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 OneVAs 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 MindVAs 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 WorkflowUse 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.