Many businesses and busy professionals rely on virtual assistants to stay organised and efficient. Whether helping with administrative tasks, social media management, customer service, or personal errands, a virtual assistant can be an invaluable partner. However, to truly unlock their potential, clear and effective communication is key. Here’s how you can build a strong, productive relationship with your VA through better communication.
Set Clear Expectations from the Start
Before your virtual assistant even begins working, you should outline exactly what you expect. What tasks do you want them to handle? What are your priorities? How quickly do you expect responses or completed tasks?
Provide a detailed job description and, if possible, a written guide or manual that explains how you like things done. Clear expectations prevent misunderstandings and set your VA up for success from day one.
Choose the Right Communication Tools
Effective communication requires the right tools. Email is good for longer, detailed updates, but you may want to add faster methods like Slack, WhatsApp, or Trello for day-to-day task management and quick check-ins.
Be consistent with your communication platform. Switching between too many tools can lead to confusion and missed messages. Find what works best for you and your VA, and stick with it.
Schedule Regular Check-Ins
Even if your VA is highly independent, regular check-ins are important. Schedule a weekly or biweekly call to discuss progress, new tasks, and any questions they might have.
These meetings allow you to catch potential problems early, make course corrections, and build a stronger professional relationship. It also allows your VA to offer ideas or feedback, which can help improve your workflow.
Be Specific and Detailed
Vague instructions can easily lead to mistakes. Instead of saying, “Please handle my emails,” provide a clear, detailed explanation like, “Check my inbox twice daily, flag any urgent emails, and draft responses for my approval.”
The more specific you are, the more likely your VA will complete the task exactly as you envision. Detailed communication saves time and reduces the need for revisions.
Give Constructive Feedback
Feedback is essential for growth. If your virtual assistant does something incorrectly, address it promptly but constructively. Focus on the behaviour or result, not the person.
For example, instead of saying, “You didn’t do this right,” you can say, “Next time, could you please make sure the report includes these sections?” Positive feedback is just as important — recognising a job well done motivates and encourages continued excellence.
Be Open to Their Ideas
Virtual assistants often work with many different clients and have valuable insights and experiences to share. Be open to their suggestions for improving your processes.
Sometimes, a VA might suggest a more efficient tool, a better way to organise your tasks, or a new method for handling customer service. Listening to their ideas can make your operations smoother and more effective.
Respect Their Time and Boundaries
Just because your VA is virtual doesn’t mean they are available 24/7. Be mindful of their working hours, and try to batch your communication instead of sending a dozen scattered messages throughout the day.
Establish clear guidelines for when they should be available and honour those boundaries. Respect builds trust and ensures your VA remains motivated and productive.
Effective communication isn’t just about talking; it’s about building a professional relationship based on trust, clarity, and mutual respect. Master this, and you’ll wonder how you ever managed without your virtual assistant.
