Virtual PA’s are very much a part of the growing network of freelancers who are increasingly in demand as companies appreciate the value, flexibility and cost effectiveness of their services. There has been a shift in mind-set over recent years from the traditional view that your PA needs to be office based to the more modern virtual alternative.

I strongly believe that no matter where you are working from or who with, communication is an absolute prerequisite – without communication any relationship will struggle to blossom; the value add will be limited and the end result will be of no benefit to anyone.

The following ten steps will help you work effectively with a Virtual PA.  It will help you establish, grow and nurture a positive working relationship – a relationship that will make a real difference to you, your team and business.

1. Be clear with what you want your Virtual PA to do. Give clearly defined projects with precise instructions. Start to delegate slowly until you are confident with the way in which tasks are delivered. Establish a workflow and over time build upon it.
2. Invest the time to familiarise your Virtual PA with the way you like to work, it may be time consuming in the early days but you will reap the benefits in the longer term. Do you prefer to know every time something has been scheduled or is a daily summary by email acceptable?
3. Understand and share your daily processes. Document them or have your Virtual PA do this for you. Be open-minded as to whether any of these can be improved upon and listen to any suggestions made. Consider them fully and discuss your thoughts.
4. Trust the Virtual PA you have chosen, avoid hovering over him/her and allow them the space to proactively complete the tasks you have delegated. Build a responsive rapport. By delegating you are giving yourself the space required to focus on other tasks.
5. Keep communication open, be transparent and available. Schedule regular weekly calls to discuss your priorities, what is important for this week, next week and the coming weeks. By maintaining two-way communication and working together there is little doubt you will both achieve so much more.
6. Be aware of high value tasks and the areas in your business that you enjoy the most. Also, the areas that you don’t enjoy or tasks that can be done by others more efficiently. Share your short and long term goals regularly.
7. If your Virtual PA is to liaise with your clients or contacts set them up with an email address under your domain name.
8. Recognise that although virtual he/she is a part of your team. Invest in your partnership and business. Give them the recognition and praise for their contribution. Nurture your relationship in the same way you would an in-house member of your team. Keep them motivated.
9. Agree regular review meetings/calls to discuss openly what is working, what is not and how you may like to alter things. Three monthly review meetings face-to-face if possible or via phone/Skype. You may decide you are happy to delegate more tasks. Be open and honest.
10. Finally, play to your strengths. Make sure everyone in your team spends most of their time doing what they are best at. In order for your productivity levels to really increase you need to be surrounded by the right people who have the right skills for you.

Do you have any tips you would like to share on establishing and maintaining a positive working relationship on a virtual basis?

Please feel free to share in the comments below, or ask any questions, I love to hear from you.