Imagine this: You’ve finally taken the leap and hired a virtual assistant to lighten your load. But a few weeks in, tasks aren't getting done in the way you had hoped, communication feels clunky, and you aren't sure if your virtual assistant understands you or your company's goals. Now you're wondering if bringing a virtual assistant on is actually saving you time, or creating a new set of problems.
A nightmare scenario, to be sure. But it is likely that the root of the problem isn't your virtual assistant -- it's your onboarding process.
Delegating to a virtual assistant can be like bringing in a partner to help grow your business. But without a proper introduction and clear expectations, even the most experienced assistant will struggle. That’s why an effective onboarding process is essential. Not only does it ensure a smooth start, but it also lays the foundation for a productive, long-term relationship that can help you focus on what you do best: running your business.
If you want to build a long-term, healthy, and productive relationship with your virtual assistant, you need to conduct an onboarding so your virtual assistant feels like a valued part of your business. When a virtual assistant feels integrated into your business, they become even more enthusiastic and motivated to contribute to your business operations.
A robust onboarding process can set the stage for a successful and mutually beneficial partnership, leading to increased longevity and tremendous productivity.
Properly onboarding a virtual assistant is essential for several reasons. First, a deliberate, structured onboarding process ensures clarity and understanding. By providing your virtual assistant with a clear picture of your business operations,
long-term goals, expectations for collaboration, and where their tasks fit into that larger picture, you are reducing the opportunity for misunderstandings and errors.
Robust onboarding also fosters engagement and commitment. When a virtual assistant feels connected to your business, they are more likely to be engaged and committed to your goals. If you have a person on your team who is fully invested, both you and your business will reap the rewards.
Additionally, by taking the time to onboard your virtual assistant, you are laying the foundation for a trusting and harmonious working relationship, which becomes crucial during collaboration. Take care of your future self by setting the groundwork for an easy, respect-based relationship that can weather stressful situations and grow as your business grows.
Proper onboarding is an absolute necessity if you want a virtual assistant who is happy, a true team player, and willing to work hard to boost your business's productivity.
The best onboarding starts with good, thoughtful preparation. Start by considering the roles and responsibilities your virtual assistant will have and think through the expectations you have for how your collaboration will play out. Be honest with yourself about your delegation comfort level. If you are apprehensive about outsourcing tasks - even if you are excited about doing so - consider how you can structure the handoff so you don't cause yourself unnecessary stress. You will eliminate misunderstandings and miscommunications by expressing your preferences early on and providing a roadmap for how you will work together.
Your virtual assistant needs to know where you hope the relationship and your business goes. Sharing your overall plan will position you both to build a thriving work relationship. The best collaborations occur when each person involved is informed and working toward a common objective.
At Freedom Makers Virtual Services, we encourage our clients to
establish their expectations with their Freedom Maker virtual assistant in a formalized manner so that nothing is left to speculation. By working through a series of prompts and deciding on the methodology of your collaboration (things like communication channels, turnaround time, working hours, and if-then scenarios), you can ensure a smooth integration of your virtual assistant into your business.
PRO TIP:
Build a document that you both can refer to as the relationship develops. Consider all the areas that will facilitate your interactions and make collaboration easier. We have created a fillable document that you can download and customize to your specific working relationship with your virtual assistant.
You can read more about establishing expectations and download our tool for free by clicking here.
One of the most critical elements of establishing expectations is deciding what communication methods you will use throughout the onboarding process and going forward as you work together. Consider tools such as email, Slack, Google Chat, or Zoom, and ensure both you and your virtual assistant are comfortable using them. Because effective communication is the backbone of any successful working relationship, having channels established from the beginning is vital.
PRO TIP:
While it may seem efficient to simply email your virtual assistant a list of tasks, we recommend virtual face-to-face conversations during onboarding and as often as possible.
Meeting face-to-face, even in a virtual setting, is relationship-building. The facial expressions, eye contact, and nonverbal cues available during video meetings create a familiar and personal connection.
As you prepare to onboard your virtual assistant, think through any documentation you might have that you will share with your virtual assistant. Are there company policies, procedures, or standard operating procedures (SOPs) in place? Providing these will help your virtual assistant have a clear understanding of how your business operates.
