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4 Things You Need to Know When Onboarding a Virtual Assistant

by | Dec 2, 2022

Welcoming another person into your business can be overwhelming, especially when you have done everything yourself. But it is inevitable when scaling the business. Below are a few tips on what to do to onboard a new Virtual Assistant:

  • Prepare an email account.
  • Prepare business software access, e.g. Slack, Trello, Google Drive, etc.
  • Schedule meetings to go through what they need to do. You can write down the steps before the sessions start.
  • Be clear about the working schedule, including sick and annual leave allowance.

Email Account

How to Onboard a Virtual Assistant - Email

Most of the time, you would like a virtual assistant to manage your mailbox. However, it is better to have their own to send emails individually. This way, you make the impression that there are multiple personnel in the company.

Setting up a new mailbox should be easy and cost very little. We suggest creating one a week before the Assistant starts working.

Communication Tools

As business owners, we all want to keep in touch with our employees. Especially for those with their first staff, we always want to check to see what they are doing. That’s why we must establish communication tools before the first employee starts. All tools mentioned in this blog post are free, and you should check them out.

  1. One tool we need is a communication platform, such as Slack, Discord, Whatsapp, etc. We need those tools to send information in a short, sharp message quickly.
  2. Another is task management software; an example of that is Trello. You can manage the tasks given to the Assistant transparently here.
  3. One more tool is a storage system. One prominent example is Google Drive, where you can store and share files as needed.
  4. Finally, a time tracker. It is helpful as you need to know how long a task takes to finish. One useful software is Clockify.

Schedule Meetings

How to Onboard a Virtual Assistant - Meeting

Of course, you’ll need to have several meetings with the new staff members so that they can learn how to use your tools and complete their tasks. Our advice is to schedule all these sessions in week one; make sure there’s an agenda for each meeting by adding it as a comment on the invite email before sending them out!

Working Schedules

Most of the time, a business owner will have the Assistant start part-time as they think there needs to be more work. Therefore, the owner needs to be precise. We encourage our clients to communicate with the Assistant on defining the break time of the day, what will happen if the Assistant is sick, or take annual leave, etc.

To ensure we deliver our service in the best possible manner, we will replace one of your assistants with a backup person for an extended period if they have been away from work longer than two days.

Summary

The onboarding process is never easy, but it’s even more complicated when you’re starting out. We know how much hassle and confusion can come with trying your hand at business ownership for the first time – we’ve been there too!

That said, scaling up has never been easier because someone with staff will always have answers to all those pesky questions that pop into mind during stressful situations like these arise (and don’t worry: they won’t judge).

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