5 Tips for Establishing a Good Relationship with Your VA

Hiring a Virtual Assistant could be the best decision you could make as a solo entrepreneur or merely someone that has a lot of responsibilities but not enough time in the day to do it all.

However, it’s important that you collaborate with your VA in a productive and efficient manner so your responsibilities are delegated properly. Your VA should complement your macro efforts to grow your company by taking care of the micro (albeit equally as important) duties.

VA's that are passionate about Fitness

Emphasize the Importance of Communication

The relationship of a client and a virtual assistant is special in that they work physically apart but will have to constantly communicate to get the work done. As you orient your VA in the processes of your company and needs, you also have to be clear about the importance of communication.

Because of the remote nature of the employment, it is even more important that both sides are laying the goals and priorities out as well as asking questions for clarification. You as a client must lay out what deliverables you need and when you need them, what your goals are, etc, and your VA should be able to tell you how they will go about accomplishing their responsibilities and whether or not the given timelines are reasonable.

There are several ways to effectively communicate, so it’s important to discuss with your VA and determine what works for the both of you.

Give Clear Instructions

Because your means of communication is online, it’s inevitable for words to be easily misinterpreted. Your VA cannot read your mind, so you have to explain in detail what you want done and why.

You have to remember that as much as you would want to, your VA won’t hold the same level of knowledge for your own company than you would. Your VA won't know exactly what your standards are for good work until you tell them.

So when you put this information together, possibly in the form of a training manual, you have to list out exactly the steps of how you want a specific task done. Then, you will have to explain why you do it that way, so they understand the bigger picture.

Give Feedback

The first few weeks or even months will always come with learning curves when working with other people, regardless if it is remote work or not. It’s always good to provide your VA with feedback on how they are accomplishing tasks and any overall thoughts or suggestions.

Though this doesn’t just mean expressing concerns or constructive criticism but positive feedback and kind words as well. Sharing what your VA does well will not only motivate them but also let them know what kind of attitude or performance you prefer.

Manage Expectations

VAs are very helpful for solo entrepreneurs as it unloads them of menial tasks that are important but time-consuming. Although, as much as your VA would surely like to, they simply cannot do it all. Therefore it is unrealistic to drown them in a long list of tasks with unrealistic deadlines.

You can manage expectation on both ends by first listing what your VA is capable of doing in terms of their capabilities and schedule, then figuring out what KPIs (key performance indicators) you and your company need and what your VA can accomplish.

Your VA is NOT a Robot

Clients often forget that VAs aren’t machines— although they are “online” in your life, they are real people and should respect them as such. You should treat them with respect by paying them on time and at a reasonable rate. Also, allow them to take time off in times of emergencies or any special events in their own lives.

Beyond that, most especially when your timezones are different, you have to respect their time and not expect them to be on call when it’s convenient for you. Agree on pre-arranged hours, so that you know the best times to call them up, and only if there is an emergency should you call outside of these hours.

And as said earlier, don’t forget to commend your VA on a job well done! Make them feel like their work is valued: always thank them and you can even consider giving them a bonus for truly exceptional work.

Delegating your work for the first time can be difficult, especially when you are particular in how you want things done. But with proper communication and some trial and error, you can offload work off your place and focus on your responsibilities as CEO without a worry.