Establish a Communication Channel
Sending longer pieces of information.
Getting access to your assistant's assignments and projects.
Sending quick and urgent messages to each other.
Set Your Expectations Immediately
Deadlines - how soon do you want projects done.
Communication - if you send an email, how soon do you want a reply? How do you prefer to be communicated with (email for longer, non-time sensitive info and text for quick, urgent matters?) Are weekly or daily updates important?
Quality - Do you want to review draft versions or only final products? You may be ok with a few typos as long as the graphics are on point. Is accuracy more important than speed?
Setting expectations is not a one and done conversation. You may need to develop these over time and remind your VA on occasion or have them document these for you.
Writing a Clear Brief with Deadlines
List the name of the task.
Mention the details of the task along with the necessary steps.
- Provide links or attach any relevant files.
- Describe any research or prep work that must be done ahead of time.
State where you want the work submitted and the type of file it should be in.
Clearly inform your assistant of the deadline and priority of the task.
Including the objective or goal for the task in your brief can help your virtual assistant better understand what the task is for. This helps them give you a better end result.
Managing Assigned Tasks
Learn how your virtual assistant prefers to get feedback. Some would prefer lots of praise and support. Others might prefer to discuss via a call so they can better ask clarifying questions and hear your tone when delivered.
Be Kind, Realistic and Patient
If you're working with an assistant then you need to be kind, realistic and patient throughout the process. Each of these points remind you to treat your assistant with respect so you can make it easier for you both to work together. If you don't, then your assistant may quit and you could find yourself in a rough spot in the future.
Each of these points will help you to show respect towards your assistant. For example, if you're kind, then you will remember to avoid hurtful words or anything that would offend your assistant. Being realistic will help you to avoid overloading your assistant with work while giving him or her the time needed to complete your assignments.
This also includes being patient with your assistant, especially when you start working together. For example, you should give your assistant more time at first so you can get used to each other's work style. If you remember to show your assistant kindness, realism and patience, then you can maintain a good relationship and learn how to work together.
How to Get Started With Your Virtual Assistant
When you first get started with a virtual assistant or any other freelancer, there will be a period of adjustment. Follow these basic getting started tips to help you create a more successful working relationship from day one:
- Establishing communication channels
- Setting clear expectations
- Delegating effectively
- Providing detailed briefs
- Managing tasks and projects
- Offering feedback
- Being kind, realistic and patient.
And, if the idea of managing your virtual teams is just a little more than you care to handle, Virtual A Team has the solution for you. Give us a call to discuss your needs.
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