Getting the best from your Property VA

Working with anyone takes time to adjust, especially if you are used to doing it all yourself.
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The first thing you need to do is be prepared to trust your VA and yes this does take time, but communication, information and a degree of patience are key to a successful working relationship, on both sides. 

Before you start working with a VA it is a good idea to ask around your network for recommendations and then arrange a free discovery call. Most VA's offer this and it gives both you and the VA the opportunity to decide whether you are a good fit. 

Key questions to ask include
Are they insured? What type of insurance do they have?
Are they registered with the ICO?
What is the cost per hour or do you need to buy a package?
What is their availability?
What tools do they use?
How do they communicate with their clients?

Following on from your initial call if you are a good fit then expect to receive a contract to sign outlining your VA's terms and conditions along with a description of the services and hours contracted. I always recommend an initial paid block of 10 hours, as this gives you the opportunity to work together and see how you both get on.   

Once you have both signed the contract and made payment, then expect to spend approximately an hour going through everything on a call, in more detail. This will depend on the complexity of the work and with good email communication maybe reduced or the need eliminated.

It is often helpful, especially in the initial stages to arrange a regular check in as this helps to answer any questions and reduces the risk of miscommunication.

Communication really is key - your VA needs information in a timely fashion! The more you give them when onboarding the better, even if it does feel like overload to you, your VA will sort out what they need to know. While experienced in their field they are not an expert in your business and systems or mind reading! My crystal ball might need polishing but I am not effective if you don't communicate with me.

Please don't expect me to second guess what you want. While property does have sequences and steps all clients work in different ways. Some are happy for you to get on with all the onboarding without any intervention from them, while others want to know everything, which of course as the client is your prerogative, but micromanaging isn't helpful and this is where you need to learn to trust your VA and that if they are unsure they will ask. Agree the steps and then let them get on with it.

I have worked with clients over the years, who don't want to be involved with anything, do everything themselves, ignore the uncomfortable things, or practice radio silence all of which are equally frustrating, for different reasons. It is about getting the right balance for you and your business. Some people really aren't ready to work with a VA and that is fine, but burnout is a real thing and nobody can do everything on their own! But learning to let go of your business baby is equally hard. 

Honesty is essential for both the client and also the VA. I would far rather a client tell me when we are working together, if it isn't working for them. Flexibility is the key, then we modify things and if the doubts still persist then better to part company.  My integrity and the ability to sleep at night are far more important to me than anything else

Boundaries & availability - be honest about what you expectations are. Are you looking for cover outside standard working hours? Some VA's do offer this but many choose not to and as a business owner can decide what works for them. Do you need somebody available Monday to Friday, during standard office hours or can your work be done in the evening and at weekends? How quickly do you expect a response from your VA?

Many clients are entrepreneurs and work on multiple projects at different times of the day and night. if this is you then fine but as the VA you might want to silence your notifications as being woken up at 4am by multiple notifications causes sleep deprivation and insomnia! I turn my phone off at night so this isn't a problem but the early morning scrolling through your emails can incite panic and the need to start work there and then! 

If your VA tells you that they work certain hours please respect this and don't expect replies, outside of this. This is common sense but I have worked for clients in the past who don't know where to find things, even when you have told them on multiple occasions and then decide to interrupt you on a Sunday afternoon for details. This is not okay and yes I no longer work for the client.  

Yes emergencies do happen and just occasionally projects might overrun and need to be worked on outside of normal hours. A lot of VAs can and will accommodate this and this should be clear in their terms and conditions.  If you think this might happen please be upfront about this and if your VA can't accommodate this they might work in a team or have associates, so you have double the knowledge. Personally bookkeeping is something I avoid, it is specialised and I have no wish to do it, so I always find someone else who can.

Saying please and thank you - just three simple words but these mean everything and make you feel great about yourself. Trust me as a VA this can make or break your day. Yes there really are people out there who rarely say please or thank you and as a parent two of the first words we teach our children!

These are just some of the things that I have learnt from working with clients over a number of years. 

Not all VA's are equal! Unfortunately in recent years becoming a VA has been marketed as a great side hustle with comments like all you need is a laptop and an internet connection, which of course are not helpful and completely false. As you can see you need a lot more than just a laptop and internet connection.