10 hacks to get the most out of your virtual assistant

Have you recently hired a Virtual Assistant? If so, it’s important to work on maximising the benefits of working with them.

Here are 10 hacks for small business owners - like you - who are looking to get the most out of their Virtual Assistant!

• Provide clear instructions

This is particularly important, especially at the start of the relationship when the Virtual Assistant is still learning about you and your business.  You need your Virtual Assistant to understand exactly what it is you want them to do, so make sure you provide clear and detailed instructions either by email or if possible over the phone or by Zoom.

Doing it face to face works well as the Virtual Assistant can ask questions if he/she isn’t sure on something.

• Be patient - and kind

As you begin working together, you will need to be patient whilst they get up to speed.  It does take a little time for a Virtual Assistant to understand the your business so remember to be patient and kind.  This is where regular catch ups work well.

• Provide training

If you use a system or tool that your Virtual Assistant has never used before, then it might be worth providing some training.  You can do this over Zoom, or perhaps schedule a training session with the system providers.  You’ll want your Virtual Assistant to be up to speed quickly so make sure training is a priority if it’s needed. 

• Set priorities

It’s likely that your Virtual Assistant won’t only work for you - they will have other requests from other clients.  Agree a system with your VA at the outset for how you’ll prioritise tasks. When sending an email task perhaps use the following:

• Urgent – [don’t forget to specify the due date]
• Action – [please complete task by today/tomorrow/end of week]

By using the above structure your Virtual Assistant will know what is expected and will be able to plan yours, and their work for the day.

Remember if priorities change, don’t forget to communicate with your Virtual Assistant about those changes.

• Communicate

Ok, so I might have just said this, but it’s so important - communication is key. I recommend regular calls, especially in the early days. If your VA is a traditional PA, then, chances are you will be speaking regularly/daily - whereas if your VA offers marketing or social media support, you may only need monthly/6 weekly calls.

• Information, information, information

Once you’ve confirmed with your Virtual Assistant that you want to work together they will send you a contract to sign. If your VA hasn’t already asked, they will probably have a lot of questions about you, the way you work, your business, your preferences etc. 

Giving as much information at the start will help your Virtual Assistant in the long run as she wont need to keep asking you questions. (Although to ensure she gets it right, you may still get a few questions at the start... Guilty!)

• Regular calls

Schedule a recurring weekly, bi-weekly or monthly call with your Virtual Assistant.  As mentioned, if they’re working with you as a traditional PA - if you don't have one already - ask them to draw up an agenda for each week which covers:

~Last week
~Issues
~Opportunities
~Next week

By going over everything that is highlighted under the headings above, you’ll find yourself handing over more tasks, thus freeing up your time to get on with other things.

• Sharing is caring

As part of your regular calls, have a brainstorming session with your Virtual Assistant.  Let them know what plans, projects and ideas you have for your business.

Listen to what they have to say and get them involved, ask them for their suggestions.  Chances are, they work with other clients ~ so it’s always good to find out how they support them too. They may have a better way of doing things, or come up with suggestions that will work for you and help facilitate smooth running of your business.

• Provide feedback

We all like to receive a thank you every now and again.  If your Virtual Assistant has done a great piece of work for you, make sure you tell them! If they’ve really made a difference to your life - make sure they know!

• Teamwork

It's great to feel like you're part of a team... right? If you work with several consultants/freelancers then send out regular news bulletins, get everyone involved in the latest updates of your business.  Schedule quarterly zoom events so that everyone can meet. If they're local to you - why not meet up for a face-to-face catch up?

Whether you’re already working with a Virtual Assistant or you’re looking to start, I hope these hacks will help!

Any questions? Let us know!