How to Work Smoothly With a Virtual Assistant (Best Practices)

Hiring a Virtual Assistant (VA) is one of the smartest decisions a business owner can make — but getting the most out of the partnership requires more than assigning tasks. A smooth, efficient working relationship helps you save time, reduce stress, and run your business more effectively.

Whether you're working with your first VA or looking to improve your current workflow, here are the best practices to ensure a seamless and productive collaboration.

1. Start With Clear Onboarding

A successful relationship begins with a proper foundation.
Your VA needs clarity on your business, expectations, tools, and communication style.

What to include in your onboarding:

• Your goals and priorities

• Company background

• Tools and login access

• Communication preferences

• Schedule and deadlines

• SOPs or step-by-step guides

• Examples of completed tasks

The more context your VA has, the better they can support you.

2. Set Clear Expectations From the Start

Clarity prevents confusion and keeps workflows smooth.

Define:

• Working hours or availability

• Turnaround times

• Task priorities

• Reporting style

• Boundaries (e.g., urgent tasks, weekends, etc.)

• Scope of work

When expectations are aligned, both sides operate with confidence.

3. Use the Right Communication Tools

Efficient communication keeps projects moving without constant back-and-forth.

Recommended tools:

• Slack / WhatsApp – daily communication & quick check-ins

• Email – formal updates and documentation

• Zoom / Google Meet – weekly or monthly calls

• Loom – visual instructions or walkthroughs

Choose tools that match your pace — not every task requires a meeting.

4. Delegate Tasks the Smart Way

Delegation is an art. The clearer the instructions, the smoother the execution.

Best practices for delegation:

• Provide clear, step-by-step instructions

• Share examples or templates

• Attach files or relevant links

• Explain the purpose behind the task (helps with decision-making)

• Use checklists for recurring tasks

Great VAs don’t just complete tasks — they optimize them over time.

5. Use Project Management Tools

Keeping tasks organized helps avoid missed deadlines and confusion.

Popular tools:

• Trello – visual boards and checklists

• Asana – task management and timelines

• ClickUp – all-in-one workspace

• OBMHub – automation + workflows + pipelines (great for agencies)

Project management helps both you and your VA track progress and plan ahead.

6. Give Timely Feedback (Positive + Constructive)

Feedback helps your VA improve and understand your working style.

Give feedback that is:

• Clear

• Kind

• Actionable

• Timely

Examples:
✔ “I love how you organized the spreadsheet! Next time, let’s add a totals column at the bottom.”
✔ “Great job on the content — can we make the tone slightly more formal?”

Positive reinforcement builds confidence and improves performance.

7. Encourage Autonomy and Trust

Micromanaging slows down productivity.
Empower your VA to make decisions on tasks they already understand.

Encourage them to:

• Suggest improvements

• Automate recurring tasks

• Create better workflows

• Take ownership of responsibilities

When VAs feel trusted, they work with more initiative and enthusiasm.

8. Schedule Regular Check-ins

Short weekly or bi-weekly calls prevent miscommunication and keep priorities aligned.

Use check-ins to:

• Review progress

• Adjust priorities

• Discuss challenges

• Plan upcoming tasks

• Share updates

These meetings keep both sides synced and reduce unnecessary revisions.

9. Document Processes (SOPs)

Standard Operating Procedures help your VA work faster and with fewer mistakes.

SOPs can include:

• Step-by-step instructions

• Video walkthroughs

• Templates

• Checklists

• Screenshots

This reduces confusion and makes training easier, especially if your VA supports multiple areas of your business.

10. Build a Long-Term Partnership

A VA is not just an assistant — they can become a long-term business partner who understands your operations better than anyone.

Build a strong relationship by:

• Respecting their time

• Providing opportunities to learn new skills

• Recognizing their achievements

• Treating them as part of your team

A valued VA delivers higher-quality work and supports your business more deeply.

Conclusion: A Smooth VA Partnership Creates Growth

Working smoothly with a Virtual Assistant requires communication, clarity, and trust.
When done right, your VA becomes a powerful extension of your business — allowing you to focus on high-level tasks while they manage operations, admin work, and daily tasks.

Are you ready to experience the benefits of hiring a virtual assistant?

Reach out to us today to find the perfect VA for your needs book for a free consultation here.