Episode Summary

In this episode, I’m answering a question that continues to come up with business owners and our clients: What should AI handle, what should a virtual assistant handle, and what still needs you as the leader?

AI can be incredibly helpful for brainstorming, first drafts, summarizing information, organizing ideas, and identifying next steps. But I think of AI as an assistant, not an independent decision-maker. The work still needs human review, context, and judgment.

That’s where a capable VA comes in. A VA can review and refine AI-generated work, verify details, apply your company’s voice and standards, coordinate deadlines and communication, and make sure the work actually gets across the finish line.

I also share how our own team uses AI within our marketing process, along with why clear policies around human review, privacy, and appropriate AI use are so important.

When you’re deciding who should own a task, ask yourself:

1. Does it need ideas, a first draft, or organization? Use AI.
2. Does it need judgment, context, coordination, or follow-through? Give it to your VA.
3. Does it need strategy or final approval? Keep it with the leader.

The goal is to get the right work into the right hands so you and your team can move forward with less overwhelm.

Key Highlights:

• Use AI to brainstorm, draft, summarize, and organize.
• Use your VA for review, context, coordination, and follow-through.
• Keep strategy and final approval with the leader.
• Establish clear boundaries for how your team uses AI.

About Melissa:

Melissa Swink, Founder & CEO of Melissa Swink & Co., has a team of virtual assistants who provide administrative and marketing support for small businesses and non-profits.

Since 2012, Melissa and her team have helped more than 100 businesses grow through the services they offer, and she is dedicated to helping entrepreneurs create profitable, scalable businesses they love.

Her work is all about doing what works (and eliminating what doesn’t) and driving real, measurable results. Visit www.melissaswink.com to learn more!

Thanks for listening!

If you enjoyed this episode and think that others could benefit from listening, please share it using the social media buttons on this page. Do you have some feedback or questions about this episode? Leave a comment in the section below!

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Episode Summary

In this episode, Melissa Swink, founder and CEO of Melissa Swink & Co., shares why lasting progress isn’t about feeling motivated every day—it’s about creating the right structure and support to keep moving forward.

Melissa explores how workload, decision fatigue, and competing priorities can cause meaningful goals and projects to stall. Through practical strategies and a real client story, she explains how clear next steps, thoughtful systems, and the right support can help you build momentum that lasts—even on your busiest or most challenging days.

Key Highlights:

• Why motivation can be fleeting—and how structure creates sustainable momentum
• How workload, decision fatigue, and mental fatigue can quietly stall your progress
• Why momentum isn’t about pushing harder or simply doing more
• A real client example of how structured working sessions revived an overwhelming CRM project
• The importance of replacing open-ended tasks with clear, actionable next steps
• How elimination, automation, and delegation can create more capacity
• Why clarity and systems should come before delegating work to your team
• How to recognize when you’ve outgrown doing everything yourself
• Ways your support team can help carry momentum forward

About Melissa:

Melissa Swink, Founder & CEO of Melissa Swink & Co., has a team of virtual assistants who provide administrative and marketing support for small businesses and non-profits.

Since 2012, Melissa and her team have helped more than 100 businesses grow through the services they offer, and she is dedicated to helping entrepreneurs create profitable, scalable businesses they love.

Her work is all about doing what works (and eliminating what doesn’t) and driving real, measurable results. Visit www.melissaswink.com to learn more!

Thanks for listening!

If you enjoyed this episode and think that others could benefit from listening, please share it using the social media buttons on this page. Do you have some feedback or questions about this episode? Leave a comment in the section below!

Subscribe to the podcast

If you would like to get automatic updates of new podcast episodes, you can subscribe to the podcast on Apple Podcasts or Stitcher. You can also subscribe in your favorite podcast app.

Leave us an Apple Podcast review

Ratings and reviews from our listeners are really valuable and greatly appreciated. They help our podcast rank higher on Apple Podcasts, which exposes our show to more awesome listeners like you. If you have a minute, please leave an honest review.

