One of the most common problems new virtual assistants and their clients face is all down to lack of communication. The seeds of discontent are often sown in the early stages of the working relationship.

Either the VA fails to establish their boundaries, or a client isn’t clear about their expectations. And one of the easiest ways to avoid this breakdown is to be patently clear from the outset.

But how exactly do you do this? 

Who is responsible for initiating this conversation? 

And what do you do when either side falls short?

In this blog, I’m going to explore the topic of setting your expectations with your VA, and how you can navigate this conversation without feeling awkward.

Be prepared for compromise

A client demanding something that a VA cannot provide is surely going to end in disaster. For example, if you want your VA to be available to you around the clock, but you’re only paying for a 20-hour monthly retainer, this is clearly going to cause problems. 

Instead, ask your VA how they manage their time and then find a satisfactory compromise. To use the example above, your VA might agree to be available for one hour every working day, so you know that you’ll have a response within 24 hours. But you’ll also have to accept that enquiries sent over the weekend will be left until Monday. 

Determine the best way to communicate

Most VAs I know are flexible with their communication; they just want to know what method is best for you. Emailing one day, leaving voice notes the next, and then sending Whatsapp messages the next day is going to get confusing.

Select a method (or two) to communicate, and then stick with it. For example, you might communicate by email, and jump on a Zoom call when you need face-to-face time. Or you might manage all communications through your project management app.

Remember your VA is running a business

A good VA might make you feel like you are their number one priority. But in reality, they are running a business, so that means they have other clients on their books. And every single one of those clients believes they are the number one priority.

Immediate turnarounds might happen every now and then, but you should treat this as a perk, not the standard way of operating. Decide with your VA how long you can expect to wait for work, and then be respectful of this time. Most VAs will include this information in their contract.

Allow for a settling in period

Sometimes you hit the ground running with a VA and it feels like you’ve been working alongside them for decades. And sometimes it takes a few days for the VA to get to grips with your systems and how you like to work. This is totally normal, and unless your VA is regularly dropping the ball, an adjustment period isn’t something to be concerned about.

Communicate

You can be direct with your VA. We can take it. If something isn’t working for you, it’s best to address it sooner rather than letting the bad vibes linger. We’re pretty intuitive when it comes to helping business owners, but we aren’t mind readers! If something bothers you, drop it in an email and we’ll find a solution.

Curious about working with a VA but not sure where to start? I’d be happy to guide you through the process and show you what I can do to help your business. Arrange your FREE 20-minute consultation today!