A Virtual Assistant is almost a must have for almost every small business owner or they should be, they can do all the mundane tasks that you find yourself doing allowing you to better utilize your time and make more money. However it’s very important to create a process whereby you provide your VA with clear instructions and limits. You want your virtual assistant to know when it’s okay to contact you, what method you want them to use, and what deliverables you’re expecting. At the same time, you also want to empower them to help you improve your systems and procedures.

Why Settle For One Virtual Assistant

Just because you know every aspect of your business from A to Z it’s wrong to expect one VA to understand it. In fact, your business will run much better if you have different virtual assistants to do different portions of any one project. Then have a project manager, which can be you or someone else, whose role it is to put it all together.

Working With A Virtual AssistantCreate VA Frequently Asked Questions

Within your project management system, every time you have to answer a question from a virtual assistant you can add it to a frequently asked questions file. That way VAs can get answers on their own without calling you about things that are asked often. You can even let your VAs add to the FAQ when they ask you a question that you’ve answered that wasn’t listed.

Create Systems and Procedures

Utilize a task management system such as Asana.com to detail your companies systems and procedures so that your VA can simply follow these instructions. You should also get your VA to detail their own systems and procedures so that other VA’s can learn from them.

Use Recorded Videos

When you teach any virtual assistant how to do something, record it if possible, then put it in your training program so that if you need to hire someone else to do that same task you don’t have to train them live again. You can even ask a VA to record training for you.

Meet “Live” Periodically

It’s always a good idea to meet your team live on a periodic basis. You can do this through webinar software such as Google Hangouts, or GoToWebinar.com or something else entirely. It doesn’t need to be a long session, just 30 minutes or so once a month can really pay off in terms of making your team feel part of a group and a member of your team. Team members who feel included are more likely to enjoy their position and will often produce much better work.

Provide Clear Instructions

The less clear you are when you give any instructions to your virtual assistants, the more time it might take them to do it because they will have no choice but to ask questions. A phone call, or a string of emails asking questions is a waste of time. Just give clear instructions first that give the why, what, and how of your request. Be as specific as possible and you’ll not only get better results, but you will also have a happier team.

Empower Your Virtual Assistants

The other key to ensuring that you get good results from your VA is to empower them to make suggestions and once they have proved themselves to use their initiative to produce better results. If you’ve told them why you want something, what you want (the deliverable expected), and how to do it but they know a better way to do it, they should be free to make suggestions. Often a VA has more expertize in a topic than you do and can save you an enormous amount of wasted effort if you open your mind to listening.

Finally, create standard operating procedures that work throughout your team and business. Each virtual assistant should know who to ask questions of, how to get additional help, when it’s okay to contact you, and how to handle various things that come up on their own.

Working With A Virtual Assistant
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