If you’re an entrepreneur or business owner, you already know that there’s never enough time to achieve all you want. Virtual assistant services have been the answer many entrepreneurs have been looking for when their schedules become slammed, helping them to work smarter instead of harder.

Hiring a virtual assistant is a cost-effective solution that allows businesses, especially small companies with limited resources, to manage various tasks efficiently while keeping costs down.

But finding the right virtual assistant to help you with your workload is just the first step. You need to consider your relationship carefully and make sure that you’re setting yourself up for a long, productive collaboration.

So, if you want to get the most out of your virtual assistant, we've put together a handy list of tips to keep things running smoothly.

See: The Ultimate Guide to Finding a Virtual Assistant

Be realistic

When it comes to your workload, there are countless possibilities where you can leverage your virtual assistant’s skills to free up valuable time and energy for what you should be focusing on.

However, it’s essential to have realistic expectations about the help you can get from a VA, and understand exactly what it means to work with one.

At Time etc, we believe in freeing up as much of your time as possible. But the truth is, not every task is suitable for delegation. For example, someone else could easily handle your email management if they had the right instructions. On the other hand, creating a brand-new marketing strategy is something that should be left to your in-house team or a professional consultant.

If you want a clear picture of how much of your workload is suitable for delegation, enter your regular task list into our free to-do list optimizer to see which routine tasks can be handled by a virtual assistant and which responsibilities should stay in your remit.

And remember, your VA wants to help you succeed, but they can't read your mind. Always aim to provide clear instructions and set realistic deadlines when you delegate tasks. It's crucial that your VA understands exactly what you need and can realistically complete the tasks assigned to them. Clear communication will help you save time, effort, and money in the long run.

See: Virtual Assistant Vs. Freelancer: The Best Ways To Outsource

Feedback is a two-way street

When you work with a virtual assistant, it’s crucial not only to provide constructive feedback on their completed tasks, but also to ask for it in return.

Asking your VA for feedback regarding their tasks at hand is an excellent way to make them feel valued and respected. Plus, involving your team in brainstorming sessions can often lead to better results. For instance, you can ask how they think things are going or to invite their ideas on a specific project.

Keep in mind that it's not just asking for feedback that's important, it's listening and acting on it, too. While 60% of employees in the US have a way to provide feedback to management, only 30% report that their feedback is actually taken into consideration. So, listen to the input your VA offers and make sure they feel like their opinion matters.

Keep track of your virtual assistant's tasks

Regularly checking on tasks helps you see how things are going and gives you the information and context you need to offer helpful feedback, plan future tasks, and set realistic deadlines. This way, you can make sure your VA’s work aligns with your business goals and gets the best results.

How you choose to regularly review your tasks is up to you. Whether you prefer to use project management software or time management tools, the key is to find a method that works for you and your assistant.

At Time etc, we understand the importance of transparency and control in managing your delegated tasks. That's why our account dashboard offers everything you need to stay informed and in control. From tracking your remaining hours and reviewing detailed task invoices to accessing your full task history and billing information, you have a comprehensive view of how your support time is being utilized.

This clarity not only helps you optimize your virtual assistant’s contributions but also makes it easy to adjust your support levels as needed. Whether you need to see your hourly rate or explore upgrade options, everything you need is at your fingertips.

See: Five Essential Tech Tips For Getting Started With A Virtual Assistant

Focus on building a successful working relationship

Virtual assistants can be incredibly valuable assets to your business, and nurturing a positive working relationship with them goes a long way in making sure they remain a dependable part of your team. This means you can avoid the challenges of finding and training a new assistant from scratch and can continue to benefit from their support for the long term.

To get your working relationship off to a strong start, make sure you always keep communication open, starting from the initial onboarding process during the first few weeks. It’s always a good idea to get to know them with a quick, informal chat to make sure that you’re both on the same page.

Setting up a schedule for phone or video calls, whether once a week or once a month, can help you maintain a solid working relationship with your virtual assistant. Communicating by voice or video can help you pick up cues that you wouldn’t normally be able to notice via email or asynchronous communication channels like Slack or Microsoft Teams.

Keep putting in the effort

It can be easy to overlook your virtual assistant, especially without face-to-face interactions. Even if you feel you have a good relationship, it’s important to continue nurturing it to keep it strong.

Just like many things in business, it might not always be completely smooth sailing. But by showing respect, acknowledging their hard work regularly, and remembering that both of you are only human, you can navigate these ups and downs together and strengthen your partnership over time.

Many business owners find that taking the time to get to know their virtual assistants on a more personal level can lead to even stronger, more successful partnerships. Your VA will appreciate your efforts and may become even more invested in helping you succeed.

Invest in your virtual assistant's skills

One of the best ways to support your virtual assistant and invest in your working relationship is through continuing education and training. Keep in touch regularly and find out what new or existing skills they’re interested in developing so they can continue being a valuable asset to your business.

Continuous learning has lots of benefits, not just for your virtual assistant, but also for your business, as you will be the first one to reap the rewards of their new training!

Some examples of investing in your virtual assistant include signing them up for various courses related to their role or having them take part in training within your business. For example, if you're mainly working with a virtual assistant for social media management, you may sign them up for a content creation course or a training session for a new scheduling tool.

Aim to increase your virtual assistant's responsibilities

Once you have established a long-term relationship with your virtual assistant, it’s time to evaluate whether you can assign them more responsibilities to ease your workload even more.

Many virtual assistants deal with a variety of administrative tasks such as data entry, social media management, handling customer phone calls, market research, and many others. A virtual assistant with the right skill set could do more than one job for you.

The best way to do this is to speak with your assistant and discuss their current workload and any additional skills and experience they bring to the table. Together, you can identify areas where they can take on more responsibilities and help make life even easier for you.

What to do if it doesn't work out?

Even with careful vetting and effort to build a strong relationship, sometimes a particular virtual assistant just isn’t the right fit.

If you notice issues, like missed deadlines or incomplete tasks, it’s important to address them promptly. Share your concerns and ask for their solutions. If there’s no progress after these discussions, it may be time to move on and find someone who better meets your needs.

With a fully-managed virtual assistant agency like Time etc, this is all taken care of for you. They handle the recruiting, screening, and management of all assistant candidates to save you the time of doing it all yourself.

Don’t be discouraged by a few setbacks. Finding the right virtual assistant can take time, just like with any other business challenge. But once you do, it'll be worth it.

What's the bottom line?

By hiring virtual assistants, you can focus on what truly matters for your business. By delegating tasks like managing social media and scheduling. This way, your operations run smoothly, helping your business grow faster.

Since they can play a big role in your success, it's important to make sure you're getting the most out of your virtual assistant.

To get the best results, it's key to keep communication open and clear. Regular check-ins and honest feedback help make sure tasks are done right and any issues can be quickly resolved. Setting clear expectations also helps your virtual assistant stay on track with what you need.

Plus, don’t be afraid to explore the other specialized skills your virtual assistant might have. They may offer more than just the basics, like helping with research or creating content. By finding new ways to delegate tasks and use their talents, you can save more time and make your business even more efficient and successful.

Keep in mind that finding what works for you and your new virtual assistant may take some time, but putting a little effort into these areas can go a long way in building a strong working relationship that benefits both of you.

If you have any questions or queries about getting started with a Time etc virtual assistant, speak to our team.