Adebola Ademola | VA Coach

Make is making me 🤩

I've been working with automation tools for a while. But Make operates on a different level.

The visual workflow builder lets you see exactly how data moves from one app to another. Every module, Every connection, Every condition.

It's beautiful when it works.
And humbling when it doesn't. 😄

Here's what really got me, it isn't just connecting apps, It's letting you build logic.

If this happens, do that. But only if this condition is true. And if it fails, do this instead. I love itttttt🤩

And I realised something, The VAs who master this tool aren't just saving clients time. They are building systems that think.

That's exactly the kind of VA I'm becoming. Have you tried using Make yet?

PS: Attached is an Automation I built for a Grant Application Program this week🥳

‪@KOKAACADEMYLTD‬

#Make #AIAutomation #VirtualAssistant #VACoach #LearningInPublic #FutureOfWork #EVA #Automation

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6 days ago | [YT] | 3

Adebola Ademola | VA Coach

Cheers to Make sorry, cheers 🥂to the new week😂.

The image attached is an end-to-end automation built in Make to automate a consultation booking flow for an event planning business.

Here's what it does now:

1️⃣A client submits a booking through Airtable
2️⃣Make automatically creates a Google Calendar event, calculating the correct end time based on event duration
🔀 A Router splits the flow to run two things in parallel, a confirmation email to the client, and a Slack alert to the team
✅ Finally, it updates the original Airtable record's status, closing the loop

The real learning wasn't in getting it to work on the first try, it wasn't. Along the way I hit:

- An OAuth "invalid client secret" error that meant reauthorizing my Google connection
- A "required field was empty" error that taught me to actually verify what data is flowing through each module instead of assuming
- Messy field mappings in my Update Record module that would've silently overwritten data if I hadn't caught them

Each error forced me to slow down and actually understand what Make was doing under the hood.

This is why I think building is better than reading when it comes to learning automation. You don't really understand a Router, a Watch Records trigger, or an OAuth flow until you've broken it and fixed it yourself.

Next up: adding conflict-checking so it won't double-book a time slot, and tightening up error handling.

What are your expectations for the new week?

‪@KOKAACADEMYLTD‬

#Automation #NoCode #MakeDotCom #Airtable #LearningInPublic

1 week ago | [YT] | 4

Adebola Ademola | VA Coach

He used to say yes to everything.

Every meeting. Every call. Every "can you just hop on for 10 minutes.

He told himself it was good leadership. Being available. Being accessible. Being the kind of founder his team could always reach.

But his calendar didn't reflect leadership. It reflected exhaustion.

Back-to-back calls from 8am to 6pm.
No time to think. No time to plan. No time to actually lead.

He was so busy being available to everyone that he had nothing left for the business itself.

Then one week, everything came to a head.

A major decision needed his full attention and he had 45 minutes between calls to make it. He made the wrong call. Not because he wasn't capable. Because he was depleted.

That was the moment he finally said no.

❌No to the calls that didn't need him.
❌No to the meetings that could have been an email.
❌No to being everyone's first point of contact for everything.

Within a month:
✅His calendar had actual white space again
✅His decisions got sharper because he wasn't making them exhausted
✅His team became more capable because they stopped defaulting to him for everything

Saying no didn't make him less of a leader.
It made him a better one.

Because leadership was never about being available to everyone.
It was about being present for what actually mattered.

I'm Adebola, an Executive VA helping founders protect their time, energy, and decision-making capacity. If you are ready to start saying no strategically, send a DM.

#ExecutiveVA #EVA #FounderLife #CEOMindset #Leadership #Boundaries #ExecutiveSupport #TimeManagement #BusinessGrowth #Delegation

4 weeks ago | [YT] | 6

Adebola Ademola | VA Coach

Something is shifting that I didn’t expect.

It’s not just the tools. It’s the way I’m starting to see problems.

Before this course, I looked at a client’s workflow and thought about how to manage it better.

Now I look at the same workflow and ask what here can be eliminated? What can be automated? What only needs a human touch and what is wasting a human on something a system could handle?

