I have learned ways to streamline processes, while optimizing efficiency since I founded DVA. Although it is not rocket science there is a method to everyone’s madness. Finding the right strategy unique to your business is a key factor for growth and creating meaningful business relationships. I would like to share a few simple ways on how to work really well with your Virtual Assistant.
1.) Communication
Make communicating the number one priority. Albeit via phone, zoom, email, or text. You may think keeping emails and text to a minimum is ideal, but in the beginning stages of your partnership, communication is a key factor. I find by checking in daily with each client to go over tasks allows me to suggest time-saving processes or identify potential issues that can be resolved in advance.
2.) Create a Shared Files System
From the beginning of your working relationship, it pays to create shared file systems. Keeping all your passwords and payment details in a shared Dropbox folder can save time and energy. You want your VA to have access to everything—from credit card numbers, to rewards program passwords, to your open-table acct info. In turn, your VA can store new passwords in the same document when they open new accounts. Such systems pay dividends in terms of clarity, ease, and peace of mind. Similarly, a shared, ongoing project list is a great idea, providing a place where updates and feedback can be stored without duplication ( a CRM like Less Annoying). The employer or client can indicate what needs to be done, and how time-sensitive they are, and the VA can reference the ones that have been completed or are in process.
3.) Show Appreciation and Value
Gratitude for a job well done is always appreciated, but more specific praise can actually shape your VA’s input. If you applaud your VA’s word choice on social media, they will most likely place a higher value on social media management. For instance, when you make it clear that you welcome suggestions about how to improve processes or solve problems, your VA will be more inclined to do so.
4.) Verbalize Your Expectations
Knowing your VA’s weekly hours can certainly help keep you both in sync, and it also solidifies expectations in terms of contact times. For instance, your VA should always know when your available for quick phone calls or to complete tasks that arrive suddenly with an expedited delivery request. Shared expectations are also helpful in terms of overall goals and priorities. A VA’s most valuable skills is prioritization but it helps if you communicate your vision clearly. If you have an overall goal for social media or SEO, communicating this to your VA can help them prioritize accordingly.
5.) Cultivate Your Partnership
Given the nature of our world in general, creating a friendly atmosphere is worth the time and effort. Because you may be based in different locales, make an effort to personalize your working relationship on some level. Learn a birthday or anniversary date shortly after working together and send a gift card or schedule a zoom call can help “personalize” your interaction, so you feel a greater sense of connection. That sense of buy-in can definitely carry over.