Are you new to working with a Virtual Asssistant? Not sure where to start, what do to, or how to move forward?
Whether you’re looking to work with a VA on a part-time basis, or looking to hire a full-time support person, to help you work effectively here are five tips for working with a virtual assistant.
Tip 1: Be Patient
With yourself, as well as your newly appointed VA. As with any relationship, there is a ‘dating period’ where you are getting to know each other – your likes, dislikes, communication style, etc. You need to allow time for your assistant to familiarise themself with your business, your industry, your working style, and vice-versa.
I remind clients that the first couple of weeks to a month, I might ask more questions than usual, and this is my way of 1) getting to know you, 2) gathering all the information I need to support you efficiently and effectively, and 3) identifying your communication and working styles.
The timeframe for getting to know you will vary based on whether you’re working with someone who is local to you, speaks your native language, and familiar with your culture or the culture you’re working within.
Tip 2: Communication is Key
When you first start working with a virtual assistant, communication is key and therefore, I recommend a regular call (phone, WhatsApp or Zoom) to touch base, delegate work, and for your VA to ask questions. Having a regular call, initially, will also allow you to get to know your assistant, and for your assistant to clarify how best to work with you.
One thing to remember is that they are not mind readers, so this means talking through your to-do-list – getting it out of your head and into a task list so your VA can sort through it, and identify how they can best support you. I call these ‘brain dumps’. Not only is remembering your to-do-list taking up ‘headspace’, but you are also relying on yourself to remember what needs to be done, and when you’ve got more important aspects of your business to focus on, you really need to let those tasks go.
If you have your to-do-list in your inbox or on a notepad, it makes it easier for your VA because you can easily forward your email, or take a photo of your notepad and send it to them. As they get to know you and your business, you may not need a weekly call and delegating via email becomes easier.
Whether your VA is speaking to you regularly or not, responding to emails or WhatsApp messages allows them to continue to move forward with your tasks. If you don’t respond, it does often stop the flow of work, and while they might reach out a couple of more times, they may pause the work until they hear from you.
Tip 3: Provide Deadlines, if Needed
Deadlines directly impact your time and your VA’s time. They force you to organise your tasks in order of priority so that you and your virtual assistant are working on tasks that move you closer to your most immediate goals.
If you are working with your VA on a part-time basis, factor in some extra time on your deadlines for the ‘getting to know you’ phase. Keep in mind when working with a part-time VA, they will likely have other clients to attend to so work won’t be turned around immediately.
These factors are vital when setting deadlines so you can ensure both you and your VA understand what can realistically be expected.
Tip 4: Documenting Processes
It is strongly suggested that some time be set aside to document standard operating procedures (SOP’s) for your business. Although this can be a tedious task, it will save a substantial amount of time in the long-run. Your SOP’s will come in handy when a VA is replaced, goes on leave or has to delegate tasks. You don’t want to have to spend hours on retraining when a simple SOP document can be utilised. This is especially helpful for regular tasks ie: weekly or monthly newsletters or recurring orders.
By documenting your regular processes and sharing your to-do-list, you won’t have to constantly think about ‘what needs to get done’ or ‘what’s coming up next’. This will allow you the room for a more focussed and productive approach to your business.
Tip 5: Be Kind
While this tip may be a given to some, experience has taught me that even the best of us can overlook it at times. Over the years I have dealt with clients who have name called, spoken down to me or even sent early morning ranting emails because I’ve not actioned an email that was sent at midnight.
We are all human and have all been guilty of being unreasonable at times. When dealing with your own VA, aim to be realistic about your expectations and to take every opportunity to be kind and understanding. This does not mean you need to tolerate incompetence, but kindness and firmness are not mutually exclusive.
Virtual assistants are people, too! They will always be more likely to do great work for you if you treat them with respect and kindness.
Virtual assistants can wear many hats on your behalf. They can relieve you of all the repetitive, administrative, and clerical tasks associated with your chosen industry, or they can be assisting you to marketing your business on and offline. These 5 tips will allow you to take full advantage of a VA’s skill by avoiding the common pitfalls many people make.
Take your time and do your research to find, hire and manage the right virtual assistant for you and your business. Find the one that will result in the best returns on your investment. You can save hours upon hours a week that will free you up to work on growing your business or even spending more time doing what you love.