Once you’ve developed a great working relationship with a Virtual Assistant, you’ll wonder how you used to live without one. However in the initial stages, there are several ways the relationship can get a little off track which may make you question the value of working with a Virtual Assistant. Here are my top 3 potential pitfalls, and their solutions for having a happy and successful experience:
#1 Think long term
Working with a Virtual Assistant gets easier the longer the relationship continues. As a Virtual Assistant comes to know how you work, how you prefer things done and the best ways to work with you, you will find there’s almost nothing you can’t pass on without worry. At first though, it’s likely you’ll feel a lot of trepidation when you hand over work, and you might even have issues with things being accomplished using a process that differs in any way from yours, even if the end result is the same or even better.
Solution: Try to get your head around the idea that there will be anxiety before you even go looking for a Virtual Assistant. Then when you do look for a Virtual Assistant, make sure that after you check they have the skills you need, that they also have the personality that best fits your needs. And take the time to identify the areas that will give you the most stress and perhaps hold off on passing them over, or if that’s not possible just discuss your concerns with your Virtual Assistant.
#2 Know (and be able to communicate) what you want
As a Virtual Assistant, one of the most difficult starts to a client relationship is one where the client wants a Virtual Assistant, and wants them to help out with a few things, but doesn’t really know what things, or what the Virtual Assistant should do, or what end result they want to achieve. There are many ways a Virtual Assistant can help, and I’ve blogged about them several times, check out my How a VA can help with… posts for some ideas. You can also try talking to the Virtual Assistant, but unless you’re certain what you want that may even prove fruitless.
Solution: I suggest writing down what you want in a Task/Action/Outcome (TAO) scenario (i.e.: Email/Read & Respond to emails, flag urgent emails etc. /A time savings OR No longer missing urgent emails OR all emails dealt with by COB). Then put it aside for a day and look at it again. If you’re still unsure or can’t decide what things you most need help with, do a time management audit (just Google “time management audit template” for a template to help you record the time). Once you’ve completed this, you’ll be easily able to see where you’re spending your time. Those are the things you need do a TAO for.
#3 Prepare
While it’s understandable that getting the time consuming tasks off your plate is attractive and you want to leap straight in and offload, it’s important to take a bit of time and prepare. Taking a bit of time now will minimize interruptions and problems later. Take a look at what you want your Virtual Assistant to achieve for you, then go through and collate all the tools they will need. This will include things like procedures, access to programs and a run-down on any outstanding issues if they exist.
Solution: Make sure you have everything that will be needed ready to go. Ensure you have passwords, additional user access where necessary, and all outstanding actions that need to be completed on any job have been documented or finalised so it can be handed over to your Virtual Assistant without problems. A Virtual Assistant cannot be at their most useful when they only have half the access they need to get the job done. It may mean you have to change the way you do some things, but because you’ll be handing off the work, it shouldn’t have much impact on your day to day work.
While I realise that it may sound counter-intuitive to spend so much time preparing to offload some of your regular tasks, it’s the best way to make sure there is a seamless transition. And there is no reason why your Virtual Assistant can’t help guide you through these steps to make sure that you both have everything you need and you have peace of mind and your Virtual Assistant has the tools to excel.
