How to Communicate With a Virtual Assistant

You’ve hired a Virtual Assistant and you have a great plan of action – great! Now all you need to do is hand the work over to your Virtual Assistant. How you communicate with your VA at the beginning of a project and throughout that project can have a big effect on how productive they are.

It doesn’t matter how great your plans are if your Virtual Assistant never really understands what you want from a project. Of course, a good VA will know which questions to ask to get the information they need to do the job right, but it will save you time (and money) to know how to effectively communicate with your VA from the beginning.

How to Communicate With a Virtual Assistant

Tip 1 – Project Objective

When you start a new project, it is important to explain what you want completed in terms of your objective. What do you want to accomplish by doing this project? What is your overall goal – more money? more prospects? more publicity? For example, if your VA is creating an opt-in page for you, they’ll need to know what the reason behind it is, why you want these visitors to sign up with your newsletter.

Tip 2 – Personal Communication

In this world of emails and instant messages it is entirely possible for you to hire a virtual assistant without ever actually hearing their voice at all! However, something seems to get lost in written communications and I find it very helpful to touch base by telephone at least once a month. It doesn’t have to be a long call, 15 minutes even to do a quick review of your goals and changes, etc.

Tip 3 – Emails

When sending email communications to a VA keep each email to one specific focus. If you are sending work, it is a good idea to attach it as a notepad, word or even a zip file so it doesn’t get lost in the stack of emails a VA can get each week.

Good communication is so important for building a productive relationship with a VA so please don’t overlook it, or it could end up costing you money! It may take some time to find what works best with your virtual assistant, but the rewards will be well worth the effort.

To sum things up, one of the most important things to consider when hiring a Virtual Assistant is communication. Communication issues can make things stressful for both you and your VA. Finding out how to communicate with a virtual assistant, as well as ways to work effectively together, will make running your business easier, saving you time and money in the long run!

Preventing Scope Growth Issues with Your Virtual Assistant

When managing a virtual assistant, preventing scope growth issues is vital to maintaining productivity and job satisfaction. Here’s how you can effectively tackle it:

Clear Communication

Regular and transparent communication is crucial. Schedule consistent check-ins to discuss ongoing tasks and upcoming projects. Use tools like Slack or Microsoft Teams to facilitate real-time communication and project management software like Trello or Asana to keep everyone on the same page.

Defined Responsibilities

Clearly outline the duties and responsibilities from the get-go. Create a detailed job description and ensure both parties understand the primary tasks. This reduces confusion and minimises the chance of unexpected workload increases.

Set Boundaries

Establish clear boundaries regarding work hours and availability. Discuss and agree upon when your virtual assistant should be available to handle tasks, allowing them to manage their time effectively without feeling overwhelmed.

Resource Allocation

Make sure your virtual assistant has access to the necessary resources to complete their tasks efficiently. This could include software, training, or additional support from other team members. Regular reviews can help identify any needs that might arise and address them promptly.

Regular Feedback

Provide consistent feedback to ensure tasks are being completed as expected. Positive reinforcement and constructive criticism can improve performance and address any potential issues before they escalate. Utilise feedback tools like TINYpulse or Culture Amp to collect and process feedback efficiently.

Summary

By maintaining clear communication, defining responsibilities, setting boundaries, allocating resources wisely, and providing regular feedback, you can prevent scope growth issues with your virtual assistant. Implement these strategies to ensure a productive and harmonious working relationship.