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You have decided to hire a Virtual Assistant.

In theory, you know a Virtual Assistant (VA) should be able to help you work smarter, to spend more time focussing on the more important aspects of running your business or your busy life. However, in practice, you are worried that hiring someone to manage the admin tasks that are slowing you down will be more stressful than just doing it yourself.

Working with a VA certainly doesn’t have to be stressful, but there are some things you can do to make sure you start off your working relationship on the right foot.

Want to know what they are? Here are my top tips for how to work with your VA simply and effectively. 

1. Provide Clear Instructions 

Poor communication is often cited as one of the biggest causes of a failed VA/client relationship. So, start as you mean to go on by providing clear instructions for every job you assign to your VA, at least until they can prove that they understand your preferences without asking you all the finer details.

Want to know the best way to brief your VA? Communication is key… 

2. Choose A Communication Method That Works For You

You most probably have a communications method that works best for you, be it email, Zoom, Google Meet, Skype, recorded video messages like Loom; phone calls and voicemails, voice messages (like Apple’s Voice Memos, or WhatsApp’s Voice Notes) or the more traditional letter-writing approach.

In this high-tech world, you will find most VA will be happy to adopt your preferred communications method, or they will be able to suggest one they think will work best for your requirements. 

3. Use A Time Management/Project Management Tool 

Other popular communications tools that make it easier to track conversations, organise workflows and manage job briefs, are project/people management software tools like Monday, Trello and Slack. These task management tools can make managing projects and communicating with your VA much more efficient.

You may also find time management tools that track your team’s work hours across the projects you set for them useful.

Your VA will be very familiar with team management tools such as this, so will either be able to suggest one they feel will work best for your requirements or they should be happy to use a task management tool of your choosing. 

4. Know Your VA’s Availability And Book The Hours You Need 

VA’s are usually available for hire by the hour or by the day. You may be able to contact them without notice and they will have availability to start working on your account immediately. However, it is likely they will also have other work commitments they need to meet for other clients. So, to make sure they are available when you need them, it is advisable to book your VA for a set number of hours per week or per month at a time to suit you (and them) – this is called a monthly retainer. Monthly retainers can often be more cost-effective too; take a look at my monthly retainer packages.

5. Know Your VA’s Skillset

A VA’s skills and services vary widely depending on their experience and training, so to avoid disappointment, it is always wise to book a consultation with a potential VA to quiz them about their experience, capabilities and skillset before you book their services.

6. Set Your Expectations

My sixth recommendation is to be clear about your expectations when you book a VA to make sure you are both on the same page and are committed to mutually agreed results. This means setting defined objectives and attainable, measurable goals that your VA should aim to meet. For example, discuss how much time you expect it will take them to complete each task; ensure they know to ask you questions if they need clarification on the task at hand and review their work achievements regularly (e.g. in a weekly meeting).

7. Give Your VA The Tools They Need To Do The Job

VA generally use their own computers and phones to conduct work for their clients. However, there may be tools that will help you and your VA collaborate more effectively. In addition to the time management tools we have discussed earlier, other tools that may be beneficial for you to give them access to are your email login or a company email address, your address book, your diary, your document management system and your shared folders of files and media. To protect your business from any data breaches, it is also important to ensure your VA is registered with the Information Commissioner’s Office so they understand their data and privacy obligations. You may also like to use a password management system to ensure your data and important passwords are protected.

8. Give Your VA The Authority They Need To Do The Job

As with giving your VA the tools they need to do the job, the same is true for giving them the authority to be able to complete the task. For example, if you’d like them to book a business trip or holiday for you, they are going to need your authority to deal with the travel companies and hotels, to authorise payments and to share your passport/insurance details etc. Your VA should be able to advise you what authority they might need for each particular task you assign them.

9. Have Regular Meetings To Keep On Track

When working with a VA, it’s important to regularly touch base with them to discuss how the working relationship is going. You might be looking to find out if your objectives for the week/month have been met or to provide feedback on what they have done well and discuss how you feel tasks could be improved for the future. You may use the meeting to assign them the work that you need them to complete next or simply let them know what work is in the pipeline so that they have an idea of what they will be required to do in the upcoming weeks or months.

10. Have An Emergency Plan

As we have all learned during the pandemic, things don’t always go to plan despite our best efforts. Therefore, being prepared for the unexpected is key to ensuring both you and your VA are on the same page when life throws a curveball into the mix. Think of the various scenarios that could affect your relationship (for example if you are sick, if your VA is sick or if you suddenly become incommunicado for whatever reason) and agree on what to do in each instance. That way they’ll never be any doubt what you expect of your VA and vice versa when an emergency strikes.

As you can see, to avoid any unwanted complications, it’s important to establish a collaborative working relationship with your VA from the outset to ensure you work productively and effectively together.

What processes have you found helpful when working with a VA?


 

Do you need flexible business support and want to make savings by hiring a VA? Get in touch!

 

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