From Acorns to Oaks: Nurturing Communication in Client-VA Success
As a virtual assistant for over four years, I’ve been lucky to work with plenty of awesome clients. Let me just say, that what really makes the difference between a solid working relationship and an amazing one is how you communicate.
When you’re working remotely with a VA, clear and consistent communication is unequivocally essential, especially since you don’t have the luxury of popping by their office or catching them in the break room to quickly discuss something important. Everything has to be done intentionally, through emails, Slack messages, video calls, etc.
That’s why I’m such a huge advocate for emphasizing strong and heavy communication when collaborating with clients. I’ve seen how it can make all the difference in the final outcomes and overall satisfaction of the working relationship.
So what does great communication between a VA and a client look like? Here are my biggest tips:
Set Clear Expectations from the Start
The very first step in building a successful client-VA partnership is to get on the same page about expectations. During your very first conversations, make sure to outline the following :
- The specific tasks, projects, and responsibilities expected to be completed and worked on by your VA
- Your preferred communication style and how often (i.e., daily check-ins, weekly video calls, etc.)
- Deadlines, turnaround times, and other timing considerations
- Access to any tools, platforms, or resources you’ll need
- Your preferred methods of feedback and performance reviews
The more you work out all the little details upfront, the fewer mix-ups or hiccups you’ll run into later on with your VA in your business. More importantly, make sure your VA documents everything in a clear contract or scope of work – that way, everyone’s on the same page.
Over-Communicate (No, Really!)
Even after setting those initial expectations, don’t stop there. Consistent, frequent communication is key to keeping your client-VA relationship chugging along smoothly.
Make a habit of providing regular updates, clarifying any questions or concerns you aren’t sure of, and proactively sharing relevant information for all tasks. Over-communicating may feel extreme at times, but trust me, it’s way better than the alternative of leaving your VA in the dark.
I like to do daily check-ins with my clients, even if it’s just a quick Slack message to say “Good morning! How’s it going so far today?” That way, we stay connected and I can correct anything before it becomes a bigger issue.
Stick to the Right Communication Tools
Of course, communication is about more than just frequency – it’s also about using the right tools and platforms. Your virtual assistant will work with you to determine the best channels for different types of communication.
For example, you might use email for formal updates or documentation, Slack for real-time questions and answers, and video calls for more in-depth discussions. Personally, I’m a big fan when a client makes a Loom video to give me more details on a task. It’s such a great way to really understand what they need, even if we can’t chat in real time. Plus, it helps avoid any mix-ups that can happen with emails or texts, since it’s the next best thing to an actual face-to-face conversation. Having those defined channels will help keep things organized and prevent important messages from getting lost in the shuffle.
Don’t be afraid to experiment to find what works best for you and your VA. Maybe you will come to realize that audio messages are more efficient than typed ones, or that a weekly recap document is better than dozens of back-and-forth emails. The key is being adaptable and open to trying new things.
Provide Timely, Constructive Feedback
Giving your VA regular feedback – both positive and constructive – is another important part of effective communication. Dishing out some honest feedback to your VA is key – it’s the only way they’re going to know what’s working and what needs some improvement. Sure, it might feel a little awkward at first, but they’ll appreciate you taking the time to let them know how they’re doing.
Constructive feedback helps them understand where they’re crushing it and where they might need to tweak their approach. It gives them a chance to adjust course and make sure they’re delivering exactly what you need. Plus, it helps build that open line of communication between you two.
Try to provide feedback in real-time, rather than waiting until a formal review. That way, you can course-correct minor issues before they become bigger problems. Always make sure your feedback is constructive, focusing on specific, actionable steps they can take.
At the same time, don’t forget to celebrate wins and praise great work! Positive feedback is just as important as the constructive kind.
Remember, You’re Both on the Same Team!
At the end of the day, remember that you and your virtual assistant are a team, working together towards a common goal. Approach the relationship with that collaborative mindset, and the communication will flow much more naturally.
Ask for their input, be open to their suggestions, and make them feel valued and integral to your process. When you create that two-way dialogue and sense of partnership, the results can be very amazing.
So there you have it – my top tips for mastering client-VA communication and collaboration. It may take some trial and error to find the perfect rhythm, but the payoff is well worth it. Happy communicating!
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