Common Mistakes to Avoid When Working with a Virtual Assistant
So, you finally took the leap and hired a virtual assistant—congratulations! You’re officially in the delegation game, which means you can stop drowning in emails and actually focus on growing your business. But here’s the deal: hiring a VA is just the first step. If you don’t set the right foundation, you could end up making their job (and your life) way harder than it needs to be.
Too many business owners unknowingly sabotage their VA relationships with a few common mistakes. Let’s break them down so you can avoid these pitfalls and build a powerhouse partnership from the start.
Mistake #1: Expecting Them to Read Your Mind
You wouldn’t hire an employee, plop them in a chair, and say, “Figure it out.” Your VA isn’t a mind reader, either. If you don’t clearly communicate expectations, deadlines, and processes, you’re setting both of you up for frustration.
Fix it: Be explicit about what you need. Provide examples, templates, or even a quick video walkthrough. Over-explaining beats under-explaining every time.
Mistake #2: Micromanaging Every Step
If you’re checking in on your VA every 30 minutes or redoing their work because it’s “not how you would do it,” take a deep breath. The whole point of hiring a VA is to free up your time—not to create more work for yourself.
Fix it: Set clear expectations upfront, provide necessary training, and then trust themto do their job. Give feedback when necessary, but resist the urge to hover.
Mistake #3: Being Vague About Priorities
Imagine walking into a restaurant and telling the waiter, “Just bring me food.” You’d probably end up with something you don’t even like. The same applies to working witha VA. If you don’t prioritize tasks, they’ll have no idea what needs urgent attention versus what can wait.
Fix it: Rank tasks in order of importance. Use project management tools like Trello, Asana, or even a shared Google Doc to outline what needs to be done first.
Mistake #4: Giving Inconsistent Feedback
Telling your VA, “This is great!” one day and then nitpicking the same task the next is a recipe for confusion. If you want them to meet your expectations, be consistent with your feedback.
Fix it: If something isn’t working, let them know immediately—constructively. And if they’re crushing it? Say so! Positive reinforcement leads to better performance.
Mistake #5: Treating Them Like a Task Robot
Your VA is not an AI chatbot—they’re a real person with skills, creativity, and insights that can improve your business. If you only treat them like an order-taker, you’re missing out on serious value.
Fix it: Encourage them to share ideas and suggestions. Trust their expertise. A VA who feels valued will always go above and beyond.
Final Thoughts: Set Your VA (and Yourself) Up for Success
A virtual assistant isn’t just a time-saver; they’re a business partner. When you communicate clearly, set expectations, and trust their abilities, you create a win-win situation. So ditch the micromanaging, embrace delegation, and start making the most of your VA’s talents. Your business—and your sanity—will thank you.
