Hiring a Virtual Assistant (VA) is no longer a luxury, it’s a smart, strategic move for business owners juggling growing demands. But like any professional relationship, success lies in alignment. Knowing how you work, what you need help with, and communicating this clearly makes all the difference.
If you’re thinking of bringing in a VA, or even wondering how to get more out of your current support, this guide will walk you through the essentials, from self-assessment to communication tools. These are the foundations of a productive and long-lasting working relationship.
1. Understand how you work
Before even beginning your search, it’s worth reflecting on your own working preferences. Ask yourself:
-
How do I like to communicate, email, voice notes, video calls?
-
Am I structured and process-driven or more flexible and reactive?
-
What systems and tools do I already use?
This self-awareness helps you find a VA who complements your rhythm, not complicates it.
2. Be specific about what you need
Rather than hiring a VA and then figuring it out, try to map out the kind of support you need:
-
Are you looking for someone to manage your diary and inbox?
-
Do you need help setting up systems, or streamlining current ones?
-
Is it ongoing support or a one-off project?
Being specific upfront helps avoid confusion later—and makes it easier to match with the right person.
3. View your VA as a collaborator
A Virtual Assistant isn’t an employee in the traditional sense, they are an independent professional running their own business. That means they bring experience, systems, and ways of working that can truly complement your own.
Think of them less as a task-doer, and more as a trusted collaborator. The best outcomes come from mutual respect, trust, and a shared focus on outcomes, not micromanagement.
4. Book an initial conversation
A discovery call is your chance to get to know a VA before committing. During the call, explore:
-
Their experience and skillset.
-
The types of clients and work they’re familiar with.
-
How they prefer to work (tools, availability, processes).
Don’t underestimate the value of chemistry—this should feel like a professional but natural fit.
5. Align your work methods
Talk openly about your ways of working:
-
Do you like short daily check-ins or prefer weekly summaries?
-
Are you responsive during working hours or do you batch replies?
-
Which tools do you use for project management and communication?
Finding alignment here sets the tone for a smooth collaboration and avoids friction later on.
6. Set clear expectations from the outset
Clarify key details early:
-
Turnaround times – what’s realistic for both of you?
-
Communication – how quickly should you expect replies?
-
Priorities – what tasks are urgent, and what can wait?
It’s also helpful to establish how you’ll give feedback, share updates, and adjust expectations as things evolve.
7. Agree on communication tools and timing
Whether you prefer email, Trello, WhatsApp or Google Docs, make sure it’s clearly agreed where and how communication should happen. Set boundaries around availability—on both sides—so expectations are healthy and realistic.
It’s also worth scheduling regular check-ins to track progress, review what’s working, and course-correct if needed.
8. Respect each other’s time
Time is precious—for you and your VA. Being responsive, giving clear instructions, and providing timely feedback helps maintain momentum. In turn, your VA will be better equipped to prioritise and deliver their best work.
Mutual respect creates the kind of working relationship that lasts.
Conclusion
Time is precious—for you and your VA. Being responsive, giving clear instructions, and providing timely feedback helps maintain momentum. In turn, your VA will be better equipped to prioritise and deliver their best work.
Mutual respect creates the kind of working relationship that lasts.
Working with a VA can be an incredibly smart move when you’re growing a business and trying to stay focused on what you do best. But it’s not just about handing over tasks—it’s about building a working relationship rooted in clarity, alignment, and mutual respect.
A well-integrated VA becomes more than just support, they become a consistent, reliable presence in your business. If you’re ready to make that shift, take the time to do it right from the beginning. You’ll thank yourself later.