I'm Beau Eckstein, a Business Ownership Coach and the host of the Investor Financing Podcast. Over the last two decades I've built teams, scaled companies, and learned one thing repeatedly: the right mix of virtual assistants (VAs) and artificial intelligence is the fastest route to sustainable growth. In this post I’ll walk you through how I started, the tools I rely on, practical systems for training VAs to use AI, and a real example of how combining both drove massive output for my business. If you're following my work as a Business Ownership Coach | Investor Financing Podcast creator, this playbook will help you replicate what worked for me
Photo by Jason Goodman on Unsplash
How I got started with VAs and AI — the early days
I first started bringing on remote help about 15–16 years ago. Back then I used the popular freelance marketplaces — think Elance and the early versions of the gig platforms. I would post one-off jobs (logo design, basic editing) and gradually realized there was a huge advantage to developing consistent relationships instead of one-off gigs.
Around 12–13 years ago I pivoted toward hiring VAs directly through agencies and dedicated platforms like onlinejobs.ph. Today I still work with agencies that have a proven track record, and I keep a small core team of full-time VAs: two full-time editors and an executive admin. For specialty projects I still tap gig workers in the Philippines, Pakistan, and India. If you're following my advice as a Business Ownership Coach | Investor Financing Podcast contributor, you should think the same way — build a core team and supplement with specialists as needed.
Tools I use every day to collaborate and automate
People often tell you to use elaborate enterprise platforms. I keep it simple: Slack, Google Drive, and Dropbox are the backbone of our collaboration. Slack for conversations and quick huddles, Drive and Dropbox for shared files and version control. For calls and deeper syncs we use Zoom. The productivity stack doesn’t need to be complicated to be effective.
Those tools also facilitate real-time collaboration across time zones — today, working with a team in the Philippines feels like having neighbors in the next office. If you’re looking for straightforward systems recommended by a Business Ownership Coach | Investor Financing Podcast host, start with these three.
Training VAs to use AI: prompts, playbooks, and leverage
The biggest multiplier I've found is not replacing VAs with AI — it's training VAs to use AI. When you train your team to work with AI, every VA becomes more productive, faster. We create prompt templates and playbooks that our VAs use repeatedly. For example:
- Prompt: “Extract the five key takeaways from this podcast interview.”
- Prompt: “Create a static post, three short-form clips, and five quote graphics from this transcript.”
- Prompt: “Summarize this webinar into a 250-word email and a 60-second social video script.”
Every podcast or webinar goes through the same set of 8–10 prompts. That consistency enables a predictable output stream: static posts, reels, quotes, and longer form materials are all created from the same raw content. As the Business Ownership Coach | Investor Financing Podcast creator, I teach clients to build these prompt libraries early — they yield immediate returns.
Real-world example: producing 1,700 videos with VAs and AI
Concrete example: over several years we produced 1,700 videos on YouTube. That volume is possible because of the hybrid approach. We use video AI tools to create quick reels and draft videos in minutes rather than hours. Then VAs take those AI drafts and elevate them — swapping graphics, inserting brand logos, polishing transitions, and making variations.
Sometimes I’ll generate a video using an AI voice and an AI-cut edit. I then hand the draft to a VA and request brand-specific changes: replace stock footage with our imagery, tighten a section, or create multiple aspect ratios for distribution. This approach increases output and ensures quality control, and that’s exactly how I advise business owners when I speak as a Business Ownership Coach | Investor Financing Podcast host.
Deciding when to delegate to a VA vs. automate with AI
Not every task belongs to AI and not every task should remain manual. Here’s a simple decision framework I use:
- Repeatable + Rule-Based + High Volume = Automate with AI (then have a VA QA results).
- Requires Judgment, Relationship, or Context = Delegate to a VA who can use AI as a tool.
- Special Projects or One-Offs = Hire a specialist freelancer through a marketplace or agency.
In practice, train your VAs on the AI tools. Give them the prompts and let them run. The VA becomes the interface between your business and AI, amplifying both speed and quality. That's the model I recommend on the Investor Financing Podcast and in one-on-one coaching as a Business Ownership Coach | Investor Financing Podcast leader.
How outsourcing and geography play into scaling
Small businesses often hesitate to outsource because they think it's only for large companies. The truth is many large corporations outsource call centers and functions all the time. For small businesses, leveraging overseas talent can stretch every dollar further and accelerate growth.
With modern tools like Slack (including Slack Huddles), Zoom, and WhatsApp, geographic distance is no longer a barrier. I treat my Philippines-based VAs as essential members of the team. If you want to scale without huge overhead, this is a core strategy I teach as a Business Ownership Coach | Investor Financing Podcast mentor.
Practical steps to get started this week
If you want to begin this week, follow these practical steps:
- Create two core VA roles: a content editor and an executive admin.
- Post job ads on reputable platforms or connect with an agency that has proven experience.
- Build a short prompt library (8–10 prompts) for every recurring content flow you have (podcast, webinar, newsletter).
- Set up Slack, Google Drive, and Dropbox and invite your VAs in.
- Run a 30-day pilot with clear KPIs: output quantity, quality standards, and turnaround time.
As you iterate, you'll refine prompts and workflows. If you're reading this as a follower of the Business Ownership Coach | Investor Financing Podcast, you'll recognize these are the same tactics I use and teach in my programs.
Final thoughts: why this approach works
“Train your VAs to use AI — it's the best leverage.” — Beau Eckstein
The combination of VAs plus AI is simple but powerful. AI speeds up repetitive work and generates draft output in minutes. VAs add judgment, brand alignment, and human quality control. Together they allow small businesses to operate like much larger companies without the overhead.
If you're ready to take this further, I put together a free resource that compiles the exact prompts, role templates, and systems my team uses. As a Business Ownership Coach | Investor Financing Podcast host, I want to make scaling accessible for entrepreneurs who are serious about growth.
Resources and next steps
Resources I recommend:
- Download the Biz Scaling Playbook for prompts, role templates, and systems.
- Book a short strategy call to map your VA + AI rollout.
- Join a community or mastermind where other founders are testing these systems.
If you found this helpful, please consider subscribing to my channel and joining the community where we dig into operations, financing, and scaling. As your Business Ownership Coach | Investor Financing Podcast resource, I’m committed to helping you build teams and systems that let your business grow without burning you out.