7 Costly Mistakes You Might Be Making with Your Virtual Assistant

Virtual assistants (VAs) can be your secret weapon or your biggest headache.

You hired them to help lighten your load, yet somehow, you end up feeling frustrated instead.

I've seen countless times where many entrepreneurs and startups stumble when integrating them into their workflow.

If that sounds familiar, don't worry. You're not alone.

Virtual assistants (VAs) are strategic partners in your business growth. Here are seven costly mistakes you might be making with your VA.

1. The Vague Instruction Trap

Imagine telling someone to "handle my emails" and expecting magic.

Spoiler alert: it doesn't work that way. Virtual assistants need crystal-clear, specific instructions. Instead of broad directives, break down tasks into precise, actionable steps. This, of course, comes with knowing what workflow and output works best for you. You can't instruct someone to do something without knowing where you want them to go.

Pro Tip: Create a detailed brief.

Example: "Sort emails by priority, respond to client inquiries within 4 hours, and flag anything requiring my immediate attention."

2. Micromanagement Madness

If you hire a virtual assistant, trust them to do their job. Constant check-ins and over-the-shoulder monitoring destroy productivity and morale.

You selected this professional for their skills, so you have to let them shine.

Effective delegation means providing clear expectations and then stepping back. Set up weekly check-ins, use project management tools, and focus on outcomes, not minute-by-minute updates.

3. Communication Disconnect

Communication is the lifeblood of virtual assistant relationships. Misunderstandings happen when you're not intentional about how you connect. Choose the right tools, whether it's Slack, Asana, or email, and establish communication protocols.

Create a communication guide that outlines the following:

·      Preferred communication channels

·      Expected response times

·      Escalation procedures for urgent matters

We helped a client of ours come up with the following guide:

·      Anything urgent that is affecting the majority of our customers and needs immediate action, call me

·      Anything that affects a customer and a decision needs to be made within the day, send me a message on Slack

·      Anything not urgent but needs to be looked at, send me an email

4. No Feedback or Too Much Criticism

Your VA needs feedback to improve.

If you never give any, they won't know what's working and what's not. On the other hand, if you're constantly criticizing without recognizing good work, they'll feel discouraged.

Aim for a balance: acknowledge what they're doing well and guide them on what to improve. It's also important to recognize their efforts when you see them implementing your feedback.

5. Skipping the Onboarding Process

Would you throw a new team member into the deep end without training? Virtual assistants need comprehensive onboarding too. Invest time upfront to save countless hours of frustration later.

Develop a thorough onboarding package that includes:

·      Company background

·      Standard operating procedures

·      Access to necessary tools and resources

·      Clear performance expectations

6. Treating Them as Disposable Resources

Virtual assistants are professionals, not robots. Recognize their expertise, provide growth opportunities, and build a genuine working relationship. Appreciation goes a long way.

 Consider:

·      Offering professional development opportunities

·      Providing constructive feedback

·      Celebrating their wins and contributions

7. Not Utilizing Their Full Potential

A VA can do more than just administrative tasks.

Many are skilled in project management, customer support, social media, etc. You're missing out on their full potential if you only delegate low-level tasks.

Take the time to learn what they're good at, and let them help you grow your business.

But, as a word of caution, beware of scope creep. This is where you're piling on tasks not initially agreed upon that can result in your VA being overwhelmed and churning out less output.

In the initial stages of negotiating your VA relationship, apart from the scope of work, also discuss the guidelines of how you will go about additional work.

The Bottom Line

Virtual assistants can transform how you work, but only if you approach the relationship strategically. It's about partnership, not just task completion.

Want to level up your virtual assistant game? Start by avoiding these common pitfalls. Your productivity (and sanity) will thank you.

 What's your experience working with virtual assistants?