That’s a fundamentally different lens.

And it’s changing how I show up for my clients.

During one of my Zapier sessions, went deeper into building multi-step automations, the kind that don’t just connect two apps but create entire workflows that run without intervention.

The kind that make a business feel like it’s operating on autopilot, even when it isn’t.

I built something that I’m genuinely proud of. And the best part? I know it’s just the beginning.

To every VA watching this journey….

The skill gap between where you are and where the industry is going is real. But it is closeable.

One tool. One workflow at a time.

Keep going.

What’s one automation you wish existed in your business or your client’s business?

#AIAutomation #KokaAcademy #LearningInPublic #VirtualAssistant #VACoach #NewVA #FutureOfWork #Automation #EVA #NeverStopLearning

1 month ago | [YT] | 4

Adebola Ademola | VA Coach

Hire an Operations Manager!!!

The best VAs in 2026 don’t just think like assistants. And that shift in mindset, in skill set, in the way they see a business is what separates the VAs commanding premium rates from the ones still competing on price.

Let me explain what I mean.

A task-focused assistant asks: “What do you need me to do?”

An operations-minded VA asks: “What does this business need to run better and how do I build it?”

She audits calendar and tells you where your time is being misallocated.

She builds a system that means 80% of your emails never need to reach you.

She documents your tasks not just complete them, automates what can be automated, and creates processes that make the whole business less dependent on any person, including herself.

This is the evolution of executive support. And it’s happening right now.

The founders who understand this are hiring differently. They are looking for someone to build the infrastructure that makes the plate manageable in the first place.

That’s a different hire.
That’s a different conversation.
And it produces a very different result.

I’m Adebola, an Executive VA and VA Coach building the next generation of operations-minded executive support.
If this is the kind of support your business needs, DM me.

What’s the one thing you wish your EA or VA would just own without being asked?

#ExecutiveVA #EVA #ExecutiveSupport #FounderLife #CEOMindset #BusinessOperations #Automation #Airtable #Leadership #FutureOfWork

1 month ago | [YT] | 6

Adebola Ademola | VA Coach

What if 5 hours of your week just… freed themselves up?


That’s not a fantasy.
That’s what Airtable automations can do for a VA who sets them up right.

Here’s how:

✅Automate your invoice reminders. Set up an automation that checks your Airtable client tracker daily and sends you a reminder when an invoice is overdue. No more manually chasing payments or forgetting who owes what.

✅Automate your weekly client updates. Build a workflow that pulls your task status from Airtable and sends your client a progress update every Friday. Consistent. Professional. Zero manual effort.

✅Automate your onboarding checklist. When a new client record is created in Airtable, trigger an automation that generates their onboarding checklist, assigns tasks, and sets deadlines automatically. Every client gets the same seamless experience.

✅Automate your follow-up reminders. Add a follow-up date field to your leads table. Airtable will remind you automatically when it’s time to reach out. No lead goes cold because you forgot.

✅Automate your end-of-week review. Set up a Friday automation that sends you a summary of everything completed, everything pending, and everything due next week. Your Monday starts with clarity not catch-up.

These are simple, powerful automations that compound over time.

And the VA who builds them doesn’t just save time. She delivers a level of consistency that clients notice and remember.

Which of these automations would make the biggest difference in your VA business right now?

#Airtable #AirtableAutomation #VirtualAssistant #VATools #VACoach #VALife #NewVA #VACommunity #VATips #WorkSmarter

1 month ago | [YT] | 5

Adebola Ademola | VA Coach

You need better systems, not more staffs!

I know that’s not the popular opinion. Especially when you are overwhelmed and your first instinct is to hire your way out of the chaos.

But here’s what I have seen happen too many times:

A founder hires someone new, The new person gets onboarded into the same broken systems. And within 3 months the chaos has just doubled in size.

More people in a broken system gives chaos more place to hide.

Here’s the truth:

Before you hire ==> audit.

1️⃣Where are things falling through the cracks?
2️⃣What tasks are being done manually that should be automated?
3️⃣Where does information live and can everyone who needs it find it?
4️⃣What decisions keep coming back to you that shouldn’t?

