fyxer, virtual assistants, charliehr
Posted by:
Ben Branson-Gateley
November 4, 2019

10 things I've learnt over the last four years of using Fyxer

I first came across FYXER back in 2016. CharlieHR was growing and I was looking for some external support who could help with admin tasks, but wouldn’t disrupt our carefully-honed company culture. As soon as I started reading about the FYXER model, it struck a chord. Both CharlieHR and FYXER were tech-powered businesses designed to help other businesses grow.

Both help business founders cut costs and save time. Both make running a company easier. I decided to give it a go and almost four years later I’m still a client.

In that time, I’ve also learnt how to get the best out of the service. Here are my top tips:

1. Develop a system

For a team to function smoothly, you need to design a solid system, agree set ways of working and establish distinct responsibilities; working with your Fyxer is no different. Although it may seem like an effort at the start, if you take the time to set up a system, you're 100% more likely to notice the impact on your day-to-day.

2. Make rules

I've found the key to a good system is making a set of rules. Whether it’s deciding that all external calls should be made in the morning or determining which emails are ‘urgent’, setting up a list of rules and procedures with your Fyxer is going to make everyone's lives easier.

3. Go slow, so you can go fast

Take time at the beginning of your working relationship to explain context, establish what’s important to you and work out the do's & don'ts. Initially, this will feel like it’s taking more time than it’s saving you, but don’t fret: you have to go slow at the start, to go fast in the long-term. Think of it like planning an essay, so when it comes to writing it, you do it quicker, more efficiently and to a higher standard.

4. Learn to delegate

Delegating well is a real skill. For many people, especially business founders, it’s hard to let go, but accepting that someone will complete a task in a different way to you or address an issue with another approach is crucial to efficient team working. Coming to terms with this will enhance your FYXER experience.

5. Optimise for downtime

Having more time to spend on real ‘value-add’ tasks is an obvious benefit of working with an assistant, but it also provides more time to switch off. Downtime used to make me stress about all the things I could be doing, but now I have the peace of mind to relax when it's time to do so, which often makes me more effective when I need to be switched on.

6. Iterate

Once you've got a system set up and working, review it regularly and consider how you could improve or add to it. If left untouched, these things end up becoming less fit-for-purpose.

7. Open up your personal life

When I started with FYXER, I didn’t think I would use my Fyxer for personal support, but it’s been hugely valuable. From booking holidays and paying house bills to even helping me set up a new mortgage, my Fyxer has helped me gain more time on weekends and evenings.

8. Don't be shy

I used to be pretty shy about admitting to working with a virtual assistant in the first couple of months. However, over time I've come to realise that was completely in my own head: no-one has ever challenged or questioned the value that they bring.

9. Don’t be shy pt.2

At the start, I was also afraid of asking my Fyxer to complete certain tasks as I wasn’t sure if they were part of the Fyxer remit. But, by speaking to my Fyxer, we quickly worked out which tasks I could hand over that would have the biggest long-term impact on my life.

10. Be thankful

Take the time to thank your Fyxer and congratulate them on a job well done. Be kind and treat them with great respect... you're a team after all.

Trusted by high perfoRmance teams

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STEVE, Blenheim chalcot

“It feels as if I’m getting 15-20 hours of my personal time back, giving me back my sanity. Do I feel less stressed? Yes, one million percent.”


HOW Long does it take to get started?

After an initial discovery call, we will put forward a proposal and ask for you to give us the go-ahead. Once the contract is signed we can deploy your bespoke team of Fyxers within 24-72 hours.


After our discovery call we create a team from our pool of talent that is matched to your particular needs. One advantage of working with FYXER is that you gain a team with multiple skill sets, experiences and capacities, working across different time zones.

What happens in my first few days working with FYXER?

In your kick-off call with your Account Director and lead Fyxer we will discuss current priorities and urgent tasks, also confirming the style of communication and working that best suits you. Once we are set up on your systems your Fyxers will start owning tasks on day 1.

Will I always work with the same person?

You will have a dedicated Fyxer who leads the day to day delivery of work for you, supported by a team of Fyxers, matched to your specific needs. Our account management team will be your main point of contact and trusted advisors at every stage of working with FYXER.

What happens when my Account Director or MY Fyxers are on holiday?

Because you will have a team supporting you, it means when your AD or any Fyxers are away, there is always someone that is familiar with your needs and the specific support you receive from FYXER. This ensures you receive a consistent level of service.

What does the day to day experience look like for me?

We create a communication and management structure tailored to what works best for you. You will have regular and open communication channels to confirm tasks and priorities with your Fyxers, this usually involves a combination of Slack, email and calls alongside more structured weekly stand ups. Each month you have a monthly meeting with your Account Director to cover strategic priorities, feedback and any new projects or areas you need help with. Once onboarding is complete, your Fyxers use your systems so will be executing tasks and owning workstreams in the background whilst you get on with the important stuff.

How does FYXER handle sensitive information?

Data security and confidentiality are of the utmost importance to us. We use secure, encrypted software which gives you the ability to share sensitive data, whether personal or business, safely and securely with FYXER. A fundamental pillar of your relationship with FYXER is having total trust that any confidential information you share with us will be treated as such.

Will I meet my Fyxers in person?

We do meet clients in person regularly, however we pride ourselves on our ability to work remotely and the majority of our relationship will be remote.

How do you deal with offline or IRL tasks?

We have working hubs in cities including New York, San Francisco, London, Manchester, Cape Town and Doha and local partners who can deliver in person tasks in other major cities across the world.

What if I need support outside the scope of your regular services?

Our support extends across executive, business and personal tasks. Read more on our services page. However we if you need help beyond our regular services you can discuss this with your Account Director and we will create a bespoke solution.