5 Common Compliance Mistakes—And How to Avoid Them

Let’s be honest—compliance doesn’t usually top the “fun things to do in business” list. But avoiding it (or just not doing it well) can cause more than just paperwork headaches. For many business owners, compliance mistakes happen not because they’re careless—but because no one’s ever really explained what needs to be done, when, and why.

At Coastal VA Solutions, I’m all about simplifying systems so that compliance feels like a natural part of how you do business—not a last-minute scramble that keeps you up at night. So today, I’m sharing five of the most common compliance mistakes I see—and what you can do to avoid them.

1. Not Knowing What You're Actually Responsible For

🧠 The Mistake: You’re not clear on your obligations under your licence, accreditation, or regulatory body.

Whether you’re running an early learning centre, coaching business, or another professional service, there are specific rules or standards you’re meant to meet. But too often, these are buried in long documents—or assumed to be “someone else’s problem.”

How to Avoid It:
Take the time to map out exactly what you're responsible for. I recommend breaking it into categories like licensing, reporting, documentation, and training. And if you're unsure, reach out to your governing body—or to someone like me—who can help make sense of it all.

2. Letting Documentation Slide

🧠 The Mistake: Policies, procedures, or training records are outdated—or worse, missing altogether.

Maybe you created a bunch of documents when you first set up your business and haven’t touched them since. It happens! But outdated paperwork can cause major issues during audits or reviews, and even put your licence at risk.

How to Avoid It:
I always suggest reviewing your key documents at least twice a year. And make sure you’ve got a clean, centralised way to store them—no more guessing if “final_final_v3” is really the current version!

3. No System to Track Compliance Deadlines

🧠 The Mistake: You're relying on memory (or sticky notes) to remember when things are due.

Annual reports, renewals, staff training, audits—they all have deadlines, and missing them can lead to penalties or other consequences.

How to Avoid It:
Set up a system that works for you. Whether it’s a digital calendar, task manager, or spreadsheet, make sure you’re tracking important dates and setting up reminders well in advance. I help my clients build simple, low-fuss tracking tools that don’t need a tech degree to use.

4. Treating Compliance Like a One-Time Job

🧠 The Mistake: You think compliance is something you “set and forget.”

It’s so easy to think “I passed my last audit—I’m good!” But compliance isn’t a one-and-done situation. Laws change. Standards change. Your business changes. That all affects what you need to stay on top of.

How to Avoid It:
Build compliance into your regular workflow. I encourage business owners to do monthly or quarterly check-ins—it doesn’t have to take long, but it keeps things current and gives you peace of mind.

5. Trying to Do It All Alone

🧠 The Mistake: You’re carrying the whole compliance load yourself.

As a fellow solo business owner, I know how easy it is to wear all the hats. But if you’re the only one who understands your compliance obligations—or if you haven’t trained your team or VA—it puts your business at risk if something unexpected happens.

How to Avoid It:
Even if you’re a one-person operation now, get into the habit of documenting your processes and storing them in an easy-to-access system. And when you bring others on board, share that knowledge! Compliance is a team mindset—even if the team starts with just you.

Final Thoughts

Compliance doesn’t have to be complicated or overwhelming. With the right systems, reminders, and support in place, it can be a seamless part of how you run your business—rather than something you dread.

And if you need help setting it up? That’s what I’m here for.

At Coastal VA Solutions, I work with small business owners to create clear, tailored systems that make staying compliant simple and stress-free.

📩 Need help sorting out your compliance setup? Let’s have a chat. I’d love to make things easier for you.