Hired a Virtual Assistant? Here’s What to Do Next.
Hiring a Virtual Assistant (VA) is a big step toward reclaiming your time and focusing on high-level tasks that drive your business forward. But once you've made the hire, you might find yourself asking, What now?
To help you navigate this transition, here’s a practical guide to maximize the efficiency and effectiveness of your VA. From understanding what tasks to delegate to setting up approval workflows, these steps will ensure a smooth and productive working relationship.
Step 1: Conduct a Time Audit
Before assigning tasks to your VA, you need to understand where your time is going. Spend one week tracking your activities in detail. Write down everything you do during the day—emails, scheduling, client follow-ups, research, invoicing, etc.
Once the week is up, review your list and ask yourself:
What tasks can I delegate entirely?
What tasks require some collaboration or oversight?
What tasks must I retain full control over?
Example of a Time Audit in Action:
Tracked Tasks:
9:00 AM - Responded to client emails (1 hour)
10:00 AM - Scheduled meetings for the week (30 minutes)
10:30 AM - Created social media captions (1.5 hours)
Post-Audit Delegation:
Emails: VA filters and prioritizes for your response.
Meetings: VA schedules and manages.
Social Media: VA drafts captions, and you approve final edits.
This simple breakdown allows you to see where you can reclaim your time by entrusting specific tasks to your VA.
Step 2: Categorize Tasks
Once you've completed your time audit, categorize your tasks into three buckets:
Tasks Your VA Can Handle Independently These are routine, repetitive tasks that don’t require your input once proper instructions are in place. Examples include:
Email filtering
Social media scheduling
Data entry
Tasks That Require Collaboration
These tasks need your input but not full control. Examples include:
Drafting emails or proposals for your review
Research for upcoming projects
Preparing reports
Tasks Requiring Your Final Approval
These are tasks where you need to review or approve before moving forward. Examples include:
Finalizing contracts or agreements
Sending invoices
Publishing major updates
Setting clear expectations for these categories from the start will help your VA feel confident and empowered in their role.
Step 3: Create an Onboarding Process
An effective onboarding process sets the tone for a successful working relationship. Here’s how to do it:
Provide Clear Instructions and Tools
Share a list of the tools and platforms your VA will use (e.g., project management tools, communication channels). Provide access and training where necessary.
Outline Communication Preferences
Decide how you’ll communicate. Will you check in daily, weekly, or as needed? Set expectations for response times and preferred methods (e.g., email, Slack, or Zoom).
Start With a Training Period
Use the first 1-2 weeks to test their skills and familiarize them with your processes. Assign small tasks and gradually increase their responsibilities as they gain confidence.
Set Milestones
Establish clear goals and deadlines. For instance, "By the end of the first month, you should be independently handling email correspondence and calendar management."
Create an Onboarding Checklist
Having a checklist can streamline onboarding and ensure nothing is overlooked. Your checklist might include tasks like setting up email access, sharing SOPs, and reviewing key tasks.
Shadowing or Video Training
Consider recording Loom videos or hosting live screen-sharing sessions to train your VA on specific tasks, such as navigating software or completing recurring tasks.
Sample Goals for First 30 Days:
Examples of early goals could include “Respond to all general inquiry emails” or “Prepare a weekly analytics report.” This gives the VA a clear idea of what to work toward initially.
Step 4: Establish Approval Workflows
To avoid bottlenecks, create a system for tasks that need your approval. For example:
Content Creation: Your VA drafts and submits for your approval before publishing.
Invoices: Your VA prepares the invoice; you approve before it’s sent.
These approval steps will ensure you maintain control over key tasks without micromanaging.
Step 5: Conduct Weekly Check-Ins
Schedule a weekly check-in to discuss the overall rhythm of your collaboration. During these sessions, address:
Task Progress: Review any challenges or questions related to ongoing tasks.
Feedback and Adjustments: Provide constructive feedback and ask if they need support to perform better.
Workflow Improvements: Explore ways to improve processes, such as streamlining repetitive tasks or shifting responsibilities.
Regular check-ins create an open dialogue, allowing both you and your VA to adjust as needed for optimal performance.
Step 6: Set Boundaries
When working with a VA, setting boundaries helps protect both your time and theirs. Consider these:
Time Boundaries: Set realistic expectations about availability and response times. Avoid expecting immediate responses outside of agreed-upon hours.
Scope Boundaries: Clarify their role to avoid overloading. If their workload expands, discuss adjusting their hours or workload accordingly.
Pro Tip: Revisit the VA’s workload and responsibilities every few months to ensure alignment and prevent burnout.
Step 7: Delegate for Impact
When assigning tasks, think about what will free up the most time and mental energy for you. Delegate tasks that:
Distract you from strategic planning.
Are important but time-consuming.
Require consistent follow-through.
Consider giving your VA ownership of certain low-risk projects to build their confidence and develop their skills. This approach turns them from a task-doer into a thought partner who can anticipate needs and offer solutions.
Common Pitfalls to Avoid
Knowing common mistakes can help you sidestep them:
Micromanaging: Give your VA space to work independently on tasks.
Unclear Expectations: Specify deadlines, expected results, and quality standards to avoid misunderstandings.
Overloading the VA: Respect their capacity and check in regularly to make sure their workload is manageable.
How to Measure Success
Evaluate the success of your VA over time based on:
Time Savings: Are you spending less time on non-strategic tasks?
Increased Productivity: Are you able to focus more on growth-related activities
VA’s Independence: Does the VA work with minimal supervision, freeing up your time?
Measuring these will help you assess the tangible benefits of hiring a VA and identify any areas for improvement.
Hiring a VA is just the first step. The real success lies in how you manage and collaborate with them. By conducting a time audit, categorizing tasks, implementing a strong onboarding process, and setting up clear workflows, you’ll create a partnership that empowers both you and your VA to thrive.
If you’ve just hired a VA and feel overwhelmed, start here. These steps will help you transition from wondering what to do to confidently delegating and growing your business.
What’s your biggest challenge with managing a VA? Let me know in the comments!