How to Get in Sync with Your Virtual Assistant

Now that you’ve taken the step to hire a virtual assistant (kudos to YOU!), it’s time to get in sync in the most efficient way possible. It’s about more than handing off outstanding work that needed to get done yesterday – it’s about saving time, meshing well together, and getting in an unstoppable working groove. Your partnership with your virtual assistant is an important one because it directly affects productivity, which is the main reason why you sought out help in the first place! If you’re wondering how to go about building the best working relationship, we’ve put together some helpful tips for you:

Schedule Weekly or Bi-weekly One-On-One Meetings

Meeting regularly, versus always communicating via email, directly changes the trajectory of what you get done and how it gets done. It allows for you to connect with your assistant to discuss task priorities for the next week or two, what went well in the previous week(s), and what areas can be improved upon in the future. Schedule a call or try video chat for a more personable interaction. Don’t leave your assistant in the dark about your expectations because although he or she may be great at what he or she does, no one can read your mind. Be honest and upfront with what you need and how you feel things are going. Straightforwardness and clarity go a very long way and eliminate any gaps in communication, which is very important when engaging in a remote work experience.

Allow for an Adjustment Period

As you get in the trenches of working together virtually, there will be a learning curve as your assistant gets accustomed to your communication style, preferences, and pace of work. Not to worry! They’ll adjust in a timely manner and you’ll gain more confidence in their ability to successfully accomplish tasks. Be sure to inform your assistant of important do’s and don’ts, how you prefer to communicate (email, text, and/or phone), pet peeves (this one is SUPER helpful), and lay out what an average day for you looks like so they’ll understand the level of assistance you need. This period requires patience and excellent communication and if done correctly, overallproductivity will soar.

Share Necessary Access Information

Virtual assistants manage tasks such as calendar scheduling, travel planning, social media management, graphic design, content creation, purchasing, and so forth. In order for them to get started with learning the systems you use to run your business, you will need to organize all access information in one place and share. Encourage them to keep track of things like your frequent flyer miles loyalty number, credit card numbers, social media passwords, website logins, and use as necessary. Due to the level of confidentiality, be sure to explain the importance of discretion and non-disclosure, and have them sign an agreement to protect you and your business in case anything should ever happen.

Be Willing to Train

Or designate a knowledgeable member of your team to spearhead the process. There’s nothing worse than your virtual assistant entering this exciting, new position without being properly trained to work with you and understand how your company works. Always have a resources guide and company manual available and review it together during the first week. If you don’t have either yet, take some time to create one. Many small business owners have little to no experience working with a virtual assistant, so it is critical that you gain a strong understanding on all that it entails. For tips on how to manage your new virtual relationship, check out Virtual Freedom by Chris Ducker and discover the power of building teams of virtual employees to help run, support, and grow your business(es).

Once you’ve mastered the art of getting in sync and staying there, you’ll be so glad you hired a highly effective virtual assistant.There will be growing pains because everyone has a unique working style and there are many moving parts within your business, but it will all come together. If you haven’t already added a virtual assistant to your team, what are you waiting for? Enjoying the benefits of an affordable and super productive assistant – all online and ready to meet your daily needs. Share your learnings in the comments below!