How to Manage a Virtual Assistant?

Life can become easier even while excelling in your business if you know how to manage a virtual assistant. A virtual assistant, in shorter terms, known as “VA,” is a remote worker (mostly a freelancer) who assists you with administrative tasks like managing email accounts, scheduling appointments, making phone calls, making travel arrangements, and so on.

Having a VA is very efficient and cost-effective for businesses as it gives you the flexibility to hire them for only the services you need. If you are planning to hire a VA or already have one and are looking for tips and tricks to manage him, this is a must-read article for you.

In today’s article, you will discover the nitty-gritty of managing a virtual assistant. Let’s start with the basics. 

6 Fundamentals of Managing a Virtual Assistant 

VA management refers to the process of overseeing or managing a virtual assistant. In simple terms, it is the process of managing an assistant who works for you remotely. The process includes several activities like online meetings, time tracking, communication, and many more. 

Here are the 6 fundamentals you must follow:

1. Set Expectations 

Setting up your expectations and defining the goal early can ease the managing process a lot. Make sure the goal you set is a SMART one, which means it should be specific, measurable, achievable, relevant, and time-bound.

2. Constant Communication 

Communication is the key to VA management. It helps you stay updated with the progress. Encourage your VA to ask questions to avoid any future misunderstandings. It will make them stay alert as well as feel comfortable and raise concerns whenever they see any.

3. Time Management 

Keep track of the time your VA works for you to ensure fair compensation. Use time tracking and project management tools so that both parties are aware of their schedules. Encourage them to update their work schedule properly. If your VA works in a different time zone, a time-tracking tool can be a great solution.

4. Maintain Regular Check-ins 

Apart from constant communication, maintain regular online meetings to stay aligned with the goals. Ask them if they expect any assistance from your end. You can integrate your VA with other teams in such online meetings.

5. Train and Manage 

Don’t expect perfection from your assistants right away. Help them adapt to any changes by providing appropriate training. Create proper guidelines and provide training to help your VA understand the business and culture better.

6. Provide Feedback and Acknowledge Achievements

Once they submit their completed tasks, check them and give constructive feedback. Acknowledge their hard work and suggest areas of improvement. It will help your VA stay motivated and also aligned with your expectations.

What is the Most Effective VA Onboarding Process?

Onboarding a VA is a little different from regular employee onboarding as it is a remote job rather than an on-site job. It is critical to establish a structured VA onboarding process. A well-planned onboarding process helps build trust and rapport between you and the VA. 

It allows you to make your VA understand your expectations, handle assigned tasks, meet deadlines and modes of communication, integrate into the team, and so on. Besides, proper onboarding reduces the training duration and gets them ready for the role sooner. 

Key Considerations of a VA Onboarding Process:

• Clarify the VA’s skills and experience to match project needs. 
• Discuss specific tasks and responsibilities. 
• Set clear communication guidelines and preferred work hours.
• Provide details about the company’s mission, values, and target audience. 
• Share information about key clients, their needs, and project specifics.
• Give access to necessary tools (e.g., project management tools, communication apps, file sharing systems) he might need to work. Demonstrate how to navigate and utilize these tools effectively. 
• Outline the established procedures for completing tasks, including deadlines and quality standards. 
• Clarify how to handle different scenarios and potential challenges.
• Define preferred communication channels (email, instant messaging, video calls).
• Establish check-in meetings to address questions, concerns, and potential adjustments needed.                            

How to Set-up Communication Protocols for VA?

Communication is key, in fact, it won’t be harsh to say overcommunication is the key in VA management. As it is a remote job, there can be certain limitations, such as time zone differences, internet availability issues, and more. Proper communication can play a vital role in such a scenario. 

Create a Standard Operating Procedure (SOP) outlining preferred communication methods, etiquette, and any specific protocols for reporting issues or requesting assistance. Here is a checklist you can follow while preparing the document. 

• Specify which platforms you will use for primary communication, like email, instant messaging tools, and phone calls, depending on the situation. 
• Outline reasonable timeframes for responding to messages and requests, considering urgency levels. 
• Plan routine meetings to discuss progress on tasks, address any concerns, and provide feedback. 
• Leverage project management tools to centralize task lists, deadlines, and project updates. 
• Discuss communication expectations in detail and establish a system for ongoing feedback. 
• Define the quality standards and specific details for each task. 
• If working with a virtual assistant in a different time zone, clearly define available communication hours and plan meetings accordingly.

How Can You Stay Aligned with the VA? 

Now that you have finally onboarded a Virtual Assistant, you better know how he should spend his daily work hours properly so that you can be aligned with him. Here is a short guideline of the daily activities you should perform. 

• Start with daily stand-up meetings where you get updates on his plans, work schedule, and assigned tasks. 
• Delegate the tasks with clear instructions and submission deadlines. Attach him with teams he might need. 
• Check he has access to the tools, and software needed for the assigned task.  
• Prioritize his assigned tasks according to the business needs. 
• Give feedback when needed. 
• Ask him for suggestions and concerns. 
• Monitor progress and make updates on tasks regularly (not too frequently).  

Tools and Technologies for VA Management

You will need to use a few tools while working with a Virtual Assistant. You will get a bunch of tools if you search for them online, but all of them are not always needed and many of them offer multiple benefits.

We have done the hard work of researching hundreds of tools and listed a few for you so that you can easily identify the right tools to enhance VA management efficiency.

some of project management tools lists:

Purpose / Key Feature	Best tools
Project management	Trello, Asana, and Notion
Time tracking	Clockify, Toggl, and HubStuff
Cloud storage	Google Drive and Dropbox
Communication and Collaboration	Slack, Zoom, and Microsoft Teams

Tackling Various Challenges while Managing Virtual Assistants  

You may face a few challenges while managing a virtual assistant, but you can easily overcome them if you follow these pro tips: 

Common Challenges You May Face	How You Can Overcome
Time zone differences	Follow & maintain schedule properly Conduct regular meetings and stay ahead of deadlines.
Language and cultural barriers	Promote open and transparent communication. Create a positive work environment where every cultural value is appreciated.
Conflicts and misunderstandings	Determine the root cause Have a constructive discussion Find a common ground of agreement File an agreement document to avoid future misunderstandings

6 Proven Tips for Successfully Managing Virtual Assistants 

1. Clearly define roles, responsibilities, and expectations while onboarding.  
2. Establish proper communication channels. Promote open and transparent communication. 
3. Use the right tools for increased productivity. 
4. Regularly monitor performance and provide feedback on performance evaluation.
5. Encourage teamwork and collaboration.  
6. Motivate and engage him in team meetings.  

Above all, foster a culture of transparency where the virtual assistant feels comfortable asking questions and raising concerns. 

Conclusion

A Virtual Assistant can be an asset if you manage well. Set clear goals, communicate regularly, and maintain regular meetings to stay aligned with the VA. Ease the process with a well-structured orientation and proper tools. 

With a good virtual assistant provider like YesAssistant, you will not have to put much effort into managing your VA. Our rich portfolio and satisfied client list are proof of our excellent service. 

Once you appoint our VA and let them know their responsibilities, our experts will start handling the tasks easily and offer you extra responsibilities. This will make your business activities more efficient and will allow you to focus more on other aspects of your business.