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Communicate effectively with your Virtual Assistant

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The success of your working relationship with your VA starts with communication. This can be in the form of, but not limited to, clearly defined tasks and expected outcomes, respecting each other’s boundaries, as well as connecting on a personal level.

Here are some tips on how to improve your communication with your virtual assistant:

  1. Set up a good communication system

There are various tools that can be used to communicate with your virtual assistant – email, instant messaging and video conference apps, etc. Early on, discuss with your VA the type of communication that you’re both comfortable with or set up a structure for which communication tool to use for a certain activity. For example, Slack for daily check-ins or urgent information requests, emails for weekly status updates, Zoom for team meetings, etc.

  1. Set up regular meetings
    It’s important to touch base with your virtual assistant on a regular basis to discuss any work-related matter and also see how they’re doing. This is to make sure that you’re both on the same page when it comes to work-related responsibilities as well as checking to see if your VA needs any type of support, whether they need further information about a certain task or if they’re struggling with the workload or whatnot. 

  1. Be crystal clear
    Whether it’s introducing the structure of the business, the workflow, the goals of the company, work expectations, or even task outcomes, it’s important to be always clear when relaying these details to your virtual assistant or team. This will provide direction in their workflow, help them understand the importance of their role in the company, and how their contribution will influence the growth of the business.

  2. Provide feedback and motivate
    Give compliments where it’s due and constructive feedback to motivate and improve the performance of your VA. Your virtual assistant would always want to know whether they’re doing the right thing or if something needs to be changed or enhanced.

  3. Build rapport and be human
    Don’t forget to connect with your virtual assistant on a personal level. Be empathetic and authentically care about their well-being. From time to time, check in on how they’re doing and if they need any support. This builds trust and loyalty. You take care of them as a person and they’ll help you take care of your business.

Communication is one of the most essential aspects of your business whether you’re talking to a client or with your team, so getting a good communication system set up is quite crucial. It’s one way to have a productive and long-lasting business relationship, even if it’s a virtual one. 

If you’re looking to hire a virtual assistant, check out my all-inclusive guide (link to resources page) to know all the information you need to know before hiring a VA, where to find them and the tools and apps you’ll need for a smooth working relationship. 

If you don’t want to look any further, you can reach out to me by emailing me at dawn@madawnzabala.com, and let’s discuss how we can make a big difference to your business by working together. 

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