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5 Tips on Communication With Your VA

Communication Styles

When working virtually, communication is key. Without the proper channels and communication techniques, it’s easy to miss deadlines or have tasks slip through the cracks. It’s important to start creating your communications plan early so that everyone on your team works together seamlessly.

One of the most common questions I’m asked as a Client Advocate is, “How can I communicate better with my VA?” We often don’t hear from clients until after the lines of communication between them and their VA have broken down. In an effort to fix the problem before it starts, we’ve compiled a list of  five “Communications Tips”.

Tip #1

Begin using a Project Management system. This can be as simple as a Google document that is shared between yourself and your VA to list projects and tasks. Or you can use a program such as Basecamp, Central Desktop or Project Place. Deadlines can be added, projects marked off as complete and updates posted on the task progress.

Tip #2

Schedule a weekly time to talk with your VA. This can be on Mondays, or even midweek. This provides a great opportunity to talk through any upcoming projects or events, and gives you the opportunity to build a great relationship with your VA.

Tip #3

Ask your VA to place a weekly or daily email on her calendar. Use this email to keep each other posted on upcoming events or projects.  Your VA can also utilize this as an update method to keep you apprised of the progress of your work.

Tip #4

Keep it simple! When sending emails, try to add all relevant information for today’s task in one email. We understand things change and new projects come up. But when communication is streamlined into two or three emails a morning versus twenty-five emails with little details in each one, it is easier for your VA to not miss tasks and complete projects more efficiently. When shuffling through several emails to gather all the details for a project, things get lost in the process. Try to think through the details of a project, or any questions you may have, before hitting “Send.” This way you ensure you’re not sending another email ten minutes later.

Tip #5

Don’t be quiet! Check in with the CA Team! We’re here to offer you guidance on working virtually, or to hear what your preferences are. We will assist in developing the relationship with your VA. Using the CA Team as a sounding board for your thoughts, we can share other communication methods with you and your VA!

Communication is the key to happiness when you’re working virtually. Put these steps into place to become more productive, and spend less time scrolling emails for information. If you need help, reach out to the CA Team! We’re happy to get you and your VA on the same page!

Photo Credit:  flickr.com

 

Posted on September 18th, 2013 by Client Advocate Team

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