5 Ways to Avoid Miscommunication with Your Virtual Assistants

5 Ways to Avoid Miscommunication with Your Virtual Assistants

Virtual assistants communicate with you, as the name says, virtually! Each interaction is done online, and for many, that could face as a challenge. We’ve listed five of the best tips you can do to avoid miscommunication with your VA. Productive year, here we come!

 

Better Communication, Not More

We might think that to avoid miscommunication, we need to be on constant Skype calls with our VA. However, that’s just not true. Being on constant online communication is time-consuming and counterintuitive. Plus, most VA s are in different time zones, so that’s simply not going to work.

 

Instead, make sure that every time you and your VA have a meeting, you should have prepared your agenda, notes, and important announcements prior. Make your agenda as specific as possible, making sure you don’t miss out on any important topics to be discussed. It can also help to write down a short script or outline what you want to say.

 

Give Clear Instructions and Realistic Deadlines

Sending clear instructions to your VA is one of the most important things you can do. Having an itemized list of things to do, with set deadlines and precise commands. Having faulty instructions always leads to faulty output. 

 

Both of you should agree on a timeline of tasks, each holding the other accountable for its finish. However, be sure that the deadlines you set for them are realistic. Your virtual assistant should have enough breathing space to accomplish their tasks and leave room for you to send feedback.  

Give Relevant & Constructive Feedback

Speaking of feedback, you should provide this to your VA regularly and appropriately. No rude or irrelevant comments that aren’t directed to the project! 

 

Constructive feedback means working as a team to create better outputs. Giving feedback is a skill you can develop by giving it regularly. Be specific about what’s working and what’s not, and have clear reasons as to why. 

 

Train Your Virtual Assistants

If you’ve recently hired a new VA, make sure to train them first. Give them a clear image of what kind of work you’re expecting from them, like how big their responsibility is in your business. Training your VA early sets your relationship up for success. 

 

Orient them about your business properly. Such as your mission and vision,  goals, and objectives, and if you have other staff that will communicate with her. Give them resources and readings for research. This is also a great opportunity for you to get to know their work habits!

Use Standard Communication Software

Using too many communicated software can be a nightmare. It’s difficult to document and oversee. Be sure to agree on the same messaging and communication software that you and your VA will use for each interaction. You can have multiple for different purposes say for example: using Skype only for calls, and then Viber for all text-related communication. 

 

The bottom line is communication should always be honest, concise, and appropriate. Telling your VA what they’re doing right or wrong is essential to build trust. Digital Offsider can connect you to great virtual assistants who are willing to learn and help you achieve all your goals.

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