Just Because You Can Work Through It, Doesn’t Mean You Should

One of the great things about working from home as a Virtual Assistant is the flexibility. You’re in charge of your schedule, your environment, and your flow.

But the flip side? That same flexibility can easily turn into guilt-fuelled over-availability.

You wake up with a stinking cold but still shuffle to your laptop. You’ve got a personal appointment but try to squeeze in some work before and after. And don’t even get us started on replying to client messages on your day off.

The truth is, most VAs are incredibly conscientious, often to a fault. We want to be reliable, helpful, and proactive. But constantly pushing through or quietly working around your own needs isn’t sustainable.

You don’t need to disappear off the face of the earth to set boundaries. A few simple steps to manage expectations can change everything.

When Clients Know What to Expect, You Feel Better Too

When your clients are kept in the loop, you remove the pressure to always be on.

✨ You’ll feel calmer because you're not worrying about appearing flaky.
✨ You’ll feel more confident because you’re acting in integrity.
✨ You’ll be able to rest, recharge, or be present – without stressing about work.

Having a sense of control in uncertain or high-pressure situations helps reduce stress and anxiety, and increases confidence.

When you set clear boundaries and stick to them, your nervous system settles. You feel more relaxed, more focused, and able to show up from a place of clarity instead of burnout.

Manage Client Expectations Like a Pro

Here are a few simple steps you can take next time life, or your health, throws you a curveball:

Say it, don’t hide it

If you’re unwell or something’s going on, don’t try to power through silently. Be honest and give your clients a heads-up.

Example:

Hey [Client Name], just a quick note to say I’m feeling a bit under the weather today, so responses may be slower than usual. I’ll keep you updated if I need to rest fully tomorrow – thanks so much for your understanding.

Own your offline time

If you have a personal commitment, appointment, or just need a break, block it in your diary and tell your clients ahead of time, especially if it's during your usual working hours.

Example:

Just a heads-up I’ve got an appointment on Wednesday morning, so I’ll be offline between 9:30 and 12. I’ll check messages when I’m back, but let me know if there’s anything you need before then.

If you need a full rest day, take it!

When you’re properly poorly, rest is the most productive thing you can do. Don’t wait for your clients to tell you it’s OK. You’re the business owner.

Example:

Hi [Client Name], I wanted to let you know I’ve come down with [insert illness if you feel comfortable – or just say "a bug"] and I’ll be taking today to fully rest. I’ll keep you posted on how I’m doing tomorrow. Appreciate your understanding.

Plan for pauses

Got a family event coming up? A school holiday? Half-term chaos? Plan ahead. Pre-warn clients. Batch ahead if you can. And give yourself breathing space.

Example:

Just flagging that I’ll be off on [date] for some family time, so I’ll be making sure everything’s wrapped up ahead of then. Let me know if there’s anything you’d like prioritised before I log off.

Setting Boundaries Can Feel Hard

It can feel scary at first, like you’re letting people down or risking the relationship. But what you’re actually doing is building trust and showing professionalism.

If you're finding it difficult to hit send on those messages, try these reminders:

💬 “I’m not being difficult. I’m being clear.”
💬 “The right clients respect my boundaries – and I respect theirs too.”
💬 “This makes me a better service provider, not a weaker one.”

Taking time out, whether it’s for your health, your family, or your mental space, isn’t unprofessional. It’s part of running a sustainable business.

Managing expectations doesn’t have to mean complicated systems or rigid policies. A simple message, a quick heads-up, and a bit of self-trust goes a long way.

So next time you need a pause, take it. Let your clients know what to expect. And give yourself full permission to switch off.