Small tweaks can lead to big results, especially when it comes to working with your virtual assistant. If you're already using a VA but feel like you’re not quite getting the impact you expected, you're not alone. Most business owners don’t realise just how much more value they could be tapping into.
These quick changes will transform the way you work with your VA and help you get better outcomes, faster.
Ditch the inbox chaos with a joint task list
Instead of firing off one-off emails or trying to remember verbal instructions, use a real-time task list that keeps everything in one place.
We recommend tools like Teamwork for built-in collaboration features, or Trello if you want a simple and free option. The goal? Clarity over what’s done, what’s in progress, and what’s next—so you’re both always on the same page.
Keep things secure and seamless with a password vault
If your VA needs access to your systems (spoiler alert: they probably do), set them up properly from the start.
Use a secure password manager like LastPass to grant access without ever sharing passwords directly. It’s safer, faster, and saves you from searching through old emails to find that login again.
Get better at delegating
Delegation is the tipping point. Nail it, and your VA becomes an extension of you. Miss the mark, and you’ll end up doing double the work. You don’t need to write a novel for every task, but context matters. Give your VA a written overview, a quick screen recording (we love Loom or Berrycast), and explain the “why” behind the job.
Clear, well-structured instructions give your VA the confidence to take action without second-guessing - freeing up your time and reducing the back-and-forth that slows everything down.
Communicate more than you think you need to
The more your VA knows, the better they perform. Quick update (even just a 30-second voice note on WhatsApp) keep them in sync with your priorities. Book in a regular catch-up time to review what’s coming up, and give space for them to ask questions or flag ideas.
It’s not about micro-managing. It’s about building trust, momentum, and a clear runway for progress.
Don’t skip the feedback
No one can improve what they don’t know about. Whether it’s a task done exactly the way you like - or not quite right - your VA needs to hear it.
Give specific feedback, and don’t just wait until things go off track. Regular check-ins make sure the support you’re getting stays aligned with how you like to work.
Improving your experience with a VA doesn’t require more hours, it just takes a smarter approach.
Put these systems in place and you’ll see clearer communication, better results, and way more value from the support you’re paying for.
Ready to get started? Book a discovery call with Brenna, and let’s talk about what we can take off your plate.
