Five Ways to Optimize your Virtual Assistant

So, you’re got yourself a virtual assistant and now the work is done, right? Not quite.

Sure, your virtual assistant (VA) can save you hundreds of hours in time and thousands of dollars in money but there are several steps you can take to get the most out of your time and money while fully optimizing your VA.

Whether you’re looking for an accountant, a blogger, a website designer or an every day Jill-of-all-trades, virtual assistants can help you manage your business more efficiently and effectively. Whether it’s a few tasks a week or regular assistance on a day-to-day basis, there are all sorts of ways to best manage your assistant.

Of course, like a real-life assistant, there is a learning curve  that includes proper training and communication. Getting the most out of your assistant all starts with preparing them with the right information to get started and we have some tips for you to get started.

Here are Five Ways to Optimize Your Virtual Assistant:

  1. Communication – Author and former presidential speechwriter James Humes once famously said “The art of communication is the language of leadership” and it couldn’t ring truer. Providing clear and concise instructions from the start will help cut down on the number of questions or back and forth between you and your assistant. This bit of advice pertains not only to each task but also providing clear manuals and procedures when necessary including passwords and other information the VA would need to complete the tasks at hand. It may take a bit of time at the beginning to prepare but will cut down on the communication time later.
  2. Find the Right Tools – There are thousands of programs out there including Dropbox, Evernote, Slack, Google Docs, Zoom and so much more that will help not only your assistant manage their time more efficiently but you as well. It’s always a great idea to research what types of programs can help you and your assistant get the most out of their relationship and don’t be afraid to ask you VA for recommendations as they have probably worked with many programs in the past.
  3. Schedule Check-Ins – Every client has different needs, but we recommend scheduling daily/weekly/bi weekly check-ins to just have a quick 10-minute (or longer!) chat with your VA to make sure you’re on the same page and taking care of business. Whether it’s an email, a phone chat or a Zoom meeting, these meetings not only keep you and your assistant on track but also help develop a rapport that will provide many more benefits down the road. It’s all about being in sync!
  4. Set priorities and deadlines – This might seem obvious, but it doesn’t hurt to establish a list of priorities as some tasks will be more important and timely than others. In many cases, your VA likely has several other clients they are working with and a list of deadlines and priorities will help your VA better manage their time – and yours. Whether it’s a list of reoccurring tasks or listing some tasks as high priority, there are many ways to address expectations with your assistant.
  5. Be professional, be patient, be kind – No matter how much of a Rockstar your virtual assistant is, there will always be a learning curve as you are both getting to know each other and the expectations of the relationship. It takes time for the VA to learn new skills, procedures and programs but once a routine is established, things should go a lot more smoothly. Your virtual assistant is doing their best to meet your expectations and the best approach is a collaborative one.

What are your tips for working with a virtual assistant? What are some tasks you recommend delegating to save time? Join the conversation below!


Are you interested in hiring a virtual assistant? Contact us for a hassle-free consultation. We’ll review your business needs and recommend a flexible, affordable package for you!

Krista is the creator of That’s All She Wrote communications stemming from her life as a media superstar with experience writing and reporting for Star Metro and City TV news, to name a few. When she’s not writing, you can find Krista at the poker table or ice rink.

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