Virtual Assistants: Your Key to More Productivity

A virtual assistant could be just what your busy company needs to stay on track and reach new, productive heights

Key takeaways:

  • Communication is the key to having a productive virtual assistant relationship.

  • Employ tools that facilitate their work and are easy to use. 

  • Ask for feedback to encourage respect and trust.

  • Set expectations, KPIs, and goals.

Virtual assistants streamline your day, giving you peace of mind and more time for pressing duties. A good virtual assistant is efficient, task-oriented, and easy to communicate with. 

Companies typically hire virtual assistants to help with administrative tasks, such as answering emails and setting up meetings. There are many types of virtual assistants, such as executive VAs, social media VAs, real estate VAs, HR/Recruiting VAs, and marketing coordinator VAs. VAs can perform social media and marketing tasks and organize your schedule. Some virtual assistants manage events, prepare reports, and make travel arrangements. Each one offers his or her unique set of skills. 

To get the most out of a virtual assistant relationship, there are some tips you should follow. They include providing clear instructions, delegating efficiently, using the right tools, and fostering a positive, productive relationship. We talk about foolproof ways to work most efficiently with a virtual assistant. 

Know what you need

Knowing that you have too much to do and you need help is a good start. Figure out what you need help with and create a clear objective for hiring a virtual assistant. Think about what tasks vex you the most and how they could be more manageable. You know why you’re hiring a virtual assistant when you can answer those questions.

Provide clear Instructions

The main reason people find they have trouble delegating tasks is that they have difficulty providing clear instructions. It comes naturally for some people, while others have problems explaining their needs plainly.

A virtual assistant can’t do a fantastic job if they don’t understand what you need. Make sure the virtual assistant you work with has a clear understanding of the work you need to be done before getting started. Include reasonable deadlines when discussing work.

Keep an open line of communication

Communication is the key to success when you’re working with others. Schedule daily and/or weekly meetings with your virtual assistant and check in via email or phone regularly to stay on track.

Virtual assistants don’t always work in the exact location that you are. It takes regular and efficient communication to keep the process rolling. Getting high-quality results from a virtual assistant requires an investment in high-quality communication.

Use communication platforms

The communication tools you use to speak and work with a virtual assistant are as significant as the work itself. No single tool is perfect for every situation, so don’t be hesitant to try a variety. Dropbox, Microsoft and Google product suites, Slack, Evernote, and Trello are a few popular online options that offer various ways to communicate, deliver documents, and track progress.

Ask for feedback

The best way to build a productive relationship with your virtual assistant and show them respect is to ask for feedback. Ask for their ideas on current projects and their thoughts on how to make the process more productive.

It’s just as necessary to listen and initiate the feedback as it is to ask for it. Employees who feel that their input and contributions are essential, work harder than those who don’t.  

Offer training and support

Offering training and support to your virtual assistant can seem backward. Isn’t that their job? Initially training your virtual assistant saves you time and money in the long run if you have a confusing or intricate project that requires the use of a specific tool or system unknown to the person.

Training a virtual assistant on the ins and outs of your setup cuts back on the hours they spend learning it on their own, while possibly making mistakes along the way that you could have prevented.

Another great idea is to offer continuing education in systems that you use regularly.

Getting a virtual assistant is easier than you think

Hiring a virtual assistant can be a life-changing experience. The key to making it as successful as possible is choosing someone with the skills that you need. Using the right tools, keeping communication strong, and asking for feedback are the best ways to make the relationship productive once you find someone with the skill set you require.

There is no time like the present when you’re talking about getting your life and business in order. DOXA helps small to medium-sized businesses build high-performing, scalable, global teams. We offer several solutions for workplace productivity, like virtual assistants.

For a free consultation on how a virtual assistant can help you, contact our offices today.

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