8 proven strategies to build a strong relationship with your virtual assistant for maximum productivity

Are you a busy founder looking to grow your business and manage your workload effectively? If so, working with a virtual assistant (VA) can be a game-changer. 

Unfortunately, building a successful working relationship with a remote VA can be challenging. That's why one of the main questions I get from new clients is, "how do I get the most out of my virtual assistant?".

To help answer this question, I've put together eight proven strategies to help you build a strong working relationship with your VA for maximum productivity. 

In this post, you'll discover how to share your vision, build trust, set clear expectations, and more. By following these strategies, you can establish a successful working relationship with your VA and achieve your business goals. So, let's dive in!

1. Share your vision

Your virtual assistant is an essential part of your team, so it's crucial to share your vision and goals with them. By doing this, you can help your VA to stay motivated and achieve the results you're looking for. 

Sharing your vision can also help your VA understand how their work fits the bigger picture. This will allow them to anticipate your needs and provide more effective support.

To share your vision with your VA, start by outlining the goals and objectives for your business. Then, discuss your long-term plans, what you hope to achieve in the coming months and years, and the help you need to maintain day-to-day targets.

When done well, this will help your VA understand your priorities and tailor the support they give to help you achieve your goals.

2. Build trust

Trust is critical in any working relationship, but it can be especially important when working with a remote virtual assistant. Since you won't be able to see your VA in person, it's essential to establish a level of trust so that you feel comfortable delegating tasks to them.

To build trust with your VA, establish clear boundaries and expectations for communication and task completion. Be transparent about your needs and preferences, and make sure your VA understands your expectations. 

As you work together, your VA will become well-versed in your expectations and be able to anticipate your needs. As this happens, you can gradually increase their responsibilities and trust them with more complex tasks.

3. Set clear (and realistic) expectations

The next step to building a great relationship with your VA is to set clear expectations. This includes defining the scope of their responsibilities, outlining the timeline for the completion of tasks, and establishing communication channels. 

Be specific about the tasks you need your VA to perform and the level of quality you expect. It's also important to discuss timelines for each task so your VA knows when they need to have each job completed.

To set clear and realistic expectations, create a detailed list of tasks and deadlines for your VA. You should also discuss the level of detail you expect and the timeline for completing each task. 

When setting your expectations, make sure to assign realistic deadlines that take into account your VA's other responsibilities. Overloading them with work will only strain your relationship and cause your VA to rush through their tasks.

TOP TIP: Struggling to set clear expectations? Consider investing in our SOP Guide, complete with a free SOP Blueprint template. This guide can help you outline precise processes and guidelines for your VA, making it easier to communicate your expectations effectively.

4. Be flexible

Virtual assistants often work with multiple clients and may have other commitments. Therefore, it's essential to be flexible with your VA's schedule and understand that they may not always be available when you need them.

Suppose you have a pressing deadline or urgent task. In that case, it's important to communicate this clearly and in advance, as regularly handing over last-minute assignments to your VA will likely cause resentment and other issues further down the line.

To be flexible, create a clear communication plan with your VA that outlines when they will be available and how you can contact them. Consider using project management software that allows your VA to update their availability and workload in real-time.

5. Speak regularly

Effective communication is key to building a successful working relationship with your VA. Make sure you're using the communication channels established at the beginning of your working relationship to ensure speedy replies.

If you need a video or phone call, schedule it in advance to ensure that both you and your VA are available. It's also important to establish boundaries around communication. For example, let your VA know when you're available and when you prefer not to be interrupted, and vice versa.

To speak regularly, create a schedule for regular check-ins with your VA. This could be a weekly or biweekly call to discuss progress, concerns, and upcoming tasks. 

Use this time to provide feedback and address any issues that may have come up since the last check-in. You can also use this time to answer any questions your VA may have and clarify any details about upcoming projects.

6. Provide feedback

Another crucial part of building a successful working relationship with your VA is feedback. This includes providing regular feedback to your VA and taking note of any constructive comments they give you.

Making sure you provide regular feedback (both positive and constructive) will help your VA understand your expectations and improve their work. It's important to be specific and give examples of what you liked or what could be improved.

To provide helpful feedback, start by identifying specific areas where your VA is excelling or where they could improve. Be specific about what you liked or what could be better, and provide examples. 

If you provide constructive feedback, offer suggestions for improvement, and be supportive. Remember to also acknowledge the work your VA has done well to help maintain their motivation.

7. Be respectful

Respect is essential in any working relationship, and it's crucial to extend this to your virtual assistant. Not only will it help reduce stress levels, but it will also drive your VA to produce high-quality work for you.

Make sure you're treating your VA with respect and kindness, just as you would with any other member of your team. Remember that your VA is a professional who is there to help you and your business succeed.

Start by setting clear expectations for communication and task completion in a professional manner, ensuring you treat your VA as an equal member of your team. In the early stages of your relationship, it's also important to be patient and understanding if any mistakes are made.

8. Celebrate wins

Celebrating wins is vital to building a strong working relationship with your VA. If you always focus on the negative aspects of their work and ignore the positives, your VA will soon lose their motivation.

This is why it's so important to acknowledge your VA's hard work and accomplishments! Letting them know they've done well will help them feel valued and driven to continue doing great work for your business.

To celebrate wins, take the time to acknowledge the work your VA has done well. This can be as simple as sending a thank-you email or giving them a shoutout on social media. You could also offer a reward for exceptional work, such as a gift card or bonus.

If you're looking for a virtual assistant to support your business, I can help! My team of experienced VAs can provide the support you need to grow your business and achieve your goals. Get in touch today to learn more.

TLDR: Working with a virtual assistant is a great way to manage your workload and achieve maximum productivity. To build a strong working relationship, share your vision, build trust, set clear expectations, be flexible, speak regularly, provide feedback, be respectful, and celebrate your wins.

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