Episode Summary

If hiring a virtual assistant has created more questions instead of more capacity, the problem may not be the person you hired. More often, it's the foundation they were given to work from.

In this episode, Melissa Swink shares why delegation often falls short of creating true ownership and how a more intentional onboarding process can change that. Drawing from her own experience as both a business owner and the founder of a virtual assistant agency, Melissa explains why many assistants end up working in reactive mode and what leaders can do to set their teams up for long-term success.

Rather than expecting immediate independence, Melissa introduces a phased onboarding approach that helps build the systems, processes, and shared understanding needed for a VA to confidently take ownership of their work. She also shares the story of two very different coaching experiences that completely changed how she thinks about documenting processes and building a team.

Key Highlights:

• Why hiring a VA doesn't automatically reduce your workload
• How reactive onboarding keeps leaders stuck as the bottleneck
• What true ownership looks like and why it isn't the same as giving up control
• Why documented systems and clear workflows are essential for effective delegation
• How a phased onboarding approach creates stronger long-term results
• The lesson that transformed Melissa's own approach to process documentation and team building
• Questions to help you evaluate whether your current delegation strategy is creating ownership or simply redistributing tasks

About Melissa:

Melissa Swink, Founder & CEO of Melissa Swink & Co., has a team of virtual assistants who provide administrative and marketing support for small businesses and non-profits.

Since 2012, Melissa and her team have helped more than 100 businesses grow through the services they offer, and she is dedicated to helping entrepreneurs create profitable, scalable businesses they love.

Her work is all about doing what works (and eliminating what doesn’t) and driving real, measurable results. Visit www.melissaswink.com to learn more!

Thanks for listening!

If you enjoyed this episode and think that others could benefit from listening, please share it using the social media buttons on this page. Do you have some feedback or questions about this episode? Leave a comment in the section below!

Subscribe to the podcast

If you would like to get automatic updates of new podcast episodes, you can subscribe to the podcast on Apple Podcasts or Stitcher. You can also subscribe in your favorite podcast app.

Leave us an Apple Podcast review

Ratings and reviews from our listeners are really valuable and greatly appreciated. They help our podcast rank higher on Apple Podcasts, which exposes our show to more awesome listeners like you. If you have a minute, please leave an honest review.

Episode Summary

Tune into Make Space for More as host Melissa Swink interviews brand photographer Julie Gile, who shares her journey from personal tragedy to professional success. Julie discusses the importance of storytelling in brand photography – especially the need for strategy and intentionality in capturing visuals that resonate with clients.

You’ll learn tips and tricks for working with clients, the difference between headshots and lifestyle branding, and the significance of investing in growth through coaching and team building. Julie also provides valuable insights into preparing for a brand photo shoot and how to use your visuals for effective marketing.

Key Highlights:

• Brand photography is not just about taking pretty pictures. Intentional brand photos help you tell your unique story and connect with your audience.
• It’s OK to let your personality shine! Lifestyle branding photos capture the real you, helping ideal clients feel like they already know and trust you.
• When your visuals match your business goals, magic happens. Smart visual storytelling can transform your marketing strategy.
• Great brand photos start with understanding what makes your clients tick: What are their dreams, values, and target audience?
• Growing a successful business is a journey. Get tips for investing in professional development and how Julie has surrounded herself with the right team.
• Want to feel amazing in front of the camera? Tune in for advice about preparing yourself and your mindset for your next photoshoot, so your brand photos will capture the authentic essence of your business.

