06 - Feeling Overwhelmed? Meet the Business & Lifestyle Assistant Who Can Help - Abi Cronin

Feeling Overwhelmed? Meet the Business & Lifestyle Assistant Who Can Help! 🎧

Ever feel like there just aren’t enough hours in the day? My latest podcast guest, Abi Cronin, knows exactly how to fix that.

Abi runs Too Busy to Work, a business and lifestyle assistant service that helps overwhelmed professionals take back control of their time. Whether it's diary management, email organisation, event planning, or even booking appointments, Abi’s expertise keeps businesses running smoothly.

In this episode, we chat about:
 ✅ Why delegation isn’t a failure – it’s a strategy
 ✅ The tasks professionals most often offload
 ✅ How outsourcing gives you more time for the things that matter

Her biggest piece of advice? Don’t wait until you’re drowning in to-dos. Get support before burnout hits!

Listen now to hear how a little help can make a huge difference.

For more information on what we do, please visit https://www.livechatfactory.live/

The Live Chat Factory Podcast is edited with finesse by Mike Roberts of Making Digital Real 🎙️

Transcript

So hello everybody and a great big welcome to Abi Cronin today. She's our guest on this podcast. Abi has got a business called Too Busy to Work. 

I think we can all relate to that. So we're going to find out what a business and lifestyle assistant does today and this is really useful for anybody who's running their own business, who's in the customer service space and who has time management issues or feels they might like that little bit of extra help. Anyway, we'll go through it. 

Over to Abi. Hi Abi, lovely to be chatting to you today. Yes, hi, thanks Karen. 

Well, first of all, thank you for having me and thank you for inviting me. This is my first ever podcast, so I was slightly nervous but really looking forward to it, so thank you. Oh, you'll be amazing, Abi. 

I'll be gentle with you, of course. Oh, thanks. So, Abi, we met through the lovely Mandy Allen who one day I'm going to get on this podcast and it's funny, isn't it, how you meet people and you just see that they're good at what they do.

So what I'd like to ask you and so we can, everybody else can see exactly how good you are at what you do, is let's start at the beginning. So what was your journey to becoming a business and lifestyle assistant? You know, so I guess it's about what made you want to help others manage their time and their tasks, things they've got to do? Well, it's quite a funny story really because I've worked with the same company for 20 years. I was a personal assistant but did everything within that company, so I was all doing the stationery, doing a bit of the selling, doing a bit of the marketing. 

I got experience in all parts of it, absolutely loved it, could see myself there for years and years, but it just got quieter and quieter and I really need to be busy the whole time. That's how my brain works, that's how I really function. So I thought, well, I'm not going to be able to carry on doing this, I need to look for something else and I'm a pure organiser. 

So all my friends say to me, you know, if we're going away for the weekend, Abi's the one that does the itinerary, I'll sort the trains, find the restaurants. Everything in my life is a plan and is ultra organised and everybody used to say to me, you should do something with this Abi, you know, you really, really could help everybody with the skills that you've got and I also love helping people. So to become a business and lifestyle assistant, it kind of takes both of those aspects, my organising and helping and it's the perfect combination. 

Yeah, absolutely because people don't realise, do they, how busy they are and when they get somebody come in and help, I mean, I've just got, I mean, I've had a cleaner before but I've forgotten about having a cleaner and how wonderful it is and I've just revisited that and got a cleaner. Oh my god, it is the best thing ever. I already love her. 

So it's brilliant, these little things that you do, you know, just to help your time. Exactly and you think that you carry on, you carry on just doing things because to you, that's the norm and then until you actually do something about it, then you actually realise what the advantages are, you know, like you say about the cleaner. Just all small things like that, they make a huge difference. 

Yeah, I absolutely outsource everything so, you know, as much as I can because, you know, if you weigh up about how much you pay yourself versus how much you may pay to somebody else and also it's keeping the economy going, I think it's great. I think it's a really good thing. Well, yeah, exactly and you've just hit on a point there which I often try to explain to people. 

You can pay somebody to do something which will enable you to free up some time for you to actually then go out and make more money, you know, because you can build on your business and give you that time. Yeah, I thought me mopping my floors and don't get me wrong, the girl, you know, she's paid good but she charges well but it's just a case of, you know, that time, that freedom is amazing. Yeah, yeah, exactly and, you know, it's like with the window cleaner the other week, I thought I've just got myself a window cleaner and I thought that would have taken up a Saturday morning usually for me, you know, so yeah, so I've got my Saturday morning back thankfully.

