Hiring a virtual assistant can be a powerful move for any entrepreneur or business leader. But like any partnership, the return on investment depends on how well you nurture the relationship When managed with intention, a virtual assistant (VA) can be more than just a task handler they can become an integral, proactive part of your business success.
A common question many business owners ask before hiring is: what does a virtual assistant do? The answer varies depending on your needs, but broadly speaking, they can manage schedules, handle communication, conduct research, support operations, and streamline the areas of your business that drain your time The true value, however, comes when you build a working relationship rooted in clarity, trust, and structure.
In this article, we’ll explore how to get the most out of your VA relationship, from setting expectations to empowering ownership and why doing so can unlock significant productivity gains across your business
Set the Stage for Success
Start with Clear Expectations
One of the most important steps in any professional relationship is defining expectations from the outset Your VA cannot deliver results if they don’t fully understand your vision, standards, or preferences.
Take time during the onboarding phase to discuss:
● The scope of work
● Communication preferences
● Tools they’ll be using
● Your working hours
● Confidentiality guidelines
● What success looks like
These details might seem basic, but they form the foundation of a productive working rhythm VAs thrive when they know what’s expected and what “excellent” looks like in your eyes.
Align on Priorities
When you ask what does a virtual assistant do, it’s easy to think in terms of tasks. But a VA who understands your priorities can move from being reactive to proactive Let them in on your broader goals and time-sensitive projects so they can focus their efforts accordingly
Whether it’s a product launch, onboarding new clients, or improving your customer service response time, aligning priorities ensures your VA is spending their time on what matters most to you.
Build a Strong Communication Structure
Use Clear, Regular Check-Ins
While virtual assistants are often independent workers, they still need guidance and feedback to grow and succeed Establish a rhythm of weekly or biweekly check-ins to review progress, realign priorities, and address roadblocks
Use these check-ins to:
● Review what was accomplished
● Adjust tasks based on changing needs
● Provide coaching or clarification
● Offer recognition for what’s going well
Structured feedback loops promote accountability and encourage your VA to keep growing in their role
Provide Written Processes
Virtual assistants work best with documented workflows and templates. Whether it's step-by-step procedures, brand tone guides, or access to internal systems, giving your VA written instructions creates consistency and reduces mistakes.
Even for seemingly simple tasks like scheduling, email handling, or preparing reports detailed instructions allow your VA to operate more confidently and efficiently It also helps you onboard future support more easily if your business expands.
Foster a Culture of Ownership
Delegate Outcomes, Not Just Tasks
One of the most effective ways to maximize your VA relationship is to shift from delegating tasks to delegating outcomes. Instead of micromanaging every detail, give your VA the authority to own the result
For example:
● Don’t just say “Post three times on social media ”
● Say “Ensure our audience hears from us consistently three times a week with high-quality, brand-aligned content ”
This mindset encourages your VA to think strategically, take initiative, and bring solutions instead of waiting for instructions
Encourage Initiative
Your VA is not just a pair of hands they’re also a brain you can leverage Invite them to spot inefficiencies, suggest improvements, and refine systems. When VAs feel trusted, they often go beyond expectations to help you achieve more with less effort
If you want your VA to grow with your business, empower them to speak up, take the lead on small projects, and make judgment calls within agreed boundaries
Use the Right Tools to Stay Connected
Even with great communication, technical tools are the backbone of remote collaboration. To maximize efficiency, give your VA access to the platforms that make collaboration seamless Some commonly used tools include:
