Communicating with your Virtual Assistant can be simple, or it can be a bit challenging. There are two partners in every communication and it’s important to make sure your needs and goals are understood. The following tips and techniques can help you make sure you’re being understood.
SOPs
SOPs (Standard Operating Procedures) are essentially step-by-step documents that outline how a particular task is managed. If a process is repeatable then you should be able to create an SOP. Even for something as straightforward as logging into a blog or an autoresponder, an SOP can make sure that all information is communicated and all steps are covered. It helps your VA understand your needs and it makes everyone more efficient.
Other types of documentation are useful as well. For example, you might create a screencast to demonstrate how to use a particular piece of software or how to perform a task. You can then send the screencast, along with your other documentation, to make sure that your VA is clear on the requirements. Documentation simplifies training for the both of you.
Checklists
Checklists can be another form of documentation that you can provide your virtual assistant. You can simply outline the steps for a task or responsibility. They can work through the checklist. However, you can also use checklists for yourself. You can create a checklist for communicating with your VA. That way you make sure that you don’t miss communicating any important information.
Clarification
If you’re talking to your virtual assistant and going over a task, project, or responsibility that you feel is a bit confusing or complicated, you can ask your VA to communicate back to you what you need. You can simply say something like, “I want to make sure I’ve communicated the project to you effectively, can you explain the project to me in your own words?” This gives the VA an opportunity to explain how they understand it, and then you can make sure you’re both on the same page.
Explain the Why to Your Virtual Assistant
Many business owners get caught up in the “how” of a project or task. The “why” is equally important and should be part of any new VA task, project, or responsibility. They need to know the reason behind the request so they know the right questions to ask.
Make Time for Questions
Ask if there are any questions and anticipate a few questions so that you have time in your meeting or conversation for them. Also make sure that the VA knows how to get their questions answered should they have any in the future.
Consider Establishing Milestones
These are smaller goals and deadlines that can be established. They make it easy to check in and make sure that you and your virtual assistant are communicating effectively. For example, if you ask your VA to update your blog and your deadline for the completed project is in three months, you might set a deadline in one month to see the plan for the blog update.
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