What to prepare before you begin working with your virtual assistant

by
Alexa Kowaltchuk
Published:
May 9, 2022

If you’re new to working with a virtual assistant, figuring out how to delegate tasks and to work with your virtual assistant effectively can be a bit of a learning curve at the start. Don’t fret – we’re here to make the transition to remote support easier for you and your business. 

Selecting the right virtual assistant to support your business and the types of tasks you need done is crucial. We have hundreds of professional and skilled assistants in our marketplace with a wide range of experience spanning everything from real estate administration to graphic design – which means there is a perfect match for every unique business. Once you’ve chosen the right virtual assistant for your business, it’s time to get organized and ready to work with your new remote helper. 

Here’s what to prepare before you begin working with your virtual assistant.

Determine where you need support 

Before you get on your first call with your VA, make a list of all of the tasks and items you need help with.

Are you struggling to keep afloat with the constant influx of new emails and calendar requests? Are you behind on your monthly reconciliation reports? Are you in desperate need of a creative eye to design ads and social media graphics? Do you need a community manager to handle your seemingly endless social media interactions and comments? Or maybe a grammar expert to proofread client documents?

The more specific you can be with your list, the easier it will be for you to delegate tasks and to communicate with your VA exactly what you need to get done.

Prioritize your task list

Once you have your final task list ready to go, rearrange your tasks in order of priority.

Are there any tasks you would like your VA to get started on right away? What current projects are you struggling to hit deadlines for?

Having a clear understanding of what needs to take priority is instrumental in the beginning. This will keep you and your new VA from becoming overwhelmed in this period of transition, and it will also help your VA with time management. If there are any tasks or projects with known deadlines, write them down so they’re handy for your first call with your assistant.

Set a frequency for recurring tasks 

If you have ongoing tasks, whether it be daily, weekly, or monthly, set a clear expectation with your VA for how often you need these tasks completed and when. This will help your VA to better arrange their calendars and understand what is expected of them.

Create a contact list for your team

Communication is key when working with your virtual assistant. Virtual assistants have access to computers, phones, webcams, and a variety of messaging apps and software that can improve your communication flow. Decide how you'd like to communicate with your VA, whether it be by email, direct calls and text messages, or video conferencing. 

Create a contact list with key members of your team who may need to be in contact with your virtual assistant. List their preferred method of contact and how they can be reached. 

Take a look at this article to get even more tips for effective remote team communication.

Gather your login information and passwords 

If you need your virtual assistant to access any of your accounts, whether it be your email, social media channels, or bookkeeping software, get your login credentials ready to go. Many accounts will require two-step verification the first time your VA accesses them, so be prepared to help your VA through this when the time comes.

Get ready for your first call and training

Once you have all this information ready to go for your first call, consider blocking off  some time in your schedule for any required follow-up training sessions. Your virtual assistant might need training on your internal processes or the software and programs your team uses. This can be done over your first call, or over a series of video calls where you’re sharing your screen and demonstrating what needs to be done.

With any new team member, there will be a learning curve at the start – this is inevitable. Once you and your assistant begin to build momentum in your communication and task delegation, the work that you accomplish together will become second nature for the both of you and your other team members. 

Getting organized and being prepared for your first meeting will set you and your new virtual assistant up for the greatest success for your business – right from the start.

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Ready to get remote support for your business?  Book a call with us today – we’re here to help your business grow and get your time back.

Want to learn more about hiring a virtual assistant?

View our services page to see all the ways we can support your team.

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Alexa Kowaltchuk

Alexa is a social media and blogging guru with a severe case of the travel bug. For the last 3 years, she has been travelling across the world while working as a digital nomad. When not busy writing and creating content, she is out discovering new cheeses to add to her next cheese board.

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