Working with a Virtual Assistant can make a massive difference to your business and your personal life.
However, getting the best out of your VA is a two-way process. Your VA needs the right information, access to information and support to do the best job for you.
We’ve seen all of those ‘insider tips’ online from cabin crew, dentists and hotel staff, so here are our Top 6 things that Virtual Assistants would really love their clients to know…
1. Communication is everything
We cannot stress how important open and clear communication is in a client/VA relationship. Both parties need to communicate openly, regularly and clearly. Nine times out of ten, if a client/VA relationship breaks down it’s down to lack of good communication.
Be prepared to speak with your VA regularly, for example, having a weekly check in 
on Zoom or on the phone. Emails or messages are just not enough.
Decide on a good method of in-between communication too, not using every single messaging app out there, so things get missed.
Remember your VA won’t be in the office with you, and it is highly unlikely that they will be psychic (unless you are extraordinarily lucky!!!). So, be clear and be available.
2. Don't ask your VA to use a dodgy marketing list
If you hand your VA a spreadsheet containing hundreds of email addresses, your VA has every right to enquire as to where they came from and to see consent.
Email addresses found online cannot simply be added to a mailing list. The same applies to contacts collected from business cards, networking events, social media or bought-in lists. Just because someone’s details are publicly available does not automatically mean they have agreed to receive your marketing.
The rules can vary depending on whether you are contacting an individual, sole trader, partnership or limited company, so your VA may need to ask questions before pressing send. They are not being awkward. They are protecting your business and their own.
If your VA is processing personal data on your behalf, you should also have filled in and signed the correct data processing agreement and instructions in place.
We now need to think carefully about AI tools too. Personal, confidential or commercially sensitive information should not be uploaded to an AI platform without checking whether it is safe, appropriate and covered by your data protection arrangements.
You can find further information in the ICO’s guidance on direct marketing and electronic communications
3. Give your VA the full picture
When you brief your VA, explain what you need, why you need it and what you are hoping to achieve.
Your VA may know a quicker or more effective way of doing something, but they can only make useful suggestions when they understand the bigger picture. Sometimes the task you think you need is not actually the best way to achieve the result you want.
Try to provide everything at the beginning, including files, wording, brand guidelines, examples, deadlines and any relevant logins. Chasing missing information takes time and can delay the work.
If something changes, let your VA know as soon as you can. We completely understand that priorities move, but a job that was not urgent yesterday cannot always become an emergency today without affecting other work.
And, as most VAs know, a task beginning with “It will only take five minutes” rarely does!
4. Give your VA secure access
Please do not send passwords in an ordinary email or store them all in a spreadsheet called “Passwords”. It may be convenient, but it is certainly not secure.
Where possible, use a reputable password manager, create a separate user account for your VA and switch on multi-factor authentication.
Your VA should only have access to the systems and information they need to carry out their work. Access should be reviewed regularly and removed when a project ends or the working relationship finishes.
It is also helpful to agree who will set up accounts, approve new users and deal with any access problems. A little preparation at the beginning can prevent a lot of frustration later.
NB: Don’t share user accounts either; for example, if you have a CRM System or Email Management System, make sure you set your VA up with a separate user account from your own. Yes, it costs a bit extra, but it’s far more secure and it’s the best way to track what work has been done by whom.
5. Don't Micro Manage your VA
Your VA is a self-employed business owner, not an employee. They will usually have several clients, their own working hours and an established way of managing their workload.
You will agree on your priorities, deadlines and preferred methods of communication when you first start working together. Taking us back to the importance of communication in our first point.
But there is a difference between regular communication and checking every hour to see whether something has been done.
Constant messages interrupt the work, take up chargeable time and are unlikely to make the task happen any faster.
If handing over work makes you nervous, start with something small. This gives you both an opportunity to learn how the other works and allows trust to develop naturally.
A good VA does not simply complete tasks. They become someone you can rely on, but they need the space to do that.
6. Pay your VA on time and say 'Thank you'
Virtual Assistants are professionals running real businesses, with bills and responsibilities of their own. Paying invoices within the agreed payment terms shows that you value your VA’s time and the work they do.
Late payments take time to chase and can have a real effect on a small business. Your VA 
would much rather spend that time supporting you than sending another polite reminder about an overdue invoice.
Feedback is important too. If something is not quite right, explain what needs to change. Your VA cannot fix something they do not know about.
Equally, if they have done a great job, tell them. A quick thank-you message can really make someone’s day.
A testimonial, Google review or LinkedIn recommendation can make an even bigger difference and helps other potential clients feel confident about working with them.
The best VA and client relationships are built on clear communication, trust, professional boundaries and mutual respect. Get those foundations right and your VA can become a genuinely valuable part of your business.
Are you thinking about working with a Virtual Assistant?
Our How to Work with a Virtual Assistant eBook takes you through the things you should consider before hiring a VA, including costs, contracts, confidentiality, communication, delegation and finding the right person for your business.
Download the How to Work with a Virtual Assistant eBook here.
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