PRO TIP:
If you don't yet have any company policies, procedures, or SOPs in place, tell your virtual assistant you would like them to help develop and document these as part of their work for you!
Freedom Maker virtual assistants are trained to document while doing so. Ask them to help you build out your business playbook with how-to documents that will set you up to scale in the future.
Finally, think through what your virtual assistant might need to execute their work for you. Will they be sending correspondence on behalf of the company and need a company email address? How will you share passwords and login information? Do you need to establish a shared drive? Will additional user seats be needed for the software your business uses? Having these practical things set up in advance of your first meeting will allow your virtual assistant to get to work more quickly.
Once you've prepared, it's time to start the onboarding process. Begin with a warm welcome and an introduction during which you share about yourself. Think through your background and any relevant information that might help your virtual assistant understand who you are as a person and a leader. Be sure to give a thorough and robust overview of your business, its mission, and your values. These things will help your virtual assistant understand the bigger picture and feel more connected to your business.
Be sure to leave time for your virtual assistant to introduce themselves to you. Listen for areas of commonality and previous work experiences that you might be able to leverage in the future. Virtual assistants frequently have a wide range of experience working with companies in many different industries. Their insights into other business spaces may be an asset for you down the road.
Next, work to familiarize your virtual assistant with any structures your business might have in place. Explain to your virtual assistant which tools and platforms you currently use and how you manage projects. If your company utilizes a CRM, be prepared to walk them through how you manage your information. This is your opportunity to provide any and all relevant login information, passwords, and access points they may need in order to complete their work.
Finally, build in time for training so you can demonstrate how specific tasks should be performed. You can use screen sharing and recorded videos for step-by-step guidance. Having hands-on training and something to refer back to will help your virtual assistant get up to speed quickly and execute their tasks with confidence and accuracy.
PRO TIP:
If you don't have a specific way you want things done, that's okay, too!
Your virtual assistant may have their own tried-and-true methods for task accomplishment that will work well within your business's workflow. Be sure to ask for insight and feedback on the processes you use. Freedom Maker virtual assistants are always encouraged to look for efficiencies and automation where possible, so together, you might find a way to save time getting your tasks accomplished.
Establishing ongoing communication and support is critical for the continued success of your working relationship. Schedule regular check-ins, whether weekly or bi-weekly, to discuss progress, address concerns, and provide feedback. For your virtual assistant, regular meetings are critical in helping them understand how they can be more successful in their role. Regularly communicating with you provides them with the safety of knowing where they stand based on your feedback. It allows for any course deviations to be corrected with ample time to prevent larger problems and to save your relationship from going south. Regular check-ins help maintain open communication and ensure your virtual assistant has a regular opportunity to raise questions, bring suggestions to you, and continue to feel like part of the team.
If you can put yourself into the mindset of being a partner-like leader with your virtual assistant instead of donning the hat of a traditional boss, you can help create a sense of belonging for your virtual assistant. Work to create meaningful interactions and try to recognize and appreciate your virtual assistant's efforts regularly. A simple thank-you email or a shout-out during team meetings can go a long way toward making them feel valued. Recognition is motivating! It boosts morale and can significantly enhance your virtual assistant's job satisfaction and overall happiness. This leads to longevity and productivity, which makes good business sense.
To help you implement these steps, here's a two-step onboarding plan that you can follow:
Being deliberate about onboarding your virtual assistant is essential for effectively integrating your virtual assistant into your business and getting the most value and productivity from the relationship. By investing time and effort into onboarding, you can ensure that your virtual assistant feels valued, supported, and motivated to contribute to your business's success.
For more information about onboarding a virtual assistant, and for access to our Onboarding Checklist, click
here.
And, if and when you're ready to experience the benefits of a well-integrated virtual assistant, our Discovery team is here to help.
Contact us today to start your relationship with a Freedom Maker virtual assistant. With our hosted KickOff Call and comprehensive onboarding tools, we'll ensure a smooth start.
Let's work together to set you, your business, and your virtual assistant up for success!
Website by EnlightWorks
