It’s easy to understand how the new or inexperienced or lazy virtual assistant would leave the clients who hire them frustrated. But what about the good ones? Few things are as puzzling as the person who has great references, excellent work samples, and a wonderful attitude, and yet who does not manage to mesh with the company for whom she is working.
After studying this phenomenon for some time, I’ve come to a conclusion: When this happens, it’s almost always because there was not a true meeting of the minds. Blame it on the client if you want, blame it on the virtual assistant, whatever. But almost without exception, the business owner did not manage to communicate clearly what it was he expected to be done, and how he expected it to be accomplished.
Call it the Vagueness Plague. Therefore, the key to overcoming this frustration with your virtual assistant is often a simple as conquering vagueness. Let’s talk about the cure to the Vagueness Plague.
To communicate your wishes clearly to your VA, it’s essential that you follow the suggestions below:
- Write out a job description. It’s amazing how much of a challenge this is to many business owners. But if it’s a challenge, it’s because you’re not exactly sure what you think the person’s responsibilities should be. And if you don’t know what the virtual assistant should be doing, it’s a sure bet that she won’t know, either.
- Break down this job description into a series of precise tasks. At the end of the week, what are the things that the person should have accomplished, in keeping with his job description?
- Make a copy of both of these documents; the job description and the list of tasks and give it to the VA. Some people like to provide a weekly, or even a daily, checklist for the assistant, so they know what it is they need to accomplish. They can then check off each item as they complete it. This provides proof to them and you that the tasks for which they were hired have been accomplished.
- When you provide the VA with the list of what you expect to be done, provide examples. For instance, if you need some writing done, provide samples of the type of writing you’d like done, including the style you would like to be used. Or if you’re hiring a VA to create a website, show him samples of the websites you like, and explain what it is you like about each one.
- Verify that the VA has the necessary tools for the task at hand. If the task requires any specific software or hardware, make sure that the person has access to these tools.
- Give clear deadlines as to when you expect the work done. Then, a few days before the project is due, send a reminder email asking the progress of that project. Diplomatically remind them that the deadline is coming soon, so that there can be no question about when it’s supposed to be completed.
- Be open to questions from your VA. It’s important that at all times, you convey an attitude of openness to accept any questions that they might have. They must not feel intimidated about asking you to clarify something.
- Get the VA to prove that they understand what is required of them. On the day that the VA is scheduled to begin work, but after you’ve provided your clear instructions and job description, ask him to send you back an email and explain to you, in his own words, what he understands he is supposed to do for you. This should tell you whether or not you’ve communicated your desires effectively. And if not, it will give you one more chance to set the VA straight.
- Evaluate the performance of the VA on every task. Before you give up on a virtual assistant, at the end of a certain project, or one landmark in the project, send the person an email with your evaluation of his or her performance. This provides additional input as to what it is you expect of him. Hopefully, this feedback will help him to perform better next time.
The strategies above are far from foolproof. However, these are excellent guidelines that usually bring forth the best work from someone that you know is a good worker–and who should be an excellent virtual assistant, when given the proper guidance.
Question for you:
- What do you do to make sure that virtual assistants or other workers understand what is expected of them?
- What role does the VA have in making sure that his instructions are clear? Tell me your opinion.
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