Secrets of Finding a Virtual Assistant Who Becomes an Invaluable Long-Term Partner

Virtual assistants can make or break your business.

One minute they’re an incredible asset helping you scale. The next, they’re MIA and your operations grind to a halt.

What’s the secret sauce to finding and keeping a VA who becomes an invaluable long-term partner?

It comes down to setting them up for success starting on day one.

Here are some tips:

1. Clearly communicate your expectations.

Before you hire a VA, take some time to think about what you need and expect from them. What tasks will they be responsible for? How many hours per week will they work? What is their pay rate? What is the reporting structure? What are your expected results?

Once you have a good understanding of your needs, create a detailed position description that outlines all of this information. This will help to ensure that you and your VA are on the same page from the start.

2. Provide a structured onboarding process.

Once you've hired a VA, it's important to provide them with a structured onboarding process. This should include providing them with a checklist of tasks and resources to review, as well as any necessary training. It's also important to give them an overview of your company culture and values.

A thorough onboarding process will help your VA get up to speed quickly and feel confident in their role.

3. Document everything.

This includes providing your VA with detailed instructions on recurring tasks, preferences, and best practices. The more you can document, the easier it will be for your VA to work independently.

You can use a variety of tools to document your processes, such as wiki pages, screen recordings, or Loom videos.

4. Establish regular communication routines.

It's important to communicate regularly with your VA to discuss priorities, provide feedback, and answer any questions. You can do this through daily or weekly check-ins, email, or even video chats.

It's also important to give your VA access to all the tools and platforms they need to communicate with you and their team. This could include tools like Google space, Slack, Microsoft Teams, Zoom or even Facebook messenger or WhatsApp.

5. Make them feel included.

Introduce your VA to the rest of the team and make an effort to build a personal connection with them. Let them know that their role is valued and that they play an important role in your company's success.

You can also make your remote VA feel included by sending them food delivery right to their door or giving them a lunch stipend to enjoy at home. Invite them to social events virtually, or even just schedule regular video chats to get to know them better.

6. Be flexible and understanding.

Technical problems and personal issues are inevitable. Be flexible and compassionate when needed. A supportive approach will strengthen your partnership and help your VA feel valued and committed.

You can be flexible by allowing for occasional schedule changes or by providing backup support when your VA is unavailable.

Your virtual assistant is a valuable asset to your team, so it's important to invest in building a strong relationship with them.

Start by setting clear expectations and processes, and be sure to provide them with the training and resources they need to succeed. Taking the time to build a relationship will pay off in the long run, as a great VA can become an indispensable member of your team.

Schedule a free strategy session with EGS to learn more about how we can help you build a high-performing team with the right virtual assistants.