How to Work with a Virtual Assistant Like a Pro (Even If You’ve Never Hired Remotely Before)

The idea of working with a virtual assistant (VA) for the first time can feel like standing at the edge of a pool, unsure whether to jump in or stand still. Yes, you know it might be what your business needs, but the thought of trusting someone you’ve never met face-to-face makes you take a hundred steps backwards from the edge. The truth? There are measures to ensure your safety and that of your business.

This article is about to teach you how to do it like a pro without overcomplicating matters.

Start by Being Clear on Why You Need Help

Before anything else, ask yourself:

What’s draining me right now?

What tasks do I always put off?

What do I do that someone else could easily handle if I just let go a little?

This is where your VA comes in. It may be replying to emails, scheduling meetings, posting on Instagram, or handling bookings. Whatever it is, it’s okay to start small. You don’t need a 50-point task list. Even outsourcing just three simple tasks can give you room to breathe again.

You Don’t Need to Have It All Figured Out

You don’t need to have a 30-page manual or a perfect onboarding process. What matters is honesty, openness, and a willingness to grow together. Just tell your VA something like: ‘I am new to this, I don’t know how this whole thing works, but I am here for it’. That level of transparency fosters trust, and trust is everything when you’re working remotely.

See the Virtual Assistant as a Human like you and not a robot

Kill that orientation that virtual assistants are robots. Your VA is not a task machine or a robot. They are human with thoughts, skills, and a desire to see you succeed. When you treat them as a partner, not just a helper, you will notice a massive difference in how they value your business.

• Share your business goals
• Let them see what success looks like for you
• Celebrate small wins together

People work better when they feel valued. Simple things like ‘thank you’, ‘great job’, or ‘I appreciate this’ go a long way.

Use Tools That Make Tasks Easier 

You don’t need a hundred apps. Just a few basic tools can make collaboration smooth:

• Google Docs – for shared files and notes
• Trello or Click Up – to track task progress
• WhatsApp or Slack – for quick communication
• Google Calendar or Calendly – to stay in sync on time and schedules.

If you already use any of these, stick with what works for you. The simpler, the better.

Set Expectations and Trust Your VA with it.

The real beauty of hiring a  virtual assistant is that you don’t have to do everything anymore. But for it to work, be clear from the start:

• What exactly do you want them to do?
• How often should they check in?
• How should they update you (email, message, voice note)?

Once you’ve set that foundation, trust the process. Mistakes may happen along the way; that is normal. But with constructive feedback and patience, things smooth out quickly.

So if you are on the fence, take the step today. If you need a Virtual Assistant who will be patient with you every step of the way, then Sisi Manager is that VA you need.