We're saddles talking about cleaning but at the end of the day it really is good, isn't it? It's a great feeling to have this one for you and it's the same in business. So, what does your typical day look like, Abby? Have you got a typical day for a start? That's the thing. Well, I haven't actually because I'm obviously a business and lifestyle assistant and I have various clients and I obviously, I plan my day. 

I'm a big planner so I plan my day the evening before so I know exactly, well and the week before but my individual day plan is done the evening before so I will work out which clients need my help on that particular day and then from that I work out what I'm doing so I might and also as well because I still work on my own business, I'd like to put a bit of time aside for my own business development but a typical day would be, you know, I like to run so I always make sure I get my run in in the morning. I love a morning run and it really sets me up for the day. So, I'll come back, have my run, sit at my desk and that's me. 

So, I will work out, I could say, right, okay, for instance, 9 till 10 I'm working on this client, 10 till 11, another client and because they're all different clients, I end up doing completely different work, you know, so one minute I could be diary planning for somebody and the next hour I could be organising an event. Yeah, it's quite interesting, isn't it? Is there anything else you do? What else do clients get you to do? Well, it could be, like I say, I've, at the moment, I'm working on an event which I'm not going to, I can't say on here because it's a client, it's one of my clients but I'm getting, so I'm actually, although I call myself a business lifestyle assistant and it's virtual, for this particular client, I'm actually going out looking at venues with him, you know, because we need three different venues for three different events. So, that's what I'm doing with him. 

I've also got another client which I book his trains, his hotels, liaise between his clients and customers when I'm trying to book meetings and Zooms. Then also, I have a client which asks me to look after her daughter's schooling, so I've got to make sure she knows when she's going on a school trip and the form's been signed. So, it's literally a mixture of so many different things because everybody's got different needs which will help them, you know, we're all different and some things help others whereas, yeah, other things benefit other clients.

I love that, Abi, because to me what that says and what that feels like is that you're getting all this experience from different clients and you can bring that to other clients. So, if they have something that you sort of, you know, you think, oh I'm anticipating, they could do with that and I've done that for another client and I know it works, then it's great, isn't it? That experience is so valuable. Yeah, it is. 

It's exactly that and I feel like I am a sponge because I'm just taking in so much and like you say, each client, I am using the skills. Obviously, I've got my business and lifestyle and my organising and how I function skills but, you know, for instance, I'm starting to use a lot of different software packages for different people, you know. So, some of my clients have Outlook, some of them are Google, some of them like their emails and their to-do lists on Asana. 

So, you know, I've got experience now with all of these different packages which is also great. Yeah, yeah, I know it is and how do you sort of anticipate those needs, Abi? Do you, I suppose it's a getting to know, because it's a bit like what we do at Live Chat Factory, a little bit like getting to know the client and getting to know their operation. So, is there anything in particular you sort of feel, you know, you're not just responding to their needs but you're looking at how, what they need? Yes, yeah and I've had a few people say, well, a few but I can't say this, they love it because I don't just sit and wait to be told something. 

If I see something needs to be done, I just get on and do it, you know. So, there might be, for instance, if a restaurant has cancelled the booking, I don't go back and say, oh, what would you like me to do now? You know, I'll have a backup ready. Okay, the restaurant's cancelled but I've found this replacement, you know. 

So, it's, I just, I'm constantly being proactive because I always want to be able to, you know, to have an answer and I'm there to help. I'm not there to just sit and wait because no, and also nobody wants to just, you know, list a certain amount of jobs because and then start explaining what you need doing because they might as well be doing them themselves. Yeah, that's the thing, isn't it? And that's why you're a business and lifestyle, you've got that experience, you've got that confidence. 

You can go in and transform. You're not just sitting, as you say, waiting for a list of tasks to do. It's not a to-do list. 

It's a, you know, you're in there, you're part of the operation, you're helping them grow. And I know, I mean, I, you know, I know that you work with clients who are overwhelmed and they've got long lists of to-dos and they've got emails and it's just something I often think and I think we've all done this ourselves and any listeners will probably be able to, you know, say yes, that's me as well. Why do you think so many professionals feel they should be able to manage everything on their own? Because I think we do and I know this will resonate with some people.

