How to work with a Virtual Assistant
The secret to a successful relationship.
When it comes to working remotely with a Virtual Assistant (VA), having some steps in place will ensure a seamless transition resulting in tasks being completed correctly, on time and without fuss. Which is kinda the point of hiring a VA anyway, isn’t it?!
☆ First and foremost - Communication
Communication is key in any relationship and should be your top priority. I always ensure I’m clear with my clients on the method of communication we will be using, whether this is via WhatsApp or email.
During your communication, it helps to:
- Be clear and advise your VA on what tasks you want completing, whether any changes are to be made, and if there are deadlines. It is really important to keep your VA in the loop, although we do try - we aren’t magical mind readers.
- Listen and always be open to suggestions and take advice from your VA. Surprisingly, we have years of experience in similar type of roles, and chances are we’ve probably researched and tested the best tools in the business (to help in our own businesses) so we can offer advice and steer you in the right direction if needed.
- Have regular calls to help build your relationship and to get to know each other better. You can use these calls for brainstorming sessions, checking through current to-do lists and also make sure you are both happy with the way things are working.
☆ Use tools and file sharing systems
Being virtual means that cloud-based tools for collaboration are a huge help. Each of my clients works differently, but on the whole, Google and One Drive are good contenders. Here are some other suggestions that are worth considering.
- Last Pass – password sharing
- Drop Box/Google Drive/One Drive – file and image sharing (so there’s no shock when I check my phone and see 75 images coming through!)
- Asana/Trello – project/task management
- Googlemail/GoogleCalendar – email/calendar sharing
- WhatsApp – for texting and voice messaging (great for firing over quick instructions or ideas)
☆ Have a relationship!
OK, so we might be VIRTUAL assistants, but - we are humans. Having regular calls, or coffees if you’re local, helps build the relationship with your VA. Speaking face-to-face helps to personalise the interaction. And I’m always happiest when I'm getting to know my clients better.
☆ Share expectations
Start with sharing your expectations, your priorities and what you want to achieve from having a VA, it helps to be on the same page.
IF you can share your vision, too, your VA is likely to be on the same path as you and will know where you and your business want to go. The clearer you are from the outset, the easier it is for you and your VA.
Your Virtual Assistant is there to support you - so make use of her.
☆ Let go!
I know this is a hard thing to do. I’ve been there too, but the moment you start letting go of tasks for your VA to complete is when you’ll start to notice that you have more time for other (more important) things.
Delegating does get easier. That's both a fact and a promise!
☆ Agree on a system that works for both of you.
So... How are you going to delegate tasks to your VA? By email, text or via a shared tool? Does your VA have a preferred method? How do you like your day to be structured? Sharing this sort of information with your VA will help to get workflows and systems in place from the outset.
☆ On-boarding forms
Your Virtual Assistant should have their own on-boarding form to capture all information at the outset meaning that you won’t need to keep providing information in the future. Or, you may have everything in one place already. If so - share all your documents for ease.
It does get easier. If you are interested in finding out more about working with a Virtual Assistant, please take a look at my services page. With over 20 years experience working with professionals at all levels, I offer a wide range of services suitable to any business owner or small to medium-sized business.
☆ Mandi is your experienced Virtual Assistant ☆ Supporting overwhelmed business owners. ☆ Specialising in social media management and marketing ☆ Let me help you reach for the stars. ☆