“You don’t need to do it all—seriously.”
Hiring a Virtual Assistant (VA) is a smart move for any business owner, entrepreneur, or team drowning in day-to-day tasks. But here’s the truth: just hiring a VA doesn’t guarantee you’ll get results. If your VA isn’t being used effectively- or if you’re unsure how to best delegate- you could waste time, energy, and money.
Let’s flip that around. With the right approach, your VA can become one of your most valuable assets. So, how do you make sure you’re getting the most out of your VA service? Here’s a breakdown of practical tips, real-world advice, and mindset shifts that will help you stop spinning your wheels and start seeing real value.
1. Get Clear on Your Priorities (and What You Can Let Go Of)
Start by asking yourself: What tasks are taking up too much of my time that someone else could easily handle? A lot of business owners get stuck because they think they have to do everything themselves, especially the “little” things like inbox cleanup, calendar management, or formatting documents. But those little things add up.
Your VA isn’t just there to “assist”- they’re there to help you focus. So, before assigning tasks, map out your week or month and identify what can be delegated. Not everything needs your personal touch.
If you’re unsure where to start, try this simple breakdown: have those crossed out as your goal.
Tasks you hate
Tasks you’re not great at
Tasks that take you too long
These are the perfect starting points for VA delegation.
2. Treat Onboarding Like a Team-Building Moment
The biggest mistake people make? Throwing a VA into tasks without context. Think of your VA as an extension of your team, not just a temp worker.
Even if they’re part-time or project-based, take the time to:
Introduce them to your brand voice and values
Walk them through the tools you use
Share clear SOPs (Standard Operating Procedures) or simple instructions
Set expectations for communication, timelines, and feedback
A little upfront investment in onboarding makes a huge difference in how confident and productive your VA will be- and in how much time you’ll save in the long run.
3. Communicate Clearly (and Regularly)
Don’t expect your VA to read your mind- especially if you’re working virtually and across time zones. Clear communication is your best friend.
Here are a few ways to keep things smooth:
Use tools like Slack, Asana, Trello, or ClickUp to track tasks and updates
Set up weekly or biweekly check-ins, even if it’s just 15 minutes
Be specific in your requests (instead of saying “Help with emails,” say “Please sort my inbox, flag anything urgent, and draft replies to common client questions.”)
Remember: your VA wants to do a great job, but they need direction and feedback to make that happen.
4. Let Go of Perfectionism (and Learn to Trust)
One of the hardest parts of working with a VA- especially if you’re used to doing everything yourself- is learning to let go. Maybe you’ve caught yourself thinking, “It’ll take more time to explain it than to just do it myself.” Or maybe you’ve redone their work because it wasn’t “perfect.”
Here’s the thing: training takes time, but it’s an investment. The more you delegate and give constructive feedback, the better your VA gets- and the more time you get back.
Micromanaging defeats the purpose of hiring help. So give your VA room to learn, grow, and take ownership of their role. Trust builds efficiency.
5. Expand What You Delegate as You Go
Start small, but don’t stay small. As your VA gets familiar with your processes and preferences, you can gradually hand off more responsibility. Beyond admin tasks, many VAs are skilled in areas like:
Social media scheduling and engagement
Basic graphic design (hello, Canva!)
Blog formatting or content updates
CRM updates and lead tracking
Customer support follow-ups
Research and data collection
Get curious about what your VA is capable of. You might be surprised by the range of skills they bring to the table.
6. Track Results and Celebrate Wins
It’s easy to overlook the progress your VA is helping you make when you’re in the daily grind. But it’s important to step back and look at the big picture. Ask yourself:
Are you spending more time on strategy and growth?
Are tasks being completed more consistently and on time?
Are you less stressed and more organized?
If the answer is yes, that’s a win- and it’s worth celebrating. Recognize the value your VA is adding and share feedback and appreciation regularly. A motivated VA who feels like part of your success is more likely to stay engaged and go the extra mile.
Getting the most out of your VA service isn’t about pushing more work onto someone else- it’s about building a smart partnership. It’s about working with your VA to create more space, focus, and momentum in your business.
So stop wasting time trying to do it all. With the right mindset, systems, and communication in place, your VA can help you do more of what matters- and less of what doesn’t.
Because at the end of the day, your time is valuable. And your VA? They’re here to help you protect it.