9 times out of 10, the answers reveal a systems problem not a headcount problem.

Fix the foundation first. Because a lean team with airtight systems will always outperform a large team operating in chaos.

And when you hire? You will onboard them into something that works. Something that scales. Something that doesn’t depend on one person holding everything in their head.

That’s how you build a business that runs!

I’m Adebola, an Executive VA helping founders build backend systems that are organised, automated, and built to scale.
DM me if your business needs that kind of foundation.

What’s one system in your business that’s overdue for a fix?

#ExecutiveVA #EVA #BusinessSystems #ExecutiveSupport #FounderLife #CEOMindset #Automation #Airtable #BusinessGrowth #Leadership

1 month ago | [YT] | 8

Adebola Ademola | VA Coach

I was given a mess, I returned a Machine!

I designed a fully integrated Workflow & Systems Architecture for a real hospitality business, Koka Shortlet, a short-term rental company operating across the UK and Thailand.

Here’s what I built on Monday.com:

✅3 interconnected operational boards, Maintenance, Guest Experience, and Procurement & Inventory
✅25 real maintenance issues transformed from scattered WhatsApp messages and emails into a structured, actionable system
✅Multiple views (Kanban, Calendar, Gantt and Table) across every board
✅6 automations running in the background flagging overdue tasks, notifying assignees and escalating urgent issues
✅A live Operations Dashboard with 8 metrics including issue frequency, team workload, cost tracking and source channel analytics
✅A full System User Guide for team onboarding

❇️This is what it means to be an Executive Virtual Assistant in 2026. Not just managing calendars and inboxes but designing the operational systems that keep businesses running.

If your hospitality or property business is running on WhatsApp threads and scattered spreadsheets, DM me now and let’s fix that.

‪@KOKAACADEMYLTD‬

#MondayDotCom #ExecutiveVirtualAssistant #WorkflowDesign #SystemsArchitecture #AIAutomation #KokaAcademy #LearningInPublic #HospitalityOperations #EVA #VACoach

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1 month ago | [YT] | 5

Adebola Ademola | VA Coach

Projects Tracking made easy🔥

Monday.com is one of the most powerful project management tools available right now. And whether you are an executive running a growing team or a VA managing multiple clients, it will change how you work.

Here’s how to actually use it:

For executives and founders:

✅Project visibility at a glance
See every project, every deadline, and every team member’s workload on one dashboard. No more “what’s the status on this?” conversations.

✅Automations that move work forward
When a task is marked complete, Monday.com automatically notifies the next person, updates the timeline, and logs the change. Your workflow moves without you pushing it.

✅Client and stakeholder reporting
Build a board your clients or investors can view in real time. Progress is visible, professional, and always up to date.

For VAs:

✅Managing multiple clients cleanly
Create a separate board for each client. Deadlines, priorities, and deliverables all organised in one place. Nothing falls through the cracks.

✅Onboarding new clients
Use Monday.com to build a structured onboarding board that walks your client through every step of working with you. Instant credibility.

✅Integrating with your other tools
Monday.com connects with Zapier, Airtable, Gmail, Slack, and more meaning your entire workflow can be automated across platforms. One update triggers everything else.

The best part?

You don’t need to be technical to use it.
You just need to be intentional about how you set it up.

And that’s exactly the kind of systems thinking that separates a strategic VA from a basic one.

Are you already using Monday.com? How has it changed your workflow? Drop it below, If not this is your sign to explore it.

#MondayDotCom #ProjectManagement #VirtualAssistant #VATools #ExecutiveSupport #Airtable #Zapier #VACoach #EVA #BusinessAutomation

1 month ago | [YT] | 9

Adebola Ademola | VA Coach

I built a pipeline that tracks every lead from first contact to closing.

6 stages:
→ New Leads
→ Contacted
→ Viewing Scheduled
→ Offer Stage
→ Closed/Won
→ Lost/Inactive

‪@KOKAACADEMYLTD‬

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1 month ago | [YT] | 5