After screening potential virtual assistants (VA), you’ve finally found the one who can help you boost your business to new heights. However, your virtual assistant can only do so much without proper communication and guidance.
In this article, we’ll teach you how to communicate with virtual assistants, allowing you to tap into their full potential and create the ideal environment for collaboration and success.
Set Clear Expectations from the Start
Before you have your virtual assistant begin work, you must be upfront about what you expect from the work they’ll do. Communicating this can help you avoid misunderstandings and set the tone for a productive working relationship.
- Define the roles and expectations: Outline the specific tasks, duties, and projects you expect your VA to handle. Be sure to be direct about what you want them to do and how you expect them to get it done.
- Provide examples and templates: Show your VA the type of work you expect through examples. If you can give them a template to follow, share it with them. This way, your virtual assistant knows the standards you have for them.
- Establish clear KPIs: Communicate what Key Performance Indicators you’ll be monitoring, such as customer satisfaction scores, task completion rates, or efficiency improvements.
Choose the Right Communication Tools
Effective communication with a virtual assistant starts with the right communication tools and software. Be sure that you and your VA are both proficient in the platform you choose.
- Slack: Best known as a messaging app that can facilitate team collaboration. You can make different channels to help you and your VA stay organized and focused when handling different projects.
- Zoom: A video conferencing platform where you and your VA can meet for quick check-ins or in-depth meetings. You can use its breakout rooms, digital whiteboards, screen-sharing, and recording features.
- Gmail: Offers professional email services for communication and file-sharing.
Establish Regular Check-Ins
Check-ins ensure that you and your virtual assistant are on the same page. You can use these meetings to review goals, celebrate achievements, and communicate any necessary adjustments to the workflow.
- Schedule regular check-ins: Follow a consistent schedule for check-ins, whether they are daily, weekly, or bi-weekly. Regular meetings help you stay updated on your VA’s progress, address any issues, and provide necessary feedback.
- Prepare an agenda: Inform your VA of the topics you want to discuss before each check-in. An agenda can include project updates, feedback on completed tasks, and upcoming priorities. This way, meetings with your virtual assistant can be productive.
- Review goals and objectives: During check-ins, review the goals and tasks assigned to your VA. Discuss their progress, any obstacles they may be encountering, and how they plan to overcome them. This keeps you informed and helps your VA stay focused and motivated.
Provide Detailed Instructions
It’s one thing to give instructions and another to give clear and precise instructions. Be sure that your VA can understand everything you want them to do to increase productivity.
- Make use of Project Management Tools: Use tools like Asana, Trello, or Monday.com to assign tasks and track the progress of your VA. These platforms allow you to post instructions, set deadlines, and get work done on time all in one place.
- Use clear and concise language: Avoid using difficult-to-understand words when giving instructions to your VA. Be sure to get straight to the point to avoid misunderstandings when managing your virtual assistant.
- Be specific about tools and resources: If certain tools or resources are required to complete a task, tell your VA when giving your instructions. Give them access to necessary files, software, or platforms, and make sure that your VA knows how to use them effectively.
- Establish milestones and deadlines: Break down larger projects into milestones with clear deadlines. This helps your VA prioritize tasks, manage their time effectively, and deliver work on schedule. Review these milestones regularly to ensure you and your VA are right on schedule.
Utilize Collaborative Platforms
Collaborative platforms are essential to managing your virtual assistant. These tools enable real-time collaboration to ensure that your VA is working on the most up-to-date version of documents.
- Google Workspace: This web-based platform allows you and your virtual assistant to collaborate on calendars, documents, presentations, and spreadsheets in real-time. It is highly convenient and does not require downloading.
- Microsoft 356: A cloud-based suite of productivity tools that includes applications like Word, Excel, PowerPoint, and Teams. You and your virtual assistant can use it for real-time co-authoring, file sharing through OneDrive, and communicating with each other.
Foster a Culture of Feedback
Communication with a virtual assistant doesn’t just end after your initial instructions. You need to continue communicating with your VA and give them constructive feedback. Similarly, you should also be open to receiving feedback from your VA.
- Don’t use negative language: When discussing areas for improvement with your VA, use positive language that emphasizes growth and development. Instead of framing feedback as criticism, be sure to present it as an opportunity for growth.
- Encourage openness and honesty: Allow your virtual assistant to express their thoughts and ideas. Let them know that their feedback is valued and encourage them to share their opinions.
Respect Boundaries and Work-Life Balance
Although your virtual assistant is a remote worker, it is important to recognize that they cannot be online 24/7. Respecting your VA’s work-life balance and work hours ensures that they remain motivated and productive.
- Follow set work hours: Don’t message your virtual assistant outside the set work hours unless it’s an emergency.
- Give them time to recharge: Be sure that you’re giving your VA ample time off so they can rest and recharge. Give them days off and follow mandated holidays.
Monitor Performance and Provide Recognition
You can effectively manage your virtual assistant by monitoring them and providing recognition. This can boost morale and encourage them to continue to do well.
- Use Time Management Tools: Time management tools like Toggl or Time Doctor can help you track your VA’s productivity during work hours.
- Review Performance based on set KPIs: Using the set KPIs can help you effectively and objectively review your virtual assistant’s performance.
- Recognize Achievements: Acknowledge and celebrate your virtual assistant’s successes, whether big or small. Your VA’s wins are also your wins, so show them that you think of them as part of your team.
Encourage Continuous Learning and Development
Your virtual assistant can continue to grow and develop under your care if you give them the opportunity to. This not only benefits your VA, but you as well since they can apply the skills and knowledge they gained in your business.
- Promote a culture of learning: Motivate your virtual assistant to keep learning and get the answers to whatever they’re curious about. This can lead them to grow even more as people and as a professional.
- Provide access to online courses: Encouraging professional growth benefits both your VA and your business, ensuring that your team remains competitive and capable of tackling new challenges.
Proper management and communication are the keys to a successful and productive working relationship with your VA. Setting clear expectations to encouraging a culture of learning can help you ensure that your VA becomes an invaluable asset to your business.
Ready to start collaborating with a virtual assistant? Schedule a meeting with Virtual Assistant Solution today to learn how we can help you and your business achieve tremendous success.