Yeah, I think it all comes down to, well, you feel like if you're asking for help that you failed and it's not at all that, you know, you're asking for help and it's not actually asking for help, it's just support. And I think a lot of people feel if they can't do everything by themselves, they're not good enough, you know. So, it's kind of like they're putting themselves down and it won't look good to other people if they've had to ask for help. 

So, I think that's why and people would just carry on struggling on their own and unfortunately that's what creates the burnout, you know, and then by the point they've done all of this, they've carried on thinking, I want to put up this front of, I've got my own company and look how well I'm doing, but actually they're not because inside they're, you know, they're burning out, which as we all know is no good for anybody. Absolutely not, Abi. What advice would you give to those struggling to delegate? What advice, what's your best advice? My best advice is, don't wait until it's too late, you know, because there is a lot of people out there that just carry on and then they wait till they're at that breaking point and then they think, oh my god, right, I need help. 

But by that point, it's gone too far, you know, because you're really overwhelmed. So, my advice would be start thinking about help before you get to that point because it will also help the onboarding system with anybody that you help because you will then have that time, you will then have the patience and the proper outlook to be able to work with your assistant and to bring them on board because you'll be able to, you know, explain how you like things done, what, you know, how your business runs and you're just in so much of a better headspace and doing it sooner rather than later. Yeah, good point, good point, Abi. 

So, I'm really interested in this question. So, I want to try this. What are the tasks that people most offload to? So, what's, when you start chatting to somebody and you can see the cogs whirring and they're thinking, oh my god, I could get Abi to do this for me. 

What's the most popular one? What do they start with? I think, oh god, this is a hard one actually because I've got clients in all different sectors and they all utilise me for different things. It's quite a hard question that but I would say most people and what resonates with everybody is they all want help with diary management, you know, that it's one of those things where you've got so much going on but, you know, people are asking for meetings with you, you know, that you also need to get work done and to have an assistant that will do that and obviously to make your life easier. It works for everybody in all different sectors. 

So, I would say that's the one that most of my clients ask me to do. Yeah, I can see that. Yeah, diary management and I guess emails. 

Emails are the thing, aren't they, as well? Emails, just making sure. Yes, yeah and tidying. I'm tidying emails because I've come across people, I mean, I've got folders for everything. 

If my inbox is not clear on a night time, well, I never let that happen to be honest because I just love to tidy everything out and put it in a particular folder. So, I've come across a few clients that just didn't know where to start. They didn't know what emails they'd read. 

They didn't know what emails they'd replied to. So, email organization is a great one because it will just... It frees it all up for you. You can see where you've... Who you've got to reply to and, you know, some people to them, it's just not important or their head doesn't work like how mine does, but as soon as I've brought that into their everyday life and shown them, it's a game changer. 

Yeah, yeah. Having it all neat and tidy and everything there that they can see. No, it's wonderful. 

Do you know what? I'm just thinking about that as well because it's a big thing, isn't it, for someone? You're an outsourced. You're probably at the beginning. You're a non-entity. 

Even if you've been referred, they still don't know you. You know, there's always that little bit of trust thing going on, isn't there? And for somebody to outsource all their emails, everything, their business, in LiveChat Factory, it's their customers. So, it's their most precious things, you know, and it's a big thing, isn't it? How do you sort of, you know, go ahead with the relationship, with that relationship? You know, what do you... How do you start your relationship with somebody? Well, a lot of my clients are referrals, to be honest. 

So, somebody's used me or still uses me or I've met them a few occasions. So, I think by then, they know the kind of person I am and the kind of personality and my nature. But for somebody that say that doesn't, then, you know, there are so many, you know, with passwords, there's things that there are apps where clients can put their passwords in so that I wouldn't see them. 

So, when I log on... So, there are so many other security things out there. But at the moment, I've only had one client that I've had to do that with. Everybody else, I mean, even card details, bank details, everything like that. 

I store them, obviously, all correctly and in the right way. But I haven't really had... They haven't really felt the need of asking what processes I use. And I don't know, maybe I'm just lucky in that way that I haven't had those kind of issues. 

But I'm also really conscious that people would, you know, it's the norm for somebody to worry about what's going on. And even I think, you know, I would be, you know, I put myself in other people's positions all the time. So, yeah. 

