When we ‘onboard’ new clients we ensure the process is as clear and detailed as possible – this manages expectations and gets every new working relationship off to a strong start.

Whether our clients are wanting to delegate administrative tasks, get help managing projects, or we are employed to offer support to help scale operations, the quality of your communication with us and our communication with you directly impact results.

At the heart of our successful clients relationship are our three core values:

Communication, trust, and commitment.

This article outlines some of the key ways we on board and I hope will be helpful to you if you are beginning a journey working with a new VA.

1. Start with Clear Expectations

Effective communication begins with clarity. From day one, outline your expectations, priorities, and preferred ways of working. Define tasks, deadlines, and standards clearly to avoid misunderstandings later.

Providing written processes, examples, or short videos can be incredibly helpful in ensuring your virtual assistant understands not just what needs to be done, but how you want it done. Clarity builds confidence—and confidence builds trust.

TIP: Be willing to listen to your VA’s advice of course – they are the experts and might be able to recommend more effective processes for you.

2. Choose the Right Communication Channels

Not all communication is created equal. Decide which tools work best for your workflow—email for detailed instructions, email, WhatsApp or Teams for quick questions, and video or audio calls for more complex discussions.

Consistency is key. When your virtual assistant knows where and how to reach you, communication becomes smoother and more efficient. This consistency reinforces your commitment to working collaboratively rather than reactively.

3. Build Trust Through Transparency

Trust doesn’t happen overnight—it’s built through open, honest communication. Share relevant context about your business, your goals, and any changes that may affect their work. When your VA understands the “why” behind tasks, they’re more empowered to make better decisions.

Equally important is giving your virtual assistant the space to ask questions and provide feedback. Two-way communication fosters mutual respect and strengthens trust over time.

TIP: view your VA as an integral part of your business, not just another supplier.

4. Schedule Regular Check-Ins

We always like to have regular check-ins with our clients to ensure consistency and help relationships to build. Regular meetings allow you to review progress, clarify priorities, and address challenges before they escalate. These could be weekly, bi-weekly or monthly – work out with your VA what works for both of you.

Regular check-ins demonstrate commitment on both sides. They show your virtual assistant that their work matters and that you’re invested in their success—just as much as your own.

5. Provide Constructive Feedback

Feedback is essential for effective communication. Acknowledge what’s working well and address areas for improvement promptly and respectfully. Constructive feedback helps your virtual assistant grow in their role and deliver even better results.

When feedback is given with clarity and empathy, it strengthens trust rather than undermines it. Feedback from your VA should be welcomed too – it’s not about criticism, it’s about growth!

6. Treat Your VA as a Partner, Not Just a Resource

We’ve said this already but it’s so important ….the most successful VA relationships are built on partnership. When you treat your virtual assistant as a valued member of your team, communication becomes more open, proactive, and solution-focused.

Showing appreciation, recognising achievements, and involving them in discussions where appropriate reinforces long-term commitment and loyalty.

Effective communication with your virtual assistant is about more than tools and tasks—it’s about building trust, demonstrating commitment, and creating a culture of open communication.

When these elements are in place, your VA can become a powerful extension of your business, helping you work smarter, not harder.