Communication is the key to success when you run a business. If you don’t communicate well, you may miss deadlines, do something wrong, or do something that was assigned to someone else. If this happens, you may find you don’t do a task you’re supposed to do, or you do a task that was completed by someone else. When that happens, you’re wasting your time and money because you won’t get paid for that task.
There are many ways to communicate with your Virtual Assistant to ensure she understand the instructions you give to her, knows exactly what your expectations are, and what the deadline for the task is. It’s also important that you both understand how each other works and tell the other when you won’t be available.
Here are a few suggestions to help find a way to make sure you clearly communicate with your Virtual Assistant.
One of the easiest ways to communicate with your Virtual Assistant is to use email. It’s a good way to document tasks, how you want them done, and what the deadline is. It’s also a good way to keep all of your information about one topic in the same place. Email is easy to access from a computer or smartphone which makes it easier to receive a fast response.
Phone meetings are perfect for communicating with your Virtual Assistant. Sometimes it’s easier to verbally speak about your tasks then it is to try and type it out in an email. This will also give your Virtual Assistant the opportunity to ask questions and have you answer them right away. When there are questions and you must answer several times, a phone call will make it easier.
3. Instant Message or Online Chat
Using instant messages or online chat programs is a great way to communicate with your Virtual Assistant at any given time. You won’t have to wait on emails to go back and forth, and you can talk when it’s not convenient to be on the phone. This is the perfect way to check on the status of projects that are due soon or just an easy to way to make sure she doesn’t have any questions.
While texting may be a little bit more difficult to do when it comes to communicating with your Virtual Assistant, it’s not a bad way to go. It gives you the ability to let her know you’ve sent an email to her or that you want to talk via the phone or messenger. You can also ask her if she has any questions regarding any task or deadline.
To make these tools work better, you need to set daily or weekly meetings with your Virtual Assistant. This will help both of you to make sure she’s on track and working on things correctly. One way to do that is to create a time sheet or tracking tool and place it in Google Docs. This will help both of you to know where she’s at and what she’s completed so far.
Lack of communication is not a good thing for anyone. It doesn’t matter if it’s with your clients, your Virtual Assistant, or people you use for business matters. It’s important to find communication tools to meet your needs. You can use one or more of these tools depending on your needs and situation to continually stay in contact with your Virtual Assistant. When you use these tools to keep the lines of communication open and share instructions, deadlines, and answer questions, you’ll find your business will grow and your Virtual Assistant will help you make it happen.© Copyright 2013 Sophie Zollmann