Change can be daunting.
Bringing a virtual assistant (VA) into your business is meant to make life easier, not add more to your plate. But if you’re feeling overwhelmed by the idea of where to start, you’re not alone.
Many business owners hesitate because they’re unsure what to delegate, how the handover will work, or whether they’ll even have time to set their VA up properly. The good news? Getting started with a VA is simpler than you think. Follow these steps to make the transition smooth, stress-free, and effective.
Step 1: Get Clear on What You Need
You don’t need a full delegation plan before hiring a VA, but having a rough idea of what you want to offload will speed up the process.
What tasks drain your time the most?
What’s stopping you from working on big-picture business growth?
What’s sitting on your to-do list that never gets done?
Start small. You don’t have to hand over everything at once.
Begin with routine admin - emails, scheduling, invoicing - and build from there.
Need inspiration? Enter your details below and have our list of 101 Things To Delegate sent straight to your inbox.
Step 2: Set Up Your VA for Success
A smooth handover means your VA can hit the ground running. Before your first meeting, take a few minutes to set up the basics:
Access & Logins – Use a secure password-sharing tool like LastPass or 1Password to provide access to key systems.
File Sharing – Store everything in Google Drive, Dropbox, or OneDrive so your VA can work efficiently.
Communication – Agree on how you’ll check in (WhatsApp, Slack, email summaries, or a shared task system like Teamwork, Asana or Trello).
Process Walkthroughs – If you have specific ways you like things done, record a quick Loom or Berrycast video instead of explaining tasks over and over.
The more organised you are upfront, the quicker your VA can take ownership of their tasks.
Step 3: Trust the Process & Let Go
One of the biggest mistakes business owners make? Hiring a VA but not actually letting them take control. If you constantly check and redo their work, you’re not freeing up your time, you’re just adding extra steps.
A great VA will:
Take ownership of their tasks from day one.
Proactively ask for what they need instead of waiting for instructions.
Keep you updated with regular progress reports, without you needing to chase them.
It’s normal to feel nervous about delegating at first, but trust comes with time. The more your VA proves they can handle things, the easier it becomes to step back.
Step 4: Focus on What You Do Best
Once your VA is handling the daily grind, your role shifts from doing everything to leading the business.
Reinvest your time in revenue-generating work.
Spend more time on strategy instead of admin.
Finally tackle those big projects you’ve been putting off.
This is why you hired a VA: to get back to the work that actually moves your business forward.
Ready to Make It Happen?
Bringing on a VA doesn’t have to be complicated. Start small, set up the right systems, and let them do what they do best.
Book a free discovery call today, and let’s get you back to focusing on what really matters.
