How