About Our Guest:

Meet Julie of Julie M Gile Photography: a brand- and commercial-photographer who’s boosted over 500 businesses by turning visuals into emotional connection. Her studio kicks off with expert strategy and ends with images that feel authentic, alive, and unmistakably human. She builds not just pretty but profitable images that connect your story. Let’s dive in. Julie offers a free 30 min Brand Strategy Session to clarify your brand’s top goals, and give you smart, actionable ways to implement these. Contact Julie here for more information: https://www.juliemgilephotography.com/let-s-connect

About Melissa:

Melissa Swink, Founder & CEO of Melissa Swink & Co., has a team of virtual assistants who provide administrative and marketing support for small businesses and non-profits.

Since 2012, Melissa and her team have helped more than 100 businesses grow through the services they offer, and she is dedicated to helping entrepreneurs create profitable, scalable businesses they love.

Her work is all about doing what works (and eliminating what doesn’t) and driving real, measurable results. Visit www.melissaswink.com to learn more!

Thanks for listening!

If you enjoyed this episode and think that others could benefit from listening, please share it using the social media buttons on this page. Do you have some feedback or questions about this episode? Leave a comment in the section below!

Subscribe to the podcast

If you would like to get automatic updates of new podcast episodes, you can subscribe to the podcast on Apple Podcasts or Stitcher. You can also subscribe in your favorite podcast app.

Leave us an Apple Podcast review

Ratings and reviews from our listeners are really valuable and greatly appreciated. They help our podcast rank higher on Apple Podcasts, which exposes our show to more awesome listeners like you. If you have a minute, please leave an honest review.

Episode Summary

In this episode of the Make Space for More podcast, host Melissa Swink chatted with tax expert Carmine Guida Jr. to explore the intricacies of tax planning and strategy for business owners. You don’t want to miss this conversation about the importance of proactive tax planning, the evolution of Carmine's business, and the impact of recent tax law changes.

Carmine shared about the need for strong communication between accountants and clients, common misconceptions about tax deductions, and best practices for hiring employees. He also provided valuable insights on audit readiness and the importance of maintaining proper documentation. Stay to the end; you don’t want to miss helpful resources for business owners seeking to enhance their financial strategies.

Key Highlights:

• Discover why waiting until tax season to talk to your accountant might be costing you thousands in missed opportunities.
• Learn how proactive tax planning can transform your business from reactive to strategic when it comes to financial decisions.
• Understand the crucial difference between tax preparation and tax planning - and why it matters for your bottom line.
• Find out why showing more income (not less) might actually be the smart move for your business growth.
• Get the inside scoop on commonly overlooked deductions that could be game-changers for your business.
• Learn how to build a relationship with your accountant that goes beyond annual tax returns to create real financial strategy.

About Our Guest:

Carmine Guida Jr. is a Partner at Basso & Guida, bringing over 15 years of experience in individual and business tax planning. Known for providing top-level professional advice in a clear and approachable manner, he helps clients navigate complex financial decisions with confidence. Under his leadership, Basso & Guida has been recognized as a Dan’s Papers Hall of Fame winner for Best Accounting Firm on the North and South Fork of Long Island, NY, solidifying its reputation for excellence.

About Melissa:

Melissa Swink, Founder & CEO of Melissa Swink & Co., has a team of virtual assistants who provide administrative and marketing support for small businesses and non-profits.

Since 2012, Melissa and her team have helped more than 100 businesses grow through the services they offer, and she is dedicated to helping entrepreneurs create profitable, scalable businesses they love.

Her work is all about doing what works (and eliminating what doesn’t) and driving real, measurable results. Visit www.melissaswink.com to learn more!

Thanks for listening!

If you enjoyed this episode and think that others could benefit from listening, please share it using the social media buttons on this page. Do you have some feedback or questions about this episode? Leave a comment in the section below!

Subscribe to the podcast

If you would like to get automatic updates of new podcast episodes, you can subscribe to the podcast on Apple Podcasts or Stitcher. You can also subscribe in your favorite podcast app.

Leave us an Apple Podcast review

Ratings and reviews from our listeners are really valuable and greatly appreciated. They help our podcast rank higher on Apple Podcasts, which exposes our show to more awesome listeners like you. If you have a minute, please leave an honest review.