So, I just make them, you know, as comfortable as I possibly can and talk everything through with them. Mm-hmm. I think that's good. 

And I think confidence, I find, you know, confidence in what you do. Because if you hesitate and you look shilly-shally and you're sort of like, oh, well, perhaps we could do this. But as you said before, you take the lead. 

You see things need to be done. You're a person of action. And I think that gives people confidence. 

And as you grow, obviously, they get to trust you and they're like, oh, yeah, just do it, just whatever. They know you're going to take care of their details, their customers, their service, their life as much as you would your own and treat that with the same kind of respect. Exactly. 

And that's what I've always done. And it's quite funny you say that because even the work that I do, I treat it as it is my own. And it's quite funny because I if I'm looking for something, I actually imagine it's me, you know, and that is that is just my nature. 

And that's how I've always functioned. And again, that's obviously where that trust comes in. So so clients know that when they give you that they don't tell how long did you spend on that, Abby, or what did you know that there's just no questions asked, because I honestly want the best for everybody and making somebody happy or finishing something, securing something or completing it to that to my best, the best possible standards that I can.

And knowing that, you know, it's freed up their time or given them, you know, a bit of, well, release some stress. It just it just makes me so happy and content. And I know I've done a good job. 

It's about results as well, isn't it? You're getting results. You know, and quite often, clients that, you know, while they sort of have an overview of what you're doing, they don't really want to know the nitty gritty of it all. They just want to know this is what I need doing. 

Can you do it? And it's, you know, once you prove, yeah, I can do it and you're doing it well, then I think that that's my experience as well, that I think it's just that's it. It's all based on results at the end of the day. Yeah. 

And have you got any stories, you know, any stories of where somebody is, you know, oh, my God, Abby, you've totally sort of changed that, turned that around for me or, you know, they've gone, my work life balance is so much better. Have you got any stories or a story? Well, I've often said, oh, wow, Abby, and, you know, this has really changed or you've really helped or, you know, whatever. But it's got about, well, I say end of last year, it might probably about October time. 

I had a client. I started with a new client, actually. And she was or she is a lawyer and took me on because she she was she started her own practice. 

She was really, really busy, needed some assistance. So she took me on to do a bit, a few of the the legal side and bits and pieces and just chasing her customers and and things like that. But at the same time, she was in the middle of a house move. 

So she was living in London. She had a flat in Barclays Square, but was moving to Pimlico. And trying to do this alongside her work was that was too much. 

So she said, it just kind of happened gradually. But she said, oh, could you just speak to the estate agent for me and, you know, do this. Anyway, from there, I ended up finding a removal company, stopped the utility bills, started the utility bills, found her a washing machine, found her a plumber to plumb it in. 

And in the middle of this, she started to say, oh, can you put my nail appointment for me as well? And and literally, literally, oh, we've become friends now. We were actually still a client. We're friends. 

After I'd moved to her house, she said, can you come round and we can have a cocktail in the garden? So it's it was amazing. So I think that's yeah, that's the one that sticks out the most, and it probably will for a long time. But that's it kind of like shows how once I've started to work with somebody, how it can just progress from there, you know.

Oh, that's amazing, Abi. How does that make you feel? Oh, brilliant. Absolutely brilliant. 

It really does, because I just felt like an extension to her. Well, I still do. And and I love I love all those tasks. 

But to her, she keeps on saying to me, oh, my God, you know, like, oh, I just can't. I wouldn't have the I didn't wouldn't know where to start with something like that. And I helped I organized a daughter's birthday party for her.

And there was like 30 kids going and she needed to speak or text all the parents, find out what the parent what the child wanted to eat. And she's a lawyer. She's in court half of a day. 

And she and she just said, Abi, could you do this? And it was life changing for her. So and and I enjoy doing that. And she's like, I can't believe I found somebody that changes my life and enjoys doing the things that I absolutely hate doing. 

So. So, yes, that was. Yeah, that then, yeah, like I say, it's so nice now that, you know, she's my friends as well as my client. 

Yeah, that's amazing, Abi. Just showcasing what you can do. It's amazing.

I've said amazing about three times, but it is. I do. I do believe it is.

So, Abi, you're outsourced like us and, you know, there's no getting away from it. Digital tools are everywhere. We're using quite a bit of AI. 

