How to go about hiring a virtual assistant for the first time
Just hired your first virtual assistant? Or maybe you already have one, but you’re struggling to get tasks completed the way you expect. I want to share seven tips on managing and building a strong working relationship with your VA so you can be more effective, free up your time, and see a higher ROI.
The virtual assistant you hire should have the expertise needed to carry out the tasks or projects you brought them on for. However, there’s often a misunderstanding: business owners assume VAs should know exactly what to do right away. There’s a difference between having the skills and being trained in your unique company workflows.
When you hire your VA, start building a library of SOPs and playbooks to make onboarding easier. This will set the foundation for long-term success and retention. Once I created my system for hiring and training, it saved me at least five hours a week and gave me peace of mind to focus on growing my business and coaching more clients.
Let’s dive into the seven tips.
1. Always Explain the Why and the How
When hiring, don’t just show your VA what to do—explain why it matters to your business. This not only clarifies expectations but also makes them feel like part of the bigger picture.
I highly recommend using a screen recorder to capture your processes:
Loom – Free for up to 25 videos and 5 minutes each, or $8/month for unlimited.
Screencastify – Free with a 5-minute limit, or $49/year for unlimited.
Screencast-O-Matic – Another free option.
QuickTime Player (Mac users) – Free, but less convenient since it doesn’t instantly upload to the cloud.
When recording, demonstrate the task at least three times to show variations and limit back-and-forth questions. Think of it like training someone in a clothing store job. You wouldn’t just say, “Stock the shelves.” You’d show them how to unpack, reconcile inventory, tag items, and display them. The same applies to training your VA.
2. Convert Recordings into Written Instructions
Not everyone learns visually. Converting your videos into text instructions ensures your VA has a step-by-step guide to reference.
Tools to help:
Google Docs voice typing – Play your video in the background while Google transcribes.
Tweak and format the transcript so it’s easy to follow. This ensures you cover both visual and text-based learning styles.
3. Start Small Before Scaling Up
Don’t overwhelm your VA by assigning a huge project right away. Build confidence with small, bite-sized tasks first. This helps them practice, allows you to give immediate feedback, and keeps the line of communication open.
Gradually scaling tasks reduces mistakes and strengthens your working relationship.
4. Always Give Clear Deadlines
Your VA is not your employee; they are a business owner too and may have multiple clients. To help them prioritize, always provide clear due dates and specify your time zone.
This eliminates confusion, especially if your VA is in another country like the Philippines, Jamaica, or Malaysia.
5. Treat Your VA with Respect
Respect builds loyalty. Check in with them, acknowledge their impact, and celebrate milestones. Show appreciation by:
Giving unexpected bonuses for outstanding work
Sending holiday messages
Letting them know how their efforts help your business grow
One of my VAs has been with me for over three years. She started with simple social media posting but now creates graphics and content because she knows me so well. This happened because of consistent communication and mutual respect.
6. Ask for Regular Reports
Transparency builds trust. Ask your VA to provide either a daily or weekly report with:
Date
Hours worked
Tasks completed
This helps you see their progress, track workflows, and reassure yourself that projects are moving forward.
At my agency, we also include the client’s name and project details in our logs to give both sides peace of mind.
7. Keep SOPs Updated Quarterly
As your business evolves, so should your SOPs. Have your VA maintain and refresh them every quarter.
Ask them to:
Update instructions when processes change
Add a table of contents for easier navigation
Store everything in a master document for onboarding new hires
This ensures consistency, accuracy, and smooth scaling as your team grows.
Recommended Tools for Managing Tasks
To organize your SOPs and project workflows, here are the tools I use and recommend:
ClickUp
AirTable
Dubsado
Asana
Notion
Monday
Teamwork
Each platform has templates and import features to help streamline your processes.
Hiring a virtual assistant is more than outsourcing tasks. It’s about leadership, communication, and building a system that helps you and your VA succeed together. The more intentional you are in your onboarding, training, and relationship-building, the more time and peace of mind you’ll gain to grow your business.
