Virtual assistants can save you hours of work a day — but only if you make the most of your time with them, using training systems that make delegation a breeze.
To find out how you can optimize your VA’s time, we asked 13 entrepreneurs from YEC the following question:
Q. What is one tip you’d give a fellow entrepreneur who wants to maximize the benefit of working with a new virtual assistant?
Their best answers are below:
1. Provide Clear Instructions
Not providing clear and concise instructions for tasks is a large reason why new virtual assistants do not work well with entrepreneurs. The best automation tool that I created with my company was an operation manual that details every task a VA may need to do. This takes quite a bit of time up front, but it’s well worth it on the back end with saved time and fewer mistakes.
– Lawrence Watkins, Great Black Speakers
2. Be Patient
It takes time to get into a groove with VAs. Give one task out at a time, and manage each task at the beginning. Make sure you use clear instructions and are polite and gracious!
– Justin Bailie, FR8nex.com
3. Use the Right Tools
Using the right tools can really help speed up the process of communicating with and training a new VA. Examples include tools like Dropbox or Evernote for easy access to files and information, Jing or Screenr to create online video tutorials for quick, on-the-job training and Trello or Asana for managing and staying up to date with tasks and tracking progress together. – Lea Woodward, Inspiring Ventures
4. Be Kind
Virtual assistants are people, too! They’ll always be more likely to do great work for you if you treat them with respect and kindness.
– Derek Flanzraich, Greatist
5. Overcommunicate
Document everything. Schedule daily one-on-one meetings. Create screencasts. Keep asking if they are having problems or not. The key is to overcommunicate with your virtual assistants. More often than not, it’s not that the VA isn’t capable; it’s that the process is broken. Invest the time into communicating at a high level, and you’ll reap the rewards.
– Eric Siu, Single Grain
6. Document All Your Processes
I keep a shared Evernote folder with notes that outline various preferences and processes (e.g., scheduling, travel, setting up blog posts). This makes it easy to bring a new VA on board. Each time you assign a repeating task, ask the VA to document it in Evernote for future reference. – Jenny Blake, Jenny Blake
7. Be Realistic
Test your virtual assistant with a variety of tasks, some simple and some complex, and get an idea for what he or she is capable of doing without constant chaperoning. There are practical limits to what a virtual assistant is going to be able to accomplish without ever meeting you or seeing your business. This isn’t your 1950s assistant sitting outside of your office.
– Seth Talbott, CEO and Startup Advisor
8. Invest Your Time
Invest a little time in the virtual assistant. The more you give, the more you will get back.
– Alfredo Atanacio, Uassist.ME
9. Delegate Routine Tasks
Virtual assistants are great to leverage your time, but to maximize them, you need to honestly assess the value of your time and the tasks that are diminishing returns. As a rule of thumb, anything repetitive and routine should be delegated to an assistant. In theory, routine tasks should be easy to pass off with a few typed sentences of instruction. – Mary Ray, MyHealthTeams
10. Let Them Ask Questions
Virtual assistants often want to impress in the beginning by “just getting on with it” and not asking important questions about a project’s requirements. I tell my VAs that I prefer honest and open communication, and they should feel free to ask for clarification or guidance at any time without feeling stupid. This saves time for everyone in the long run, and tasks rarely need to be redone.
– Laura Pepper Wu, 30 Day Books/ The Write Life Magazine
11. Set Explicit Instructions
Upfront communication and repeatable processes are key. In the beginning, provide a couple helpful examples, have them complete a handful of tasks based on those examples, and provide feedback for continuing on.
– Andrew Fayad, eLearning Mind
12. Develop a 90-Day Plan
Think through what you want your VA to be able to do in seven days, 30 days, 60 days and 90 days. What’s absolutely critical for them to be able to do up front? What can wait, but still needs to be addressed? You’ve had months or years learning your business and job; develop a plan that phases in performance expectations so that you both can succeed.
– Charlie Gilkey, Productive Flourishing
13. Pick Up the Phone
It’s easy to find yourself writing up a novel of instructions for your virtual assistant, which unfortunately can take more time than doing the task yourself. Instead, pick up the phone for a five-minute overview of the project with the VA, then send specifics via email. This allows him or her to ask questions about the general direction and prevents you from wasting more time than the task is worth. – Heidi Allstop, Spill
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About Young Entrepreneur Council
The Young Entrepreneur Council (YEC) is an invite-only organization comprised of the world's most promising young entrepreneurs. In partnership with Citi, YEC recently launched BusinessCollective, a free virtual mentorship program that helps millions of entrepreneurs start and grow businesses.
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