Things I Wish My Virtual Assistant Knew…
I remember that day like it was yesterday: I had just hired my very first virtual assistant. After years of working as a virtual assistant and having my own agency, I finally hired my own. While I had pages of onboarding notes and SOPs, I wasn’t really sure what I should expect. After all, a manual wouldn’t teach her how to work with me in my business. So while a good leader takes time to clearly outline their expectations and shares their standard operating procedures, there is one more step I’d like to suggest. (This is a great read for owners and virtual assistants!) Leaders, help them learn who YOU are! With that in mind, here are 6 things I wish my virtual assistant knew:
#1: I Wish My Virtual Assistant Knew My Schedule.
When you hire a virtual assistant, it will help both of you if you share when you’re most productive. You should also share what day you prefer to “catch up” on work without any client or meetings. If they’re helping you with scheduling appointments, they need to know how much time you prefer between between meetings and tasks to “reset.”
#2: I Wish My Virtual Assistant Knew My Communication Preferences.
Think about the platforms you prefer using for communication, and share them! Some people prefer emails, and some people hate them. I personally would never respond if I had to type out every message! Instead, I use Voxer. This is a platform that allows voice messages. I love sending a quick message this way, and it allows me to hear my teammates’ mood and energy levels.
Communication style is very important to share as well. For example, if I respond with a one-word sentence with a period at the end, it doesn’t mean I’m upset. It simply means I’m in a place where I can’t speak or I’m in a hurry. Because they know this about me, I don’t feel the need to send a paragraph when a one word answer will suffice.
Finally, I like to share the time of day I prefer communicating. For my team, they’ll make a note like “For tomorrow:” or “No rush” so that I don’t feel compelled to respond whenever they send the message.
#3: I Wish My Virtual Assistant Knew My Values.
I share my priorities, values, and vision with my team! This empowers them to work alongside me to build what I feel called to. It’s important to me that they understand my workplace and relationship priorities. Then share your heart for your business. (I included why I started my business, what keeps me going during tough times, and what my goals are in a User’s Manual for my business.) Finally, share what you plan to do in order to make your vision a reality. When we are all on the same page, we work together even better!
#4. I Wish My Virtual Assistant Knew My Processes.
During onboarding, it’s important to let your virtual assistant know your current processes. It’s also good to know if you’re open to those processes being adjusted. Are you open to suggestions if they see a way to improve your processes? Or maybe you have a system you’d love to use but aren’t familiar with. Your new team member could train you in that system and help you integrate it in your business!
#5. I Wish My Virtual Assistant Knew My Preferences.
Because everyone’s preferences are different, good leaders are intentional about sharing what they prefer. For example, I love when my team drafts email responses for me! It allows me to jump in, add my thoughts, and hit send. If you aren’t sure what your preferences are, start with these questions:
How do I like things to be done within my systems and processes? This can include work and personal preferences.
Do I have any obvious pet-peeves?
What are the things that really make my day at work flow seamlessly?
Be ready to discuss what works best for you - keeping in mind it just may change as time goes on!
#6. I Wish My Team Members Knew My Personality.
This may sound like a tough ask, but just like preferences, everyone is a little different! So how can your team get to know your personality in a professional environment? Try starting with a few of these questions…
What is most important to you in life and in business? Another way to look at this question: what drives you and influences your decisions?
What is your biggest weakness in business? Knowing this will help your team fill in the gaps and proactively take things off of your plate!
What is your biggest strength in business? Again, this helps your team encourage you in the areas in which you excel and enjoy, as well as proactively manage your time for success in these areas.
How do you respond to stress? Some people grow quiet and distant when things feel overwhelming. Some people become ultra-focused and start micromanaging. What clues might your new teammate see in your behavior when you are feeling overwhelmed? Don’t forget to discuss helpful ways that she can step in and cause you to refocus!
Going over these things will make the difference between an ok working relationship with your virtual assistant and a great one!
Staying organized isn't just about having a tidy desk; it's about creating a system that helps you focus, reduces stress, and boosts your productivity. When everything has its place, you can work more efficiently and feel more in control of your day.