3 Tips for Success with Your Virtual Assistant

As a virtual assistant, it is rare I miss a night of sleep. I know most small business owners cannot say the same. I like to compare being a virtual assistant (VA) to being an eagle. When a storm rolls in, it is said that the bald eagle rises above and just keeps soaring while other animals seek shelter. As a VA, it is our job to complete the tasks we are assigned and keep moving forward with the workflow provided to us. This does not mean that problems and issues don’t arise in our work but it is our job to help our clients moving so that they can complete their mission and deal with the bigger issues that arise. 

To ensure that your virtual assistant relationship is set up for success, there are some essential tips I have for clients thinking about hiring a VA. 

Are you ready?

It is important to ask yourself if you are truly ready for a VA. You might know that you need help but are you ready to delegate? Are you ready to hand things over to someone else? The only way a VA can help your business is if you can hand over those tasks that stress you out. 

It is best to ask yourself the following questions: what keeps you up at night because you know you did not complete it that day? What tasks are perpetual on your to-do list? What tasks do you hate? Find the answers to these questions and list them out. Then from that list, figure out how to hand them over to someone else.

Create systems

Once you create that list of items that you would like taken off your plate, then determine how best to delegate them to someone else. At Freedom Makers, we have found that our best clients are ones that have systems set up so that the tasks they want done can be done in an organized manner. 

You will want to create a Set it and Forget It System--a system that allows you to plan ahead and get more work done using less energy. There are 3 components which make up this system: 1) Triggers; 2) Tools; and 3) Actions. Triggers are what you need to get started. Tools are the things needed to complete the work. And Actions define what work needs to be done. 

This will take some work on your part if you do not have a system established, but the work upfront will pay off in multitudes once you hand them off to that soaring VA.

Communicate & Appreciate

Once you have established those systems and handed them over to your VA, it is essential to treat your VA as part of your team. Though they most likely are a contractor, they still are a vital part of your infrastructure. Hopefully, they are reducing your stress level and even improving your sleep patterns. Therefore, you need to keep them in the loop on your business and even show them appreciation.

Some ways to maintain communication is through weekly check ins. These can be set up for 30 minutes each week and may be only 10 at times or a full 30 depending on the workload of that week. These ensure that you both stay on the same page. Though tools like texting and online project collaboration tools are great, they do not always fill in all of the gaps of miscommunication that might arise. 

Another way to ensure your VA is receiving communication and feeling appreciated is inviting them to your business’ team meetings. They may not have a speaking part but they can observe and keep up with the battle rhythm of your business. They will feel like they are in the loop on things and thus part of the team. 

Appreciation need not come in the form of a gift or accolade but rather ensuring your VA is included in your business’ communications and meetings.

In the end, the best thing you can do for your business is reduce your stress. A virtual assistant can help with that by taking those pesky tasks off your plate. Take the time to ensure you are ready for this important relationship by doing the proper prep work. In the end, that extra time and effort will pay off as you both soar.