One of the most common questions small business owners have before hiring a VA is how do I communicate with a Virtual Assistant? If you’re used to working with someone in the same office, shop, studio or home office, it can feel like a big change moving to a remote working relationship.
The reality is that communicating with a Virtual Assistant is straightforward, flexible and often more efficient than working face to face.
Is It Easy to Communicate with a Virtual Assistant?
Yes, absolutely. A Virtual Assistant works remotely, but that doesn’t mean they are difficult to reach. Most VAs use a range of communication tools to ensure clients can get in touch easily and in a way that suits their working style.
Clear communication is a core part of a successful VA relationship, and systems are put in place from the very beginning to make this seamless.
Ways Small Businesses Can Communicate with a Virtual Assistant
Business owners can communicate with a Virtual Assistant using a variety of platforms, including:
- Email for detailed instructions, updates, file sharing and ongoing conversations
- WhatsApp or text messaging for quick questions or urgent matters
- Telephone calls for discussions that are easier to talk through verbally
- Video calls using Zoom or Microsoft Teams for regular catch ups, planning sessions or project reviews
- Project management systems such as Asana, Trello or similar tools to manage tasks, deadlines and workflows clearly in one place
- Voice notes for quick explanations when typing is not convenient
Using these tools helps keep everything organised, documented and easy to refer back to when needed.
Will My Virtual Assistant Respond Straight Away?
A Virtual Assistant may not always be able to respond immediately and this is completely normal. Like any professional, a VA will be working on tasks during the day and may also be supporting other clients.
However, any good Virtual Assistant worth their salt will be regularly monitoring their inbox, WhatsApp or messaging platforms during agreed working hours. Many VAs also answer telephone calls or return messages promptly if they are unavailable at the time.
Response times and preferred communication methods are usually agreed at the outset, so expectations are clear on both sides.
Remote Does Not Mean Disengaged
Just because your Virtual Assistant is not physically with you does not mean they are slacking off or ignoring you. In fact, Virtual Assistants are highly focused professionals who manage their time carefully to deliver quality work for all their clients.
If your VA does not reply instantly, it is likely because they are busy working on tasks for you or another client. A little patience is often all that is needed, and you can be confident your message will be picked up and responded to as soon as possible.
How You Can Communicate with Me
When you work with Sarah Swinburn Virtual Assistant, you will never feel out of touch. I offer several ways to communicate, depending on what suits your business best, including:
- Telephone
- Zoom or Microsoft Teams
- Project management systems such as Asana
You can find out more about the services I offer and how I support small businesses on my Virtual Assistant services page.
At the start of our working relationship, we will agree on communication methods and response expectations so everything runs smoothly and you always feel supported.
Ready to Work with a Virtual Assistant?
If you’ve been considering hiring a Virtual Assistant but were unsure how communication would work, I hope this has reassured you. Working remotely does not mean working in isolation. With the right systems in place, communication is easy, reliable and effective.
If you would like to discuss how I could support your business, please get in touch to arrange a no obligation chat and take the first step towards freeing up your time.
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