A virtual assistant (VA) can help you manage your workload, save time, and increase productivity. However, it’s important to establish clear guidelines and communication to ensure success. Here are some tips on how to work with a virtual assistant and establish an efficient workflow.
Best Practices in Working with a VA
Identify your needs
Before hiring a virtual assistant, identify your needs and tasks you want them to handle. Be specific about the skills required and duration of the work. This will help you find the best candidate and ensure that you are both on the same page.
Establish communication protocols
Establishing effective communication protocols is a vital foundation when working with a virtual assustant. Identify preferred modes of communication, response times, and methods of tracking work progress, especially in the beginning of your working relationship.
Make sure that you provide concise yet clear instructions on how your VA should complete the tasks you assigned. Scheduling regular meetings is also important.
Not only will these help manage expectations and ensure that tasks are completed efficiently, it will also help build confidence and trust between you and your virtual assistant.
Set deadlines and priorities
Set deadlines and priorities for tasks, so that your virtual assistant can manage their workload effectively. Most of the tasks commonly assigned to virtual assistants are daily routine chores, such as managing emails, scheduling calls, responding to customer service queries, and blog posting. Ensure that you provide your remote employee with the right tools to accomplish these tasks.
To help prevent delays, set reasonable timeframe to which each task must be completed. Communicate the deadlines clearly, as well as the order of importance of each tasks so your VA can prioritize urgent matters.
A productivity expert recommends setting up an online calendar that is to be shared between you and your VA, and eventually to the other members of the team.
Provide clear instructions
Provide clear instructions for tasks and expectations for outcomes. This will help your virtual assistant understand what you require and how you expect the task to be completed.
You may also want to consider recording short “how to” videos to instruct your VA of the step-by-step process in doing particular tasks, especially the complicated ones. This way, you can avoid the error prone and time-consuming method of writing long explanations through email.
Track progress and provide feedback
Monitor the progress of your virtual assistant and provide feedback regularly. This helps identify areas for improvement and ensures that tasks are completed to your satisfaction.
Maintain confidentiality and data security
Maintain confidentiality of sensitive information and ensure that data security measures are in place to protect your business and client data.
Pay promptly and fairly
Promptly and fairly pay your virtual assistant for their work. This indicates that you value their time and effort, and helps maintain a positive working relationship. Forbes encourages employers to give specific praise to your virtual assistant’s input. For example, if you laud your VAs social media caption, they will possibly give higher regard on such tasks.
By following these guidelines, you can work effectively with a virtual assistant and maximize the benefits of outsourcing work.