A Seamless System: Establishing Your Routine with Your Virtual Assistant

The client-VA relationship is very much a dance. Initially, you feel awkward as you try to figure out the rhythm of each other (i.e. writing style, communication preference etc). In time, however, you lose the awkwardness and the working together becomes routine and easy. The best way to reach this routine and beneficial relationship is to do some of the following things:

Have a regular check in call (Establish a mutually agreed upon time to check in. Set aside at least 30 minutes. Some times, it might take the whole 30 minutes and others it might just be for 10 or 15.)
Build systems for your VA to execute without notification from you (The better organized you are in your business in the way of systems and procedures, the easier it will be for a virtual assistant to come in and help.)
Regular due dates (For example, if your VA is assisting with blog writing or social media, establish when you want to receive the blog and postings.)
Create regular actions that occur at the same time each week (ie checking the business general inbox)

The more routines you have, the more seamless your relationship will be and the more PRODUCTIVE your VA will be. Your VA will become part of your business system.

One final ingredient to a strong routine and relationship is communication. In the beginning, extra communication is key. It is imperative that the client take the time to explain their expectations and goals for the VA. If the VA has questions about something that might not be clear, they MUST ask questions. It is not unusual for a VA to have increased hours in the beginning as they are finding their routine and learning how to meet client expectations. Eventually, things smooth out and the hours will even out as they understand daily/ weekly expectations.

When first hiring a VA, take the time for check in phone calls or online meetings. It is imperative that both sides are patient and open to the extra time that might be needed. I can guarantee that if the time is taken up front and proper communication is provided (on both sides), a strong and enduring routine will form. And pretty soon, the client will not remember what it was like not to have their VA working for them.

If your business could benefit from a virtual assistant, contact Freedom Makers. We can start a conversation about what a virtual assistant can take care of in your business. You can start by taking our Task Audit to help you identify tasks in your business where a virtual assistant can assist.