How to work with your Virtual Assistant: Creating structures, processes and resources

We’re back with the second in our series of how you can work with your virtual assistant to create the best possible experience and service. Bringing in a new, fully remote team member can feel intimidating. Maybe they are the first new team member you’re bringing onboard, maybe your usual onboarding process doesn’t apply. Don’t worry.

Your VA is here to help you, not create more work for you! Our recommendation is always to bring in help before you’re ready, whether or not you have all your systems in place and you feel equipped. You just need to be prepared to invest time in bringing your VA up to speed.

Our VAs have worked with many businesses, and we have our own onboarding processes and systems for you the client. We’ve got you.

Creating the right structures

As with every new member that comes on board, your Virtual Assistant will want to understand where they sit in the team structure: let them know who they will be working with or reporting to and your VA can set up some contact with every relevant team member.

Your VA will work with you to make sure they have a clear understanding of your expectations: required working hours, expected deliverables, who they are reporting to and collaborating with, all-team meetings. Make sure you communicate with them any 

unwritten rules that are a part of company culture that might be especially important for a remote worker to understand.

As part of this onboarding process KPIs are up for discussion if you’re working with them; how they are reviewed and measured and your VA can set up review regular meetings with you and your team as required.

Getting processes in place

The more time you invest in your VAs onboarding process, the better they will be able to integrate into your business, and get the understanding they need to be able to proactively make suggestions for improvements. Keep communicating, early and often so together you can anticipate any potential bumps in the road.

Access to resources

Shared resources will be your VAs foundation! If you don’t already have them, your VA will set up password sharing software, shared drives and agendas, can help create training videos for themselves and any other team members and set up shared access to calendars.

The whole point of your Virtual Assistant is to make your life easier and help your business to run smoother. If you don’t feel like you have all your processes in place, don’t worry, they will hold your hand through the onboarding process and set up any systems that you might need to create a better working environment for you and your team.

As with any new starter, the initial time investment when it comes to onboarding and training is important, our VAs are used to working in business and with business owners and teams, but they still need to get a good understanding of your business, how you like to work and what makes your organisation special.

If you’d like to start working with a Virtual Assistant, or need some guidance on how to manage building your VA into your business, contact Caroline and she can help.