Episode Summary

In this episode of the Make Space for More podcast, host Melissa Swink speaks with Ashly Hartmann, Vice President of R-Value Insulators, about scaling a business in the building trades industry, and the importance of aligning that business with your personal values and lifestyle.

Tune in to hear a discussion about the challenges and rewards of entrepreneurship, the significance of team dynamics, and the necessity of delegating responsibilities. Ashly shares insights on hiring, the role that coaching has played in the business’s growth, and how having support at home can enhance productivity. The conversation also touches on the importance of networking and building relationships in business, as well as the joys of traveling and living life on one's own terms.

Key Highlights:

• Discover why aligning your business with your personal values is essential for sustainable success.
• Learn how strategic delegation and hiring support (both at work and home!) can transform your business from overwhelming to organized.
• Understand why investing in coaching might be the game-changer your business needs to reach the next level.
• Find out how successful entrepreneurs are redefining work-life balance in the construction industry.
• Get the inside scoop on building a team culture that supports both business growth and personal freedom.
• Learn why embracing failure as feedback might be your fastest path to success in the building trades.

About Our Guest:

Ashly Hartmann, VP of R-Value Insulators serves her family and the building trades industry from her home in Northern Wisconsin. RVI provides building science education to tradespeople and homeowners by delivering efficient solutions that maximize home performance, provide overall comfort, and bring peace of mind. With an entrepreneurial spirit, Ashly continually seeks opportunities to extend the educational reach of RVI to builders and tradespeople eager to understand the science of building. Family and exploration are the cornerstones of Ashly's heart, propelling her on adventures across the globe.

About Melissa:

Melissa Swink, Founder & CEO of Melissa Swink & Co., has a team of virtual assistants who provide administrative and marketing support for small businesses and non-profits.

Since 2012, Melissa and her team have helped more than 100 businesses grow through the services they offer, and she is dedicated to helping entrepreneurs create profitable, scalable businesses they love.

Her work is all about doing what works (and eliminating what doesn’t) and driving real, measurable results. Visit www.melissaswink.com to learn more!

Thanks for listening!

If you enjoyed this episode and think that others could benefit from listening, please share it using the social media buttons on this page. Do you have some feedback or questions about this episode? Leave a comment in the section below!

Subscribe to the podcast

If you would like to get automatic updates of new podcast episodes, you can subscribe to the podcast on Apple Podcasts or Stitcher. You can also subscribe in your favorite podcast app.

Leave us an Apple Podcast review

Ratings and reviews from our listeners are really valuable and greatly appreciated. They help our podcast rank higher on Apple Podcasts, which exposes our show to more awesome listeners like you. If you have a minute, please leave an honest review.

Episode Summary

In this special episode of “Make Space for More,” host Melissa Swink interviews Lisa Susen-Sullivan, a seasoned real estate broker and multi-passionate entrepreneur. Tune in to hear a frank discussion of Lisa's journey into real estate, the impact of COVID-19 on the housing market, and the emotional aspects of real estate transactions.

You’ll learn about Lisa’s experiences with outsourcing and delegation in her business, as well as her passion for travel and how she manages her side business. This episode is for you if you want to absorb wisdom about work-life balance, effective communication, and the value of seeking help to grow and scale a business.

Key Highlights:

• Discover why emotional intelligence might be your most valuable asset in building a successful real estate business.
• Learn how strategic outsourcing can transform your business from overwhelming to organized (while actually improving client service!)
• Find out why the most successful real estate professionals are choosing collaboration over competition in today's market.
• Understand how embracing technology and automation can give you the freedom to focus on what truly matters: Building relationships.
• Get the inside scoop on building multiple revenue streams while maintaining work-life balance.
• Learn why setting boundaries with technology might be the key to both better client service and personal peace.

