How To Use Your VA (Virtual Assistant)

Whether you’re new to the world of virtual assistants or you've been considering one for a while, hiring a VA can be a game-changer for your business. But knowing how to use your VA is just as important as finding the right one. From daily administrative tasks to specialized marketing projects, a VA’s scope is wide and they can help you with a variety of assignments.

At Moonwake Collaborative, we believe in the power of VAs to transform small businesses. As an organization who has helped hundreds of clients with our VA services, we know the challenges and triumphs firsthand. So, let’s explore all the ways you can make the most of your VA and discover why not all VAs are created equal.

Why Use A Virtual Assistant?

Let’s start with the basics: why bring on a VA at all? Many business owners start out handling everything themselves, but as things grow, it’s easy to get bogged down in tasks that aren’t pushing the business forward. A virtual assistant can:

• Free up your time for high-value tasks

• Add specialized skills to your team

• Provide flexibility without a long-term commitment

• Help prevent burnout by handling repetitive work

However, a VA’s value really shines when you know how to use them effectively! So, let’s break down the different types of tasks you might want to offload.

Types Of Tasks A VA Can Handle For You

One efficient tip to start effectively working with a VA is to take some time to visualize your day-to-day routine. What tasks are eating up your time, and what could someone else easily handle? Here are some common areas where virtual assistants can make a real impact.

Administrative Tasks

Think of your VA as the gatekeeper of your business operations. They can handle tasks like managing your calendar and appointments, organizing and responding to emails, setting up meetings and calls, and handling invoicing and follow-ups.

These may seem like small tasks, but collectively, they can save you hours every week. And with an organized VA by your side, you’ll never have to worry about missing a meeting or letting an email slip through the cracks.

Customer Service Support 

Customer service is crucial to any business, but handling inquiries, issues, and follow-ups can be time-consuming. A VA can respond to email or chat inquiries, manage customer service tickets, follow up with clients or leads, and generally help resolve basic issues. With a VA taking on customer support, you can ensure your clients feel valued and attended to without it eating into your core working hours.

Social Media Management 

A large majority of small businesses turn to VAs because they need help with social media management. Social media presence is key, but can be very draining when there are a dozen other tasks on your plate. 

Luckily, many virtual assistants specialize in social media management and can help you with tasks like creating and scheduling posts, managing comments and direct messages, engaging with followers, and monitoring your analytics to optimize content. Additionally, if building an audience or promoting your brand on social media is part of your business plan, a VA skilled in digital marketing can help you hit those goals faster.

Content Creation 

Did you know many VAs have skills beyond administrative work? Some are proficient writers, designers, or even video editors. This means they can write blogs or website copy, design social media graphics or presentations, edit videos and/or podcasts, and create marketing materials for your brand. If you work in an industry where content is king, finding a VA with these talents can give you the consistency and quality you need to stand out. 

Project Management

When you’re juggling multiple projects, a VA with project management experience can keep everything running smoothly by organizing project timelines, tracking deadlines and deliverables, communicating with team members, and reporting on progress to keep everyone up to speed and ensure necessary milestones are met. This kind of support helps prevent projects from slipping through the cracks, keeping you and your team on track.

Email Marketing

If email marketing is a crucial part of your business, consider a VA with marketing experience who can write and design email campaigns, segment your email list, schedule emails, monitor open rates, analyze performance, and suggest improvements. A VA with email marketing skills can help you reach your audience in a more personal, effective way, driving engagement and building client relationships.

Remember: Not All VA’s Are Created Equal 

It’s extremely important to keep in mind that not every VA will be the perfect fit for every task. Some VAs specialize in general administration, while others focus on areas like graphic design, social media, or project management. When hiring, look for a VA whose skills align with your priorities. You may even need multiple VAs if your needs are diverse—one for admin tasks and another for marketing, for instance. 

Tips For Working Effectively With Your VA

It’s essential to set your VA up for success. By doing so, you will create a lasting relationship that is comfortable for both of you.  

Clear communication is the foundation of a successful relationship with your VA. Don’t assume they know exactly what you’re thinking—make expectations clear from the start and outline tasks in detail. Using communication tools like Slack, Asana, or Zoom can help you stay in touch and ensure everyone is on the same page. Regular check-ins are also essential, as they help prevent misunderstandings and keep tasks on track. Beyond communication, having organized workflows in place for recurring tasks, like handling emails or scheduling posts, can greatly benefit both you and your VA. Documented processes make it easier for your VA to take on responsibilities independently, helping them handle tasks smoothly and confidently.

When delegating, remember not to overwhelm your VA with too much at once. Start with a few essential tasks, offer feedback, and gradually expand their role as they get comfortable. This helps them ease into their responsibilities and aligns you both. Additionally, giving constructive feedback is crucial for growth. point out what they’re doing well, and provide specific guidance on where they can improve. Tracking progress is equally important to ensure your efforts are yielding results. For instance, if your VA is managing social media, monitor engagement metrics to see the impact. Reviewing these results regularly will help you maintain a productive, balanced partnership with your VA.

New to VA support? Start with our overview of What a Virtual Assistant does for small businesses, and if you’re still deciding between a VA or an employee, read Make Your First Hire For Your Small Business

Conclusion

Knowing how to use your VA effectively can transform how you run your business. By choosing the right VA with the specific skills you need, you’re not only lightening your workload but also strategically building a support system that empowers your business to grow. Remember, not all VAs are created equal, and finding the right fit is essential to getting the most out of this valuable resource. 

Are you ready to see what a VA can do for you? Let’s talk!