Top 3 Ways to Foster Trust and Reliability with Your Virtual Assistant

Virtual assistants are becoming essential allies for entrepreneurs and small business owners. 

Many have found that delegating routine and time-consuming administrative or operational tasks to a virtual assistant can free up time and energy that can then be redirected into areas like strategy, growth, and innovation. Clients of Freedom Makers Virtual Services have discovered that the real magic happens when the relationship with their virtual assistant evolves beyond task management and grows into a trusted partnership. 

Fostering trust and reliability can create a powerful partnership between you and your virtual assistant that becomes the secret ingredient to the most productive and rewarding collaborations.

A Journey Toward Trust: From First Steps to Flourishing Partnerships

Take Brandon and his Freedom Maker, Sarah. 

Over two years ago, Brandon, who is both active-duty military and a small business owner, realized that managing the administrative and operational demands of business on his own was unsustainable. He approached Freedom Makers with a specific need for a virtual assistant who could manage his email inbox, coordinate and schedule meetings, and input client data into Salesforce.  “I’m looking for a teammate,” Brandon shared when he first partnered with Sarah, “someone who loves being part of a team, has a learning mindset, and can make a huge positive impact.”

He selected Sarah, the spouse of a US Marine, to help out with administrative support.

Over the past two years, Sarah has become an indispensable part of Brandon’s business. After proving her proficiency and commitment - and as Brandon came to trust and rely on her - Sarah began to play a pivotal role in improving Brandon’s workflows. She encouraged Brandon to transition from Salesforce to Google Sheets for client tracking, which simplified the process and saved valuable time. 

Additionally, Sarah now helps to execute Brandon’s marketing strategy by working alongside his external marketing team. Brandon now has more time to focus on expanding his coaching business.

Through bi-weekly check-ins and robust collaboration, Sarah gets her tasks done efficiently and also is encouraged to make the types of suggestions that bring value and drive the business forward. Their ongoing relationship is a testament to the fact that trust, clear communication, and a shared mission can turn a virtual assistant into a true partner in success.

Brandon and Sarah’s story is not unique. 

Across industries, business owners have discovered that their virtual assistants are eager to contribute meaningfully to the businesses they work within.

Your virtual assistant can become a true partner, invested in the success of your business if you focus on three critical strategies: communication, clear expectations, and thoughtful onboarding.

1. Build Rapport Through Inclusive Communication and Regular Check-ins

The foundation of any strong partnership is communication. Just as you would nurture a relationship with an in-office team member, maintaining open and regular communication with your virtual assistant creates a sense of inclusion and trust.

At its core, communication is about connection building. When both parties feel heard and understood, there can be an alignment of endeavors toward accomplishing common goals. Regular check-ins create opportunities to clarify expectations, discuss potential challenges, and find new ways to bring your virtual assistant further into your business. When communication flows freely, it creates a strong, comfortable, collaborative environment where both you and your virtual assistant can thrive.

At Freedom Makers Virtual Services, we suggest:

• Schedule Regular Meetings: Consistent check-ins, whether weekly or bi-weekly, provide a platform for updates, feedback, and alignment. These conversations create a space for brainstorming and problem-solving together.
• Use Collaborative Tools: Platforms like Slack, Asana, or Zoom facilitate ongoing communication and help both parties stay connected, even when working asynchronously.
• Cultivate Inclusivity: Share your vision and involve your virtual assistant in strategic discussions. Their investment in your business grows when they feel like part of the team.

At Freedom Makers Virtual Services, we don’t just emphasize the importance of communication and inclusion - our goal is to build it into every client relationship from the start.

Our hosted Kick Off Call (KOC) ensures that new assignments begin with clarity and connection.

During this structured meeting, we work to align on goals, establish workflows, and set clear communication preferences, which help set a strong foundation for collaboration. We work to smooth out any areas where potential misunderstandings could occur, as well as equip both our clients and our Freedom Makers to embrace communication as the main tool for long-term success.

2. Set Clear Expectations and Encourage Accountability

Trust often falters when there’s confusion about roles, responsibilities, or expected outcomes. Setting clear expectations ensures a smooth workflow and builds confidence and trust.

Setting clear expectations from the start of your relationship helps overcome the challenges that can arise when working remotely with a virtual assistant. Without clear guidance, task execution can fall into isolated “stovepipes,” where your virtual assistant’s work progresses without a broader understanding of your goals. This can potentially lead to frustration, the need to rework tasks, or missed deadlines.

Quick clarifications can happen easily in a traditional office setting, which is not the case when working with virtual team members. Therefore, being super deliberate and intentional when communicating is essential. By establishing expectations around how and when to communicate, task turnaround times, and preferred workflows upfront, both you and your virtual assistant can move forward with confidence and clarity.

We have found that the business owners who clearly outline priorities for their project, along with deadlines and preferred communication channels, have the most long-term success with their Freedom Maker. Setting expectations early reduces the need for reactive problem-solving or constant input or redirection, even across different time zones.

To build clarity and accountability:

• Create SOPs: Document step-by-step guides for recurring tasks, giving your virtual assistant the confidence to work independently.
• Leverage Task Management Tools: Tools like Trello, Monday.com, or ClickUp ensure transparency in tracking progress and deadlines.
• Provide Constructive Feedback: Timely, specific, and constructive feedback helps your virtual assistant grow and feel valued, strengthening their commitment to your goals.

3. Invest in Onboarding and Continuous Development

The first few weeks with your virtual assistant can really set the groundwork for how successful your relationship can grow to be. Executing a robust onboarding is where you can share your goals, introduce your workflows, and build the type of rapport that sets the tone for your partnership. 

At Freedom Makers Virtual Services, we have seen first hand how important a structured and thoughtful onboarding process can be to setting the groundwork for a successful relationship. By sharing your goals, introducing your workflows, outlining clear objectives, sharing access to tools and platforms, and scheduling regular check-ins, your virtual assistant will be ready to hit the ground running.

Likewise, encouraging the professional development of your virtual assistant is an investment not just in their growth but in the success of your business as a whole. If you create an environment that values learning, your virtual assistant will appreciate the opportunity to grow in a meaningful way that could be very meaningful to your business. You can provide opportunities to explore new tools and platforms, encourage them to suggest improvements to existing processes, or give them a chance to expand their responsibilities as they become more familiar with your business.

When a virtual assistant feels supported and valued, they’re more likely to feel comfortable bringing fresh ideas - based on their depth of experience - to the table. Celebrating their contributions and encouraging their growth can cultivate the type of mutual respect and loyalty that is prized in any working relationship.

Try:

• Thorough Onboarding: Share detailed information about your business, from mission and values to specific task workflows. Tools like Loom for screen-recorded training or shared Google Docs for resources are invaluable.
• Encourage Development: Provide opportunities for your virtual assistant to expand their skills, whether through training or taking on new challenges.
• Recognize Contributions: Small gestures like celebrating milestones or acknowledging exceptional work can go a long way in fostering loyalty and trust.

Building trust and reliability with your virtual assistant doesn’t happen overnight. 

It requires intentional effort, clear communication, and a willingness to invest in the relationship. At Freedom Makers Virtual Services, we work hard to connect small business owners with the right military spouse virtual assistant to meet their unique needs. Our onboarding process is designed to pave the way for success from day one, ensuring that virtual support can become a gateway to valuable partnership. 

Reach out to our Discovery Team today to discuss how a Freedom Maker can make a difference for your business!