We're still keeping the personalized touch 100 percent, but we're harnessing all those tools because you've got to, haven't you? You've got to make sure that you're on top of it all. You're the most efficient, you're cost effective for your clients. What are your favorite tools? Have you got anything? I know you mentioned a sauna, square pets, square space. 

Is there any tools you use in, you know, any other tools that you find really useful yourself? Well, HubSpot, CRM. I, you know, I was years and years ago, I was an actual recruitment consultant and that was one of my first ever jobs. And ever since then, I've written lists because obviously that's a bit salesy and keeping on top of, you know, speaking to contractors and trying to get them in placements. 

But we didn't have, funnily enough, we didn't have computers. I'm showing my age a little bit here, but you know, so I had a notepad and I would write everyone down in this notepad. And then a week later who I needed to chase and who I put a star next to them if I think, all right, you know, they did well. 

So, so to me, when I started my business, a CRM was a no brainer. And I'm so pleased that I started it from day one because of the amount of people I spoke to who have said, well, you've actually got a CRM already. And I was like, well, yeah, to me, why wouldn't you? You know, so that's my favourite one. 

And they really do because it keeps everybody really neat. And I have integrated it with my Outlook address book, which is fantastic. So it syncs. 

So every time I add somebody into my Outlook, it syncs into my HubSpot. And then most recently, I did my first ever newsletter actually. So I started to do that to all my contacts. 

And I use Brevo for my emailing system, which again, another one, but I research everything because I like to find the best of everything, even if it's best value, how it operates, everything. And, and I love, I love comparing. So with Brevo, to me, it ticked all the boxes what I needed. 

And now that even syncs with my HubSpot. So, so yeah, so that's great. So I've got that set up, but I am all for new tools and, you know, things that help us.

And so, yes, I try different ones all the time. Brilliant. I love a bit of automation. 

Brilliant. It's amazing, isn't it? So helpful. So helpful.

Yes, it is. And when you do it yourself, when you do it yourself, it feels even better because I sat, I sat and did it and, you know, I didn't need something, you know, but as I grow, you know, I will probably start outsourcing things like, you know, for my computers and bits like that. But I just thought, no, when, when everything's new to you, I like to do it myself because then I know how it works. 

Then I'm fine to hand it over. But I think you've got to work out how something works and how you want it to work before you outsource. And I think that's the same with, you know, with mine, you know, with the business and the lifestyle. 

You need to, you need to have done it yourself first before you start outsourcing it. And then you know how you want things and, you know, the results that you want and need. Yeah, you can only, you have to understand it to a certain level. 

Although I must admit, finance is not an area. I mean, I do look at my bank account. I can understand all the things that go on there, but dealing with HMRC, I'm happy to throw that to somebody else.

Oh, right. Yeah. Well, I love a spreadsheet. 

I love Excel. So, so everything to me, I even put my own shopping list on an Excel spreadsheet actually. So I know exactly what, what I'm doing. 

And my friends think I'm absolutely nuts. I've got a spreadsheet for everything. My son, my son went away. 

He goes to Easter. I'm originally from Cumbria and my mum and dad take my son back up there for Easter. They do a lovely little, in the town, they've got like a Easter fair thing on. 

And ever since he's been little, we've been taking him. Well, I write a spreadsheet with what clothes I've sent him with and how many pairs of socks. My mum, my mum is not like me at all and just thinks, does it really matter how many pairs of pants and how many, how many socks he's got with him? But to me, I feel happy knowing I've, I've done my spreadsheet. 

So, so yes. Oh, yeah. Give me a spreadsheet for anything.

Yeah. I'm not, I'm not that organised at all, but I like to think I'm more, I'm not actually, I'm very organised in my work. I think my personal life, I'm not as organised, but I'm definitely at work. 

That's where it all comes into play. I think it all goes to part when it's in my personal life. But, but then that's, that's where, that's where you could get, you know, someone to do your personal bit. 

Because some people, if you're really organised at work, which is great, and you think, actually, I don't need any help. But then when you get home, when you should be relaxing, and you think, oh, I've got to book the car in to get MOTs, or I've got to book my flights, because I'm like, you know, it's, it's those as well that, you know, you don't want to be stuck doing the whole weekend. You know, you've got to have your time and, you know, do things that make, well, relax you and, and keep you as best as you can.

