8 Ways To Find Success With A Virtual Assistant

8 Ways To Find Success With A Virtual Assistant

You’ve made the leap and decided to work with a virtual assistant…yeah! You’ve decided to start with a few small projects to get going, but aren’t really sure how to make the most of your VA and how the relationship is going to work. Sound familiar? Below are 8 areas to focus on to make sure you have an efficient and effective process to maximize your virtual assistant’s time.

  • Communication…Communication…Communication
    • The biggest key factor in a virtual relationship is communication. It’s better to over-communicate than under-communicate. Keeping in touch through text, phone, email or reporting is the number one way to build and keep confidence for both the virtual assistant and the client. It’s important to let your VA know how you like to be communicated with and how often from the very start.  Would you rather have a text or email sent, have your VA update reporting through a document or time tracking software, or separate communication channel? Your VA is human and needs direction and support, and you both need to agree on what form of communication will work best for you.
  • Set Expectations From The Start
    • Let your virtual assistant know your business goals and what you hope to accomplish so they can focus on the same goals through each project.
    • Ask yourself these questions so you can have your VA working with you on your goals from the very start:
      • What do you expect or need your VA to take off your plate weekly?
      • How many hours would you like your VA to work with you? (Keep in mind each task may take longer than you thought initially to get up and running, and familiar with you and your work style.)
  • Meet With Your VA Once A Week
    • Pick a time that you can meet with your VA once a week over phone or video to check on the weekly goals and projects-this helps keep you both accountable.
  • Recaps  
    • If your VA is not sending you recaps after each meeting, be sure to ask them to start doing it.  This makes a big difference in helping both of you stay organized on the same page.
  • Utilize Processes & Tools  
    • Create processes for the tasks you would like to delegate and give it to your VA in step by step instructions or a SOP. If you don’t already have processes in place, have your virtual assistant document the work they’re doing as they go so you have these processes in place for future use.
  • Project Management Software
    • Look for a project management or CRM system that will help you collaborate in real-time. Some popular options are Google Drive, Dropbox, Trello, Asana, Basecamp, Zoho, or Infusionsoft.
  • Support Your Virtual Assistant
    • Ask questions and understand what your virtual assistant’s goals are. Understanding their strengths, weaknesses, and goals are important so you can optimize those for your business.
    • Ask your VA if the work they’re doing is inspiring and stimulating to them. Not every aspect of their job will be (entering expenses is only so thrilling!), but understanding their zone of genius will not only inspire them to offer assistance where you may not have thought before but will keep them intrigued and engaged throughout your relationship. 
  • Respect Your Virtual Assistant
    • Most VA’s will have other clients, so being respectful of that is important. Unless you are paying them to be on-call or for a 40-hour work week, it’s important to understand that in order to be an effective and efficient virtual assistant, they need to time-block when working with clients, and your emergency doesn’t constitute an emergency for them. Most will work hard to meet your demands, but don’t make this area overwhelming for them.

If you follow these tips on how to nurture the client/virtual assistant relationship you will have someone you can rely on in your business for years to come! Jessica McGillivary is a regular contributor and consultant with EVA. If you’re not sure how to work your virtual assistant, book a free 30-minute consult with Jess!

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Laura Licursi Elite Virtual Assistants Founder
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