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How to work effectively with a Virtual Admin

When you’re working with a virtual admin (VA), you need to have three things: clarity, goals and trust. Some of these are developed over the time you work with your admin, but some need to happen before you even start reaching out to find someone.

A virtual admin can be a way to supercharge your time because the things that aren’t your passion can be done – done well and on time – giving you more hours in a day. If you have the clarity of vision, the goals to achieve that vision, and the trust in them to do the work, you can stay focused on your business.

When you are preparing to work with a virtual admin, there are a few things to consider that will help you get the best results.

Know what your desired outcome is.

The more clearly you can define the outcome you’re looking for, the easier it is for your VA to find a solution that will achieve it. Clarity from you will provide them with a deeper understanding of what you need. Your goals are going to drive your relationship with your VA. The more you know about what you want, the more effective they can be for you.

Listen to their expertise

It’s not your job to figure out how to achieve your outcome. You are trying to get back your time and have the work done. A VA isn’t simply another pair of hands. A good VA can bring you solutions to address your challenge. Your VA is part of your team. Trust that if you give them a clear scope, you can let them figure out the details.


Pick a single channel for communicating. Find one that works for both of you and stick to it. Clarity in communication isn’t just a matter of knowing your message. It’s also about making sure the message gets through.

When you give them a specific goal, not only give them direction on what you need but when you need it. Deadlines are a critical part of any scope of work. That allows you to know when it will be completed and gives your VA the ability to effectively prioritize. “Whenever” isn’t a deadline and it will always wind up on the bottom of any to-do list.


Be prepared to provide constructive feedback if the results are not what you expected. Feedback is a natural and important thing in any team. Because you and your VA aren’t in the same physical space, it becomes even more important. Make sure your message is clear and understood. In the early days of working with your VA, expect there might be more opportunities for feedback as they get to know your style of working and make sure that their efforts are on-brand for your business. Critical feedback is also important – your VA needs to know when they’ve gone in the wrong direction. Treat them like you would an in-person team member – keep it clear, informational and use it as an opportunity. It will build trust between you and you’ll have a stronger relationship in the long run.

Ask yourself questions

Before you start looking for a virtual admin to help you, ask yourself some questions about what you’re looking for:

  • What is my goal in working with a VA?
  • What do I want to get out of it? (ie. more time; have someone do tasks I don’t enjoy)
  • Can I clearly describe my desired outcome of any specific goal?
  • How much do I want to be involved in achieving it?

If you’re ready to get back your time to do what you’re passionate about, or just want to know more, set up a call at