About Our Guest:

Lisa Susen-Sullivan is the Owner and Broker of Integrity Real Estate Team — a local, independent agency in Wisconsin. She is also President of the Lakeshore Realtors Association (LRA) and the Broker of Choice for Stepping Stone Homes, southwest Wisconsin’s largest new home builder. Colleagues and clients alike have described her as enthusiastic, communicative, and responsive — with a ‘get the job done’ attitude and great sense of humor.

About Melissa:

Melissa Swink, Founder & CEO of Melissa Swink & Co., has a team of virtual assistants who provide administrative and marketing support for small businesses and non-profits.

Since 2012, Melissa and her team have helped more than 100 businesses grow through the services they offer, and she is dedicated to helping entrepreneurs create profitable, scalable businesses they love.

Her work is all about doing what works (and eliminating what doesn’t) and driving real, measurable results. Visit www.melissaswink.com to learn more!

Thanks for listening!

If you enjoyed this episode and think that others could benefit from listening, please share it using the social media buttons on this page. Do you have some feedback or questions about this episode? Leave a comment in the section below!

Subscribe to the podcast

If you would like to get automatic updates of new podcast episodes, you can subscribe to the podcast on Apple Podcasts or Stitcher. You can also subscribe in your favorite podcast app.

Leave us an Apple Podcast review

Ratings and reviews from our listeners are really valuable and greatly appreciated. They help our podcast rank higher on Apple Podcasts, which exposes our show to more awesome listeners like you. If you have a minute, please leave an honest review.

Episode Summary

In this week’s “Make Space for More,” host Melissa Swink interviews Max Mednik, a serial entrepreneur and COO of Epsilon3. They discussed Max's journey in entrepreneurship, the evolution of his startups, the importance of idea generation and execution, and the challenges faced in growing a business.

Max shares insights on networking, maintaining relationships, and staying productive as an entrepreneur. He also offers advice to aspiring founders on navigating their growth and decision-making processes. Tune in to learn practical tips from the trenches!

Key Highlights:

• Discover why successful entrepreneurship isn't just about great ideas; it's about systematic execution and validation through real customer willingness to pay.
• Learn how strategic organization and project management can transform your entrepreneurial journey from chaotic to controlled.
• Learn why wearing multiple hats isn't just a startup phase. It's a crucial skill for long-term entrepreneurial success.
• Find out how intentional networking and relationship-building lay the foundation for finding the right co-founders and opportunities.
• Get the inside scoop on how successful entrepreneurs stay productive while juggling multiple ventures and responsibilities.
• Learn why asking specific, targeted questions is your secret weapon for getting the expert guidance you need to grow.

About Our Guest:

Max Mednik is co-founder and COO of Epsilon3, which makes process and resource management software for many mission-critical industries. He is a serial entrepreneur and software engineer. He has co-founded four startups (three of which still exist today) spanning financial technology, legal technology, and aerospace and defense.

About Melissa:

Melissa Swink, Founder & CEO of Melissa Swink & Co., has a team of virtual assistants who provide administrative and marketing support for small businesses and non-profits.

Since 2012, Melissa and her team have helped more than 100 businesses grow through the services they offer, and she is dedicated to helping entrepreneurs create profitable, scalable businesses they love.

Her work is all about doing what works (and eliminating what doesn’t) and driving real, measurable results. Visit www.melissaswink.com to learn more!

Thanks for listening!

If you enjoyed this episode and think that others could benefit from listening, please share it using the social media buttons on this page. Do you have some feedback or questions about this episode? Leave a comment in the section below!

Subscribe to the podcast

If you would like to get automatic updates of new podcast episodes, you can subscribe to the podcast on Apple Podcasts or Stitcher. You can also subscribe in your favorite podcast app.

Leave us an Apple Podcast review

Ratings and reviews from our listeners are really valuable and greatly appreciated. They help our podcast rank higher on Apple Podcasts, which exposes our show to more awesome listeners like you. If you have a minute, please leave an honest review.