HOW TO HAVE THE BEST EXPERIENCE WITH YOUR NEW VIRTUAL ASSISTANT
You’ve met the virtual assistant of your dreams and just signed the contract. She’s seriously amazing --so knowledgeable, super organized, and right within your budget. OMG, you’re going to be saving so much time. There’s just one thing ...you know how to run your business, but when it comes to packaging certain tasks in such a way for someone else to be able to do it, you’re drawing a blank, so you start to feel a little lost.
Talking about what you need --social management, uploading a blog post, writing thank you, sending emails, etc. --is easier than actually delegating tasks to your virtual assistant so it gets done like you completed the task yourself. Your meetings and emails all sound great, but the nuts and bolts are still needing to be figured out.
Your virtual assistant’s work is only as good as you delegating clear tasks to her.
In order to best utilize your virtual assistant to the fullest, there are a few items to make sure you’re communicating.
Communicating when specific tasks need to be done, how often tweets should be sent out, and any other deadlines will allow you, the business owner, peace of mind knowing that your amazing assistant will get everything done in a timely manner. Not that she was going to wait a week to do an assigned task, but setting the deadline provides a clear, two-way understanding of when a task will be completed. Sometimes tasks need a specific date and time, while others just need to be “done by Friday afternoon.” Either way, communication your schedule and deadline helps you and your virtual assistant move the work along.
Clear instructions should always be given. This helps your virtual assistant produce work as if you did it yourself. This isn’t to say that you need to micro manage every task, but being giving enough input to rid of any confusion will ultimately make it easier on you and your VA. An easy and fast way to give instructions is making a screen captured video. That way your virtual assistant can see exactly what you are needing and be able to replicate the process.
Another way that one of my clients uses (and I LOVE) is checklists in Trello! Each instruction and tasks has a little box I can check out, easily showing my progress to my client!
Here’s an example of a checklist that you can make in Trello:
If you have routine thank yous for collaborators and clients, routine emails responses, newsletter layouts, or blog post templates, making templates is the best way for your virtual assistant to expedite the entire process. Of course, some of these templates you’ll be having your virtual assistant help make. Ultimately, if there is something that could be done by a template, make one!
Communication should be one of the first things you discuss before you even hire your virtual assistant. What mode will you use to communicate? Email? Slack? Text message? Decide on a communication system so everything is crystal clear.
THE BETTER YOUR COMMUNICATION, THE LESS YOU HAVE TO COMMUNICATE ALL THE TIME TO MAKE SURE TASKS ARE COMPLETE. BE OPEN TO QUESTIONS, TOO!! THAT’S HOW YOUR VA WILL LEARN.
Ultimately, have systems and processes in place will expedite the tasks you give your virtual assistant, and your working relationship will be smooth and efficient.