Go

You don’t need to know everything. You just need to be willing to learn.

Take it one step at a time. Pick one tool to get familiar with. Explore resources, join a workshop, ask questions. Your clients aren’t expecting perfection. They want someone who’s capable, adaptable and ready to help.

That’s already you. And the more you practise, the more confident you’ll feel.

Looking for a community of like-minded women who truly get it?

The Inner Circle might be just what you’re looking for.

It’s a supportive space for virtual assistants, OBMs, and online service providers who are growing, evolving, and doing business in a way that works for them. Whether you're starting fresh or shifting direction, you'll find practical support, genuine connection, and people who understand the journey.

Come join us. You don’t have to figure it all out on your own.

Learn more about the Inner Circle → here