Yeah. Yeah. No, I get that. 

I really do. I really get that. So, Abi, we're coming to the end now.

So, if you, if someone could wear the magic wand and say, right, Abi, you're going to have a fabulous business and lifestyle assistant and do something for you, what would be the one thing that you would like to outsource yourself? I don't know, actually. I am a bit of a control freak myself, actually, and I do, I think that's with my organising. But I would say I would like somebody to, yeah, keep on top of my receipts. 

That's one thing. I, although I do all, you know, keep everything as my own, not just for my business. I like to keep all my accounts in check, personal, but I open my handbag. 

I've got receipts in there. I'll go shopping. I've got a receipt in my shopping bag, which obviously I take out. 

I've got my desk, which has got a pile of receipts on, and I do get to them all at one point and, you know, I haven't lost any, but to just, every time I get a receipt to give it to somebody, it would be amazing. Yeah, yeah. Well, you can always do the QuickBooks, snap it, snap the... I know, I know, yeah, and I have got QuickBooks, so maybe that's what I could do.

I could have an assistant on my QuickBooks that, I'll give them my login details to my QuickBooks and give them a pile of receipts. Click then, take a photo. Yeah, yeah. 

Do you know, for me, I'll tell you what I'd love. I'd love somebody to do all my ironing. Not so I do a lot of ironing, actually, because there's so many clothes now that you don't need to iron, which is marvellous, but yeah, ironing would be the one thing. 

I can't bear it. Well, I don't really iron. It's just when I need it because, like you say, I take it out of the washing machine and shake it and then, and then if you give it a good shake, it's honestly, it's, it's just as good as ironing, I say.

See, you're even giving me advice about that now, so you know, you know a bit about everything, Abbie, and know a lot about a lot, so there you go. So, if somebody wanted to improve their life, their work-life balance and productivity, what's one tip you'd suggest to them to do? Don't over, I was going to say overthink, but no, I meant like don't, yeah, everything doesn't have to be done on that day, you know. I think a lot of people, what they do is think everything's got to be done and this is why they end up taking work home, so they've got no, they haven't got the proper balance, but just give yourself three things, three things urgent that you need to be done that day, then anything else over and above those three things is a bonus and it also stops you, so, you know, you should think, right, well, I've done the three main things, so at five o'clock, you should switch off at five o'clock and I know that is easier said than done and, you know, I totally get it, but that, if it was one actionable tip, then I would just say, you know, you have just got to take the three main or most important jobs. 

I mean, I've always got a long, long, long list, but I break that list down, you know, and that's what helps me because I think, right, okay, although, yes, you need to get back to that person, well, that is always actually important to me because I always get back to people, but if, for instance, you know, if you've got your business insurance needs sorted out, you know, but it doesn't run out till the 20th of March, that doesn't need to be done today and don't overwhelm yourself, make sure that you do and make sure you have a nice weekend with it as well. Good advice, Abi. Let's hope some of us can follow it. 

So, if somebody wanted to get in touch with you and think, wow, that sounds amazing, I could do with an Abi in my life, how do they contact you? Well, I've got a website, it's www.toobusytowork.co.uk and that's T-O-O-B-U-S-Y, T-O-O-O-B-U-S-Y, and then the two is just T-O, and so www.toobusytowork.co.uk. I'm also on LinkedIn and I'm very active on LinkedIn, so I would love to connect with anyone and, yeah, you'll see a little bit more about me on there because I often do, you know, a little bit about myself, a little bit about how I can help. So, yes. Also, my email is on my website, phone number is on my website, so, yeah, please do get in touch. 

I'd love to hear from you. Oh, that's amazing, Abi. So, thank you so much for coming on today. 

I think it's really fascinating what you do, Business Lifestyle Assistant. It's so much more, but yeah, you know, what can you say? You know, you do it all. So, I hope that, you know, some people do get in touch after this, and I know I'll be remaining your friend because I know I will need your services as well. 

So, I loved it. I loved it. We clicked, didn't we? So, it's really, really nice. 

Yeah, no, it's lovely, Abi, and it still is, of course, but listen, you take care. Thank you, and that's bye from us. So, it's bye from Karen. 

Bye from Abi. Have a good weekend, everybody. Have a good week. 

You take care. Bye now. Bye.