Working with a virtual assistant (VA) can transform your business—if communication is strong. Without daily in-person interactions, how you communicate sets the tone for everything from productivity to trust. Whether you’re new to working with a VA or looking to strengthen the relationship, here’s your practical guide to getting communication right from the start.

1. Start with Structure
Before you assign a single task, lay down your communication foundations.

This means answering questions like:
• Which platform will you use for daily updates (Slack, WhatsApp, email)?
• When will you check in? (e.g., weekly video call, daily summary)
• What’s your preferred communication style (bullet points, voice notes, etc.)?
Top Tip: Don’t assume your VA knows your rhythm—tell them how you work and ask how they work best too.

2. Be Clear, Not Complicated
Clarity is king. The fastest way to miscommunication is vague instructions. When

assigning tasks:
• Break tasks into steps or bullet points
• Define deadlines and expected outcomes
• Link to examples or past versions where possible
• Use task management tools like Trello, Notion, or ClickUp
Example: Instead of saying “Can you handle the social posts?”,

say:
“Please schedule 5 Instagram posts this week using content from our June folder. Use
captions based on the tone of last month’s carousel. Deadline: Thursday.”

3. Use Visuals & Voice When Text Isn’t Enough
Some things are easier said—or shown—than typed.

Use:
• Loom to record quick walkthroughs of systems or feedback
• Screenshots with annotations for technical guidance
• Voice notes for tone-sensitive explanations or encouragement
These formats reduce back-and-forth, avoid misinterpretation, and feel more human.

4. Give Them the Right Info Up Front
Your VA can only deliver great results if they have the resources.

Share:
• Brand guidelines or tone of voice docs
• Login access and tool permissions
• Templates, past client materials, or SOPs
• Naming conventions or file folder structures
Pro Tip: Create a shared VA handbook or Google Drive folder so everything’s in one place.

5. Create a Feedback Loop (Both Ways)
Don’t wait for issues to build up.

Set aside time for:
• Weekly “what’s working, what’s not” sessions
• Constructive task reviews (“Great formatting, next time can we…”)
• Encouragement and appreciation when things go well

Even better—ask for feedback, too:
“Is there anything I could do to make this easier for you to manage?”
“Are there tasks you’d like more clarity on or systems you’d recommend we improve?”
Two-way communication builds loyalty, trust, and better output.

6. Respect Boundaries & Time Zones
If your VA works in a different region or has set working hours, be clear and respectful
about availability:
• Set response time expectations (e.g. “within 24 hours” or “reply by 1pm UK time”)
• Avoid late-night messages unless previously agreed
• Don’t expect instant replies unless that’s part of their role
Boundaries make collaboration healthier for everyone.

7. Celebrate Wins & Keep It Human
Your VA isn’t just a task robot—they’re a human being who wants to feel valued.

When they do great work, let them know:
• Send a voice message or quick thank-you
• Share client feedback with them
• Include them in team meetings or wins
Building rapport doesn’t take much effort—but the results go a long way.
The most productive VA relationships are rooted in clarity, respect, and consistency.