Establishing good channels of communication is vital when building working relationships. No business can exist without them, but this is particularly true for the relationship with your Virtual Assistant (VA). Things change, goals shift, deadlines and priorities move – that’s life – and it’s important to advise your VA of these changes as soon as possible, but just as important, is using clear and regular communication.
In my opinion, the best ways to communicate with your Virtual Assistant (VA) are: –
Establish clear channels of communication: Determine preferred channels or methods of communication with your VA. Common options include email, messaging apps (e.g. Microsoft Teams), project management platforms (e.g. Trello), or video conferencing tools (e.g. Zoom). Agree on the primary channel for regular communication.
Communicate regularly: A VA can become an integral part of the everyday running of your business. The best way to build a good working relationship is to speak to your VA regularly. Agree on a frequency and time to suit you both. This can be weekly, bi-weekly, it’s up to you. Also, let your VA know, if there are periods you will not be contactable. Schedule the regular check-in meetings or calls and use them to discuss ongoing work / projects, address any questions or concerns, and provide feedback. These meetings help maintain open lines of communication, address any issues promptly, and ensure you are both on the same page.
Encourage proactive communication: Foster a culture of proactive communication with your VA. Encourage them to ask questions, seek clarification when needed, and provide regular updates on project status. This ensures that both parties are aware of any changes, challenges, or progress.
Be direct: At times it can be hard to come out and say what you want to say — especially when it’s negative. You may be worried you’ll hurt your VA’s feelings by pointing out weaknesses or errors in their work. Don’t be! Be kind, but be direct, as it is the only way your VA is going to learn what works best for you. If you do see anything you’re not 100% happy with, speak up as soon as you see it, then they can quickly address it, allowing you both to move on.
Use appropriate tools: Calls and emails are no longer the only way to communicate. WhatsApp and many other instant messaging (IM) apps have become available meaning emails are no longer the most effective or fastest way for VA communication.
Use task management tools and apps: Task/project management tools are another option – specifically designed to assign tasks, track progress against deadlines. They give a centralised view of the tasks and can be used to share associated files and notes. These tools also have instant messaging features allowing your VA to immediately be notified of any changes or updates. If you are new to these applications, or are not sure which one would be best suited to your needs, ask your VA – the chances are they already use one of two of them, and can make suggestions.
Make use of visual communication: If you don’t ever meet with your VA face-to-face, hence your assistant is truly ‘virtual’, one of the next best ways to build a relationship with them is to communicate with live chat, visually and verbally. For example, using Zoom or Skype for video calling. You will find this very beneficial, according to Albert Mehrabain, a researcher of body language, he found that communication is 55% non-verbal, 38% vocal and only 7% words. It’s not what you say, but how you say it.
Use written communication: Calls and IMs can work for quick updates, but where detailed requirements and instructions need to be shared, written is best. But don’t attempt to write a novel. Use bullet points to break it down, to make it easier to understand and it will also be easier for your VA to put targeted questions next to points requiring more explanation.
Be organised with emails: Some communications need to be sent by email. While sharing information via email, follow the one email, one topic method, this will ensure you can easily organise your emails and eliminates unnecessary confusion from multi-topic messages. And always populate the subject of the email, don’t leave the subject blank.
Share your calendar: Make sure your VA knows when to contact you, by sharing your personal online calendar. Your VA will be able to make informed decisions by checking your availability every now and then and might decide to call or message you. This will ensure that there is no wasted time. You can keep your calendar updated with time slots marked as ‘do not disturb’ or ‘available to contact’ if that helps.
Provide constructive feedback often: When providing feedback to your VA, be specific, objective, and constructive. Clearly communicate what worked well and areas for improvement. Effective feedback helps your VA understand your preferences, refine their approach, and deliver better results in the future. VAs feel at ease and can easily rectify their mistakes if their clients provide frequent feedback. Feedback is most effective when two-directional. VAs might not always be willing to share feedback voluntarily. It is the duty of the clients to ask for feedback to benefit your business. Ask your VA to provide feedback regarding your communication method, to strengthen your relationship.
Don’t be afraid of over-communication: Over-communication is always appreciated at the start. It is okay to check or double-check with your VAs over time and assess their understanding of your requirements. For the VA, it’s better to be told something many times, or told too much, than something be missed or them not told at all.
Remember, effective communication is a two-way process. Be responsive to your VAs messages, queries, or requests for clarification. By establishing clear communication channels, providing detailed instructions, and maintaining regular check-ins, you can establish a productive and successful working relationship with your VA.
Businesses must consider the best communication modes to communicate effectively with their VAs. Email, instant messaging, video conferencing, and project management tools are some of the best modes of communication that businesses can use to successfully communicate and collaborate with their VAs.
If you are looking for a VA, or any further tips on communication methods and tools, please get in touch.