Delegating to a virtual assistant: 6 essential dos and don'ts
Many small business owners are guilty of trying to do everything. When first establishing your business, this may be necessary, but working yourself to the bone will inhibit the growth of your company in the long run.
One of the best ways to reduce your workload and grow your business is by delegating work to a virtual assistant. Of course, you can also employ people in-house, but in many cases, a virtual assistant is a better fit for a small business as it allows more flexibility.
When you find the right virtual assistant to work with, there are things you can do to build your relationship and get the most out of your collaboration from the very beginning.
Below are my 6 essential dos and don'ts for delegating to a virtual assistant. These tips are based on my experience over the last seven years and always serve me well. I hope they do the same for you too!
1. Do provide clear instructions
When sending a new project to your virtual assistant (VA), make your expectations and requirements crystal clear. Your VA can only work based on the information you give them, and the clearer you are, the more likely they will complete work to your liking!
In general, always provide the following information:
What you want them to do
The overall goal of the project/task
The deadline
The software you want them to use (if you have a preference)
Instructions for new software (if needed)
Any additional information or context that could be useful
This may seem like more work for you, but for repetitive tasks, you only need to provide this information once and then you can hand over the task to your assistant.
There’s no need to write long complex instructions either (although you can if that’s how you prefer to work). A quicker way is to screen-record yourself carrying out the task using free software such as Vimeo or Screencast-O-Matic and send your assistant the recording. This is especially useful when demonstrating how to use software that your assistant is unfamiliar with.
If you're looking for a structured way to lay out your instructions, check out our SOP Guide + Free Blueprint. It's designed to help you organise your processes for smooth delegation.
2. Don’t go AWOL
One of the most important parts of any collaboration is communication. No matter how detailed your instructions are, your VA may have questions about the tasks you've assigned them, without which they may not be able to proceed.
If you find certain communication channels offputting, inform your VA at the very start of your relationship so they can communicate in the best way for you. For example, there’s no point in your VA emailing you with queries if you rarely check your inbox. Instead, suggest that you communicate via text or WhatsApp.
On the same note, keep your VA updated with your availability. Whether you're going on holiday for a few days, you’ve got back-to-back meetings for the day, or a new project needs to take priority, keep your VA in the loop so they can support you.
You could book a recurring weekly call with your VA to catch up and make sure you’re both working from the same page. Or you could email them a list of priorities at the start of the week and highlight any changes.
It doesn’t matter how you do it - just communicate, communicate, communicate.
3. Do let go
Micromanaging is a common issue among small business owners, myself included. When you've been the one doing everything for so long, it can be hard to let go of the reins and trust someone else to complete the job to your standards.
But you will not reap the benefits of delegation until you learn to let go and have faith in your VA's abilities.
Even the most experienced VA will find it hard to work on a project if you’re constantly looking over their shoulder. Plus, unnecessary check-ins are a waste of your valuable time which could be better spent on revenue-generating tasks instead.
Or why not take time out to relax occasionally? You may be surprised, but taking time out has been shown to increase your productivity, which will only benefit your business in the long run.
4. Don't set unreasonable expectations
It may seem like it sometimes, but we VAs are not magic (although it would certainly make my job easier if we were)! No matter how much experience a VA has, they cannot produce work at an insane pace. Or at least not while also keeping that work to a high standard.
When setting your expectations, make sure to give your VA a realistic goal in terms of the deadline and the quality of work you want. Unrealistic expectations will only stress out your VA and cultivate a bad working relationship.
As a general rule, check your request before sending it to your VA and think about whether you would be able to meet the demands. A VAs experience may allow them to complete tasks slightly quicker than you, but they are still only human.
5. Do give honest feedback
When working with someone new, giving them a critical assessment of their work can feel awkward. However, giving your VA honest feedback from the get-go is essential in building a working relationship that works for you both.
This feedback doesn't always have to be negative, either! Letting your VA know when they've done a good job will give them confidence that they are on the right track and is sure to put a smile on their face.
However, critical feedback is especially important in the early days of working together. Unless you communicate that something is wrong, your VA may assume that everything is hunky dory. Letting your VA know when something needs changing will allow them to tailor their work to your liking and avoid the same mistakes in the future.
6. Don’t reject different viewpoints
Although we sometimes don't want to admit it, everyone is guilty of believing their way of doing something is the best way. When you've been running every aspect of your small business yourself, it can be especially hard to accept that there is a better way of doing things. However, it is important that you listen to these differing viewpoints.
VAs are skilled workers, and as such, they will often have valuable insights about tasks that fall within their niche. Whether it be a new way of marketing, an alternative piece of software, or changes in how you want things formatted, it's essential to listen to their expert advice.
I'm not saying you always have to make the suggested changes but embrace your VA's feedback, make use of their expertise, and help your business grow.
Interested in streamlining your delegation process further? Our SOP Guide + Free Blueprint can help you organise your tasks and procedures for more efficient delegation.
TLDR: Effectively delegating to a virtual assistant can be tricky, but there are ways to make the process easier. Always be clear about your needs and expectations (but don't be unrealistic!), leave communication lines open, be open to giving and receiving feedback, and learn to let go. You'll soon have a great working relationship based on trust and mutual respect.
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