How To Get The Most Out Of Your Virtual Assistant

One of the most frequently asked questions I get asked by my clients and members of the Virtual Bird’s Business Support Group is how to get the most of out of your Virtual Assistant. A lot of these business owners are asking the question because they want to know the benefits of using a Virtual Assistant and how they can maximise their return on investment.

Making the most of your Virtual Assistant is vital to ensuring you can maximise your investment, free up your schedule, add time to your day and help your business grow. By utilising us (or any other firm) you can be sure your business will reap the rewards. We’re basically like adding those so extra needed hours to your day!

Here’s 14 ways to make the most of your virtual assistant!

  • Get a retainer – This is particularly good for clients who have little odd jobs they need doing. By purchasing a block of hours (10 hours for £130 at Virtual Bird!), you can just email your tasks and they will be done; as opposed to getting billed the minimum hourly charge.
  • Pick someone who’s strengths are your weaknesses – There’s very little point in hiring a VA to do the stuff you like to do. If you love doing your bookkeeping, don’t hire a VA that specialises in bookkeeping. However, sometimes if you don’t have the time to do the tasks you enjoy then a VA might be beneficial.
  • Make sure your VA is good fit for your team – Pick a Virtual Assistant who understands your brand vision, your industry and ensure you get along professionally. This just makes for easier working relationship. By having similar beliefs and values it makes it easier for your VA to integrate into being part of your team.
  • Be very clear about the task in hand to avoid misinterpretation – Be completely clear about your expectations, specific details and the full brief of the task. By omitting details on the assumption your VA knows how you like to do things it can cause animosity.
  • Make a list of things you do and see if your VA can take over –  Most small businesses don’t know the amount of tasks we can do, and you might find yourself delegating more than you intended, giving you much needed time back!
  • Have systems in place – Most VA’s will have systems in place such as Asana, ToDoIst or Trello, be open to using them to integrate your VA into your team. Similarly, if there’s a system you use that would make it easier to manage your VA, bring it up with them. Most Virtual Assistant’s are open to making the delegation process as easy as possible!
  • Be open to communication and decide on a main preferred method of communication (phone, email etc)  – By having open lines of communication, it makes managing delegation much easier. Keeping to 1 or 2 methods of communication ensures everyone is on the same page.
  • Prioritise tasks – If you hand a large list of tasks to your VA (which is totally fine!), be sure to outline which you’d like doing first as a matter of priority.
  • Be open to change –  Your VA will know the best ways to improve profitability and productivity and it sometimes means change and compromise.
  • Assert your expectations – This will let you know if your VA is a good suit. If you need evening work, make it known upfront so you can be sure your VA can meet your expectations.
  • Give feedback – Let them know how they’re doing and how they can improve. Virtual Assistant’s are small businesses too and feedback will help them be a better VA for you!
  • Acknowledge that your time is finite – Be really open to embracing a VA, as hard as it may be it really will help your business grow. This could be in the form of saving you time, or handling tasks you don’t know how to do. Both of these will help you invest time and skills into other aspects of your business.
  • Specify how you want your reports – By email on a daily basis, phone call once a week, etc. It depends on how it will fit in to your schedule and how hands on you want to be.
  • Know that in the beginning there will be a lot of prep time to set systems up –  It will take time for the flow to become natural, and for your VA to get to know you and your business. you will find it gets easier the longer you work together.


By following these steps it will ensure you have a successful partnership with your Virtual Assistant and propel your business to success. All of these apply to Virtual Bird and we’re keen to make the delegation process easier for you.
If you have any questions, don’t hesitate to get in touch.

Ana x

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