7 Tips on how to communicate effectively with your VA

In our busy lives it's easy to fall into the trap: you (the customer) want to start delegating to your new VA as quickly as possible . You have signed an agreement and are now ready to get that precious time back in order to focus on your core business. She (the VA) is also eager to start working ! So after a couple of e-mail exchanges each one of you gets back to doing what they do best. But that's where the trap lies: you have not clearly defined your expectations and before you know it little misunderstanding will arise and bring some tension to your new business relationship.

A solid communication plan is very important in a relationship with a VA. Especially because this relationship is virtual ! Both parties need to be very clear about their expectations and their communication.

By applying the following 7 suggestions and integrating them into your communication plan, you can avoid the unpleasant misinterpretations and build a successful business relationship right from the start:

1. Give specif, step by step instructions You might want to write a short manual about repetitive tasks, a FAQ document with relevant questions (and their answers), as well as some email templates.
   
   
2. For more complex tasks consider showing your VA directly on your screen with a Screencasting tool like the one available on Skype*
   
   
3. Be clear on your expectations Don't assume she knows what you are expecting. Communicate your expectations preferably in writing or over the phone.
   
   
4. Be clear on deadlines Tell her when you expect the project to be done. "Asap" is not clear !
   
   
5. Arrange weekly updates & monthly calls Once a week your VA should send you an update of her progress. And once a month you should schedule a call to discuss the goals and expectations of the current and the following month.
   
   
6. Communicate your working hours Be sure that both parties communicate their working hours. Your VA might be working part-time, so be sure to know when you can reach her. If you live in different time zones, make sure you know until what time at night it's ok to call.
   
   
7. Request regular updates on hours used If you have agreed on a retainer plan (a certain amount of hours per month) discuss with your VA how often you would like to be updated on the amount of hours used. A weekly update at the beginning is recommended.
   
   

*Screensharing on Skype: go to "Share" and then click on "Share your screen"

Effective communication lead to mutual understanding and will hopefully result in a long-term commitment and successful business relationship.

Are you a Virtual Assistant or do you work with virtual assistants? How do you make the client-assistant relationship as effective as possible? Please leave your comment.


Other posts that might interest you:
How does the remote business relationship with a VA work ?
What's the difference between a Virtual Assistant and an Employee ?
What exactly is a Virtual Assistant ?

To find out more about working with a VA click here !

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