How to communicate effectively with your virtual assistant: 8 proven strategies for success
Quick summary
Efficient communication with your virtual assistant (VA) is critical to achieving cost savings, increased productivity, and business scalability, especially for Danish SMEs, passive business owners and startups. This guide outlines 8 proven strategies to improve collaboration, enhance results and maintain GDPR-compliant, secure workflows using cloud-based tools like Slack, Trello and Google Drive. Whether you are outsourcing bookkeeping, admin or marketing, these tips will help you establish a system that works seamlessly and remotely.
Why communication is the key to virtual assistant success
Virtual assistants can handle everything from virtual bookkeeping and calendar management to social media and research. But to unlock these benefits, you need more than delegation. You need the right communication strategy.
Strong communication leads to:
Faster onboarding and task execution
Clear alignment on expectations and deadlines
Reduced errors and miscommunication
Improved return on investment in virtual staffing
As Janice Byer and Elayne Whitfield-Parr, authors of How to build a successful virtual assistant business, state:
“Putting the tools in place to establish good communication is the key to successfully working with a virtual assistant.”
Before you start: clarify what you need to outsource
Before hiring a VA or outsourcing to a virtual staffing provider, track all your business tasks for a week or two. Categorize them:
Core strategic tasks: Business strategy, investor relations, high-level decisions
Routine but essential: Bookkeeping, report preparation, calendar management, GDPR documentation
Supportive tasks: Social media posting, data entry, lead research
Pro tip: Use this list to determine what can be offloaded to a VA and what must remain under your direct control.
8 tips to ensure successful VA communication
1. Start strong with a personal kickoff call
Schedule a video call to align on goals, expectations and urgent deliverables
Discuss your business model, long-term vision and what success looks like
Clearly define your VA's role such as virtual bookkeeper, personal assistant or cloud accounting tool administrator
2. Foster a culture of open communication
Treat your VA as a team member, not a contractor
Use instant messaging tools like Slack, Microsoft Teams or Viber to stay connected in real time
Show appreciation for their contributions. Distance should not mean disconnection
3. Set a regular meeting cadence
Choose weekly check-ins or daily huddles, depending on your workflow
Always define the purpose of each meeting
Ask your VA to send a written summary of each discussion for clarity and alignment
4. Master the art of emailing
Use email for asynchronous updates and task instructions
Keep emails focused on one topic per email
Ask for a short reply or confirmation to track task progress
5. Clearly outline tasks and deadlines
Provide detailed briefs including:
Desired outcome
Deadline
Priority level
Supporting resources
Confirm understanding before starting. Over time, this will become second nature
6. Leverage communication and collaboration tools
Use platforms like:
Slack for real-time chats
Google Meet or Zoom for video calls
Google Calendar for schedule management
Trello or Asana for task tracking
Share access to GDPR-compliant cloud systems such as Google Drive or OneDrive
7. Use shared folders and document systems
Create shared folders for:
To-do lists
Financial reports
Passwords (use a secure manager like LastPass)
Contracts and client materials
Avoid email overload and keep everything organised in one place
8. Give ongoing feedback and recognition
Schedule monthly reviews to:
Evaluate performance
Discuss opportunities for improvement
Acknowledge milestones and skills
Positive reinforcement can boost productivity and long-term collaboration
Quick comparison: traditional employees vs. virtual assistants
|
Feature |
Traditional employee |
Virtual assistant |
|---|---|---|
|
Onboarding time |
Weeks |
Hours or days |
|
Cost (including benefits) |
High |
Up to 60% cost savings |
|
GDPR compliance responsibility |
Shared with employer |
Service provider often ensures it |
|
Flexibility |
Fixed hours |
Adaptable to your needs |
|
Use of cloud accounting tools |
Varies |
Often experienced with Xero, QuickBooks, Fortnox |
FAQs: communication with virtual assistants
How often should I meet with my virtual assistant?
Set a weekly or bi-weekly meeting cadence based on task volume. Daily check-ins can work well for time-sensitive projects.
What communication tools are best for working with a VA?
Top tools include Slack for chat, Zoom or Google Meet for calls, Trello for task tracking and Google Drive for document sharing.
How do I ensure GDPR compliance when working with a VA?
Choose a provider or VA who works with GDPR-compliant tools and contracts. Avoid sharing sensitive data via unsecured channels.
What is the best way to give feedback to a virtual assistant?
Use a mix of real-time comments, structured reviews and written feedback. Always be clear, respectful and constructive.
Can virtual assistants help with cloud accounting and bookkeeping?
Yes. Many VAs are trained in tools like QuickBooks, Xero and Fortnox. You can outsource virtual bookkeeping tasks easily and securely.
Have a question?
Get in touch!
Baltic Assist provides a comprehensive outsourcing solutions that saves costs, enhances efficiency, and strategic decision-making for your business.
