The Do’s and Don’ts of Working with a Virtual Assistant
You’ve hired a virtual assistant—congrats! You’ve taken the first step toward a more productive, scalable, and focused business. But hiring is just the beginning. The way you work with your VA determines whether your business runs smoother or stalls in confusion.
Here’s a practical guide to what works—and what doesn’t—when working with a virtual assistant.
DO: Set Clear Expectations from Day One. VAs thrive on structure.
Provide:
• Clear roles and responsibilities
• Defined communication channels (e.g., Slack, WhatsApp, Trello)
• Working hours and response times
• Access to tools, accounts, and resources
The more clarity you give upfront, the fewer misunderstandings you’ll deal with later.
DON’T: Assume They Read Your Mind. VAs are skilled, but they’re not mind-readers.
Always:
• Give specific instructions
• Use bullet points or checklists
• Include deadlines or priorities
• Share examples (especially for tone, formatting, or brand style)
The more context you provide, the more aligned your VA’s output will be with your expectations.
DO: Create an Efficient Workflow. Use digital tools to streamline collaboration.
Examples:
• Trello/ClickUp for task management
• Google Drive/Dropbox for shared files
• Loom for video walkthroughs
• Calendly for smooth scheduling
Avoid relying solely on back-and-forth emails—it gets messy and slows progress.
DON’T: Micromanage The best VAs don’t need constant supervision.
Instead of hovering, focus on results:
• Set deliverables, not hourly check-ins
• Allow autonomy—trust the process
• Encourage them to suggest improvements
Micromanaging kills creativity and makes your VA hesitant to take initiative.
DO: Offer Feedback (Both Ways) Great communication goes two ways.
Make space for regular feedback:
• “Here’s what worked well this week…”
• “Here’s what I’d like to see improved…”
• Ask your VA: “What could I do to make your workflow smoother?”
This builds trust, improves quality, and helps your VA grow with your business.
DON’T: Go Silent for Days If you’re unresponsive, your VA is left in limbo—and productivity stalls.
Respect their time by:
• Responding within the agreed timeframe
• Giving feedback regularly
• Letting them know if you’ll be unavailable
A great VA wants to support you—but they need you to stay visible.
DO: Celebrate Wins and Build the Relationship. Your VA is more than just a contractor they’re a team member.
Celebrate their work, acknowledge milestones, and treat them with the same respect you’d give an in-house hire. The most successful clients build long-term partnerships with their VAs— and the business benefits are massive.
✅ Ready to Reclaim Your Time and Scale Smarter?
If you’re tired of juggling admin and want to focus on what truly matters — growth, strategy, and freedom — it’s time to explore how a Virtual Assistant can transform your business.
Let’s make work, work for you. Book your free discovery call and meet the VA who can help you stay productive, profitable, and in control.
Need help choosing the right tasks to delegate? Start with our guide on how to work with a virtual assistant.
