Efficient Task Management: Working with a Virtual Executive Assistant

Do you currently struggle to tame your inbox? Do you respond to emails at all hours, even at night? Do you spend more time organizing your meeting schedule than actually being in meetings? Are you missing out on what really matters in your business and personal life because you’re focused on administrative tasks? 

A virtual executive assistant can help.

If you’ve never worked with a virtual assistant before, you might not be sure how the process works. You may even be concerned. If you’re used to doing everything yourself, it can be hard to wrap your mind around working virtually with someone whose job is to simplify your life. Don’t let that stop you.

Getting started with a virtual assistant isn’t hard. However, there are several steps you can take to make working with one easier and more effective. Once you’ve nailed the process, everything in your life will become easier.  

Why Work with a Virtual Executive Assistant

Running a business or managing a team involves numerous administrative tasks: scheduling meetings, responding to messages, following up on emails, arranging travel, editing presentations, organizing reports, coordinating with other departments and leaders, and more. All these tasks do need to be done, but are you the one who has to do them?

When you’re a business leader, you have a lot on your plate. You also only have so many hours in the day. If you’re spending a large percentage of that time managing tasks and handling administration, then you won’t have the time you need to tackle complex problems, look at big picture scenarios, plan business strategies, or do everything else that’s necessary for boosting your career and growing your business.

A virtual executive assistant can handle these administrative tasks, so you don’t have to. Why a virtual assistant? Hiring a remote assistant offers many benefits over a full-time, on-site assistant. The first and most obvious is that you won’t have to hire a permanent employee. That saves you from paying benefits and vacation time. You won’t have to equip your assistant with a desk, computer, or office space either. 

Virtual assistants also offer a flexibility that simply isn’t possible with standard employees. When someone works virtually, you pay only when you use their services. That may range from a few hours a week to a few hours a day or whatever works for you. This flexibility allows you to tailor the assistance to your situation.

Choose the Right Virtual Executive Assistant

There are many different virtual assistant services available, each with its own benefits and potential drawbacks. However, that variety doesn’t mean choosing the right one has to be difficult.

One of the most important things to pay attention to when picking a virtual assistant company is the background and experience of the assistants. You’ll want to work with someone who has the education level, skill set, and knowledge base that suit your needs and your business. 

At She’s A Given™, all our assistants have passed a background check and have references checked. They are U.S.-based and college-educated. They are virtual assistants you can trust. 

Before you decide to work together, it’s a good idea to talk to a potential VA to see how well the two of you mesh. Everyone works a bit differently and handles day-to-day tasks in their own way. Having a productive initial discussion and clarifying your work style are just two ways you can maximize your working relationship with a virtual assistant. 

Set Clear Expectations

Setting clear expectations is imperative in any business relationship. If your VA knows what you expect and you know what your assistant is going to do, then you’ll both have an easier time, enjoy your working relationship more, and get more done. 

From the very beginning of your working relationship (and even before you officially begin working together, such as during your initial discussion), it’s critical to define roles and expectations clearly. What do you want your assistant to take care of? What is important to you? What tasks take the highest priority?

Remember, no one can read minds. If you expect your assistant to do that, then both of you will be doomed to disappointment and frustration. To get the most out of your working relationship, provide a template or checklist that outlines the tasks you want them to complete. Set clear deadlines for projects or tasks and ensure they are communicated effectively.

Establish Regular Communication Channels

Your virtual assistant works alongside you, helping you get things done. Therefore, it’s important to conduct regular check-ins and stay in touch. Yes, you may want your assistant to handle tasks so you don’t have to, but that doesn’t mean you don’t need to communicate with them.

Communication not only helps you let your assistant know what’s expected and allows them to ask questions or request clarification, but it also helps you establish rapport and build a connection. This makes working together easier and more enjoyable. 

One key component of working with a virtual assistant is to set expectations for communication. This often comes down to personal preference. Some people prefer to maintain constant contact with their virtual assistant, receiving guidance and answering questions throughout the day. Others prefer to outline a list of tasks and have the assistant work independently, scheduling questions or updates at set times rather than as they arise. Make sure to let your assistant know your communication preferences and work style. This will not only make both your lives easier but also make you more productive. 

The methods you use to communicate matter. This also comes down to personal preference. Do you want most of your communication to happen through text? Email? Slack messages? Video chats? Phone calls? Make sure your assistant knows how you prefer to stay in touch. Also, let them know when you’d like to use another method. For instance, if you usually communicate via email but want them to call you in an emergency, ensure you clearly state that. 

Utilizing Project Management Tools

Project management tools help ensure you and your assistant are on the same page. These can enhance collaboration and communication, enabling you to complete work more efficiently.

With the correct project management tool, you can delegate tasks, keep track of progress, set priorities, and much more. This makes it much easier for both you and your assistant to work together and achieve your goals. 

Several project management tools are available, including Trello, Asana, and Monday. Your choice depends on several factors. Obviously, if you’re already using a particular tool in your business, it probably makes sense to add your assistant to your existing workflow. If you’re not already using a tool, spend some time looking at the different options and choose the one that fits your style and your business. By spending a little time now, you will save a lot of time later. 

Maximizing Efficiency Through Time Management

Prioritizing tasks, setting deadlines, and completing work on time are essential for your business. By clearly outlining your priorities and deadlines and communicating them effectively, you will enable your virtual assistant (VA) to manage their schedule more easily. This clarity helps them understand what needs to be done and when, enabling them to structure their work to meet your requirements. Your efficiency positively impacts your VA's efficiency, which ultimately enhances your own productivity even further. 

When your assistant knows what matters to you, what tasks are critical for your business, and when these tasks need to get done, they’ll be significantly more efficient. This means they’ll complete tasks when on schedule, so you won’t need to follow up or even think about the work. You won’t have to ask for the report or remind them to send you last week's notes before your meeting tomorrow, because they’ll already know and have done it.  

A virtual assistant can help alleviate your workload, allowing you to concentrate on what really matters. For example, it's challenging to focus on writing a report when you're also trying to sort out next week’s schedule in your head. Similarly, spending time with your family can be difficult if you're preoccupied with responding to emails. This not only causes fatigue but also diminishes your productivity.

Your virtual executive assistant will efficiently manage tasks that contribute to your mental burden, allowing you to focus on other priorities and relax when you need to. Imagine enjoying your weekends without worrying about your inbox—it's possible. Investing time in building an effective working relationship with your assistant will pay off by significantly reducing your mental stress.

She’s A Given™ provides best-in-class virtual assistants to help you manage your life and your business more efficiently. We help business owners, leadership teams, and executives get out of the weeds and focus on what really matters. Are you ready to get started with a virtual assistant? Schedule a free 30-minute discovery call with our team to find out how we can help you.