Welcome to another episode of the podcast that teaches you how to be a ridiculously good virtual assistant.
Today I want to talk about the importance of client retention in our VA businesses.
Today’s Quote: “It’s not about man versus machine… it’s about man with machine.” – Garry Kasparov
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Connect with Tracey D’Aviero, VA Coach and Trainer
Episode Notes:
Today, we’re talking about something kind of exciting, and incredibly practical: content creation using AI. Chat GPT to be precise.
Now before you roll your eyes and think, I’m not a tech person, I don’t want robots writing my stuff, or I don’t have time to learn another tool… I want you to know this episode is for you.
This is about working smarter, not harder. It’s about getting support with your content creation so you’re not staring at a blank screen every week. It’s about using tools like ChatGPT to help you show up consistently, confidently, with content that connects and converts.
So if you’re a VA who struggles with marketing, or content planning, or you’ve just been winging it when it comes to what you post… this episode is going to change how you look at AI. And how you use it to build your business.
Let’s Get Honest About Content Creation
Creating content regularly … social media, newsletters, blogs, podcast episodes, even proposals or email sequences … it’s a lot. And if you’re like most VAs I work with, you probably feel like you don’t have enough time, you don’t know what to say, you’re repeating yourself, or you’re worried about saying the wrong thing and sounding unprofessional.
Sound familiar?
Creating good content takes effort. But creating ridiculously good content? That takes a plan, confidence in your voice, and often, a little help.
I know exactly how you feel. I never knew what I was doing with my marketing content when I was a VA. I didn’t know what to write about, I thought everything sounded salesy or dumb, and I wasn’t getting any traction from it anyway.
It really was a waste of my time until I started working with a marketing coach who help me find my voice and my message. That cost me money!
I’m SO jealous that you guys have the ability to get help easily for your VA business marketing. Enter Chat GPT.
I love using Chat GPT for marketing content. It’s so helpful. Not to replace me, not to write my stuff for me, but to support me. And it can support you too.
What ChatGPT Really Is – and What It Isn’t
Let’s clear something up right away. AI tools like ChatGPT are not here to take over your job. They’re not here to “automate” your voice. They’re not going to magically make you a content queen overnight.
But what they can do is help you brainstorm faster, organize your ideas more clearly, structure your content, draft outlines, hooks, intros, call to actions, and even help you sound more confident and polished
They are an assistant. A really smart, tireless assistant who doesn’t get writer’s block, doesn’t need coffee, and won’t ghost you when you need them most.
And if you’re worried about “sounding like a robot”, you won’t. Because the secret is this: AI is only as good as the prompts you give it.
When you feed it the right context, examples, and instructions, it will give you ideas that sound just like you, only faster and more consistent.
How I Use ChatGPT in My Business
Let me walk you through how I use ChatGPT in my own business.
I love using ChatGPT for brainstorming. For list making. For checklists. For drafting outlines for my trainings and podcast episodes.
- Podcast Episode Planning
I start by asking ChatGPT to help brainstorm 10 episode titles or topics based on a theme I’m working with, or based on my analytics of popular episodes – things like confidence, client communication, or visibility. I might ask it to pick a mood or direction, like sounding inspiring or informative or statistical. Then I pick my favourites and ask it to help me structure the talking points.
2. Newsletter Drafts
Once I have a podcast topic, I ask ChatGPT to create a newsletter summary, or even write an email from my point of view and using my voice – the way I write or speak. I tweak it, add personal touches and examples, and I’m done in a fraction of the time that it used to take me.
3. Social Media Posts
I’ll drop my blog post into Chat GPT and ask it to create 3 short posts that pull out highlights from my episode – and to include calls to action, confidence-building language, and even questions to encourage engagement.
4. Course Materials or Offers
If I’m launching a workshop or promoting a program, I use ChatGPT to help draft the sales page outline, the FAQ section, and emails to promote it. I can also ask it to help me outline courses, create workbooks or worksheets – there are endless ways to use Chat GPT for courses. And I don’t even use it fully the way others do.
It’s not that I couldn’t do all this on my own. I’ve been writing content for years. But I don’t want to spend 6 hours a week writing posts and emails. I’d rather spend that time coaching, recording, or even hanging out with my dog in the back yard. ChatGPT helps me do that.
And honestly, Chat GPT helps me do more of what I want to do. It doesn’t matter if I’m busy, I can get the things done that I need to for my business.
What Makes AI-Generated Content “Good”?
This is where a lot of people get it wrong. AI is not a shortcut to great content unless you know what makes content great in the first place.
Here’s what your content still needs, whether it’s written by you, with AI, or with a ghostwriter:
- A clear message
- A strong point of view
- A tone that sounds like you
- A call to action that invites connection or conversion
ChatGPT can help with all of that, but only if you give it the right foundation.
You can’t just say: “Write a post about confidence.” That’s too vague.
But if you say:
“Write a warm and encouraging Instagram caption in my voice. I’m a Virtual Assistant who helps business coaches with their group programs. I want to talk about how a smooth client experience is essential to someone being a good coaching client. Make it 100 words. Include a call to action that encourages someone to book a discovery call with me.”
With that much detail you are going to get much closer to your own voice and expertise than you will with just a simple short prompt.
I had to teach ChatGPT how to write like me, and it took a while. At first it wasn’t good at all. I had to show it how I wrote and tweak and tweak. But it learns.
You can always tweak it afterwards and maybe even add a story. But the bones are done. In five minutes. And you can move forward.
That’s the power of good prompting and it’s the best way to make the most of your Chat GPT work.
Good prompts are the key to getting the right results, or the best results from your AI.
One of the best things I did was take some training in how to use AI better.
I entered my ideal client description, my programs, my expertise, and more into it so that it could get to know me.
I entered writing samples and I have a lot of conversation with it so that it gets to know how I speak.
I ask it to ‘be’ someone important, like a marketing specialist or a copywriter – and it uplevels what it spits back out, not because it gets smarter, but because it uses the data to send out better stuff.
It’s just. So. Cool.
Common Content Tasks You Can Use AI For
If you’re wondering what kind of content AI can help you with, here’s a list you might want to write down:
- Blog post ideas and outlines
- Podcast episode planning and scripts
- Social media post hooks and captions
- Email newsletters and sequences
- Video scripts and YouTube descriptions
- Course outlines and lesson drafts
- Sales page copy or offer breakdowns
- Lead magnet creation (titles, summaries, structure)
- Proposals, bios, and service descriptions
- Even client-facing communication templates
I hosted a Content Workshop for VAs recently and I was so excited to introduce our participants to working with Chat GPT. I also attended a business workshop myself and hosted a group session on using Chat GPT that was very popular. Everyone is so curious!
I think a lot of people are afraid of AI – of being found OUT! But it’s not about that.
I always recommend using it as a starting point and then changing it to suit your needs and especially your voice.
It’s also key not to try to do everything at once. Start with one task — maybe your weekly newsletter, or your Instagram content — and get comfortable.
Then expand from there.
Why This Isn’t “Cheating”
Some people still feel a little weird about using AI to help them write content. And I get that. But here’s how I think about it:
Using AI to support your writing is no different than using a calculator to check your math, or a project management tool to track your tasks.
You’re still doing the thinking. You’re still setting the direction. You’re just getting support to move faster, stay consistent, and feel more confident.
I remember when I first started using Chat GPT.
I didn’t like what it spit out for me at all. It looked like what everyone else was putting out there. The emojis, the em dashes, the bullet points, the language.
It was salesy, smarmy, icky.
It was only when I learned that you have to teach it who you are – then it can start to produce results that are more in line with you.
It’s not cheating. It’s cheering. And in your corner, you’ve got a ridiculously helpful tool just waiting to help you show up more often and more effectively.
Do You Need Help?
Now, if you’re listening to this and thinking, “Okay Tracey, I want to try this but I’m still not sure how to get started…”, I’ve got just the thing for you.
I’m running a live workshop called Create Content with ChatGPT, where I’ll walk you through exactly how I use it to brainstorm, structure, and draft content every week.
You’ll get:
- My favorite ChatGPT prompts for content creation
- A plug-and-play content workflow you can use in your VA business
- Live demo of how to tweak and personalize Chat GPT output
- And of course, time to ask questions and get real support
Whether you’re creating content for your own business or for your clients, this workshop will help you feel more confident, more consistent, and more creative, without adding hours to your schedule.
The workshop is happening in November, if you’re interested in registering send me a DM. Or you can find details at YourVAMentor.com/links.
That’s it for today’s episode! I hope this has helped you see AI as a tool for your creativity, not a threat to it.
You don’t have to do content creation alone. You don’t have to burn out trying to be original every week. You just need the right support and the right strategy to show up confidently.
If this episode sparked some ideas for you, tell me! I’d love to hear how you’re thinking of using ChatGPT in your business. You can DM me on social media, or drop a comment on today’s post.
And you should sign up for the workshop. It’s going to be ridiculously good!
I’m Tracey D’Aviero The Confidence Coach for VAs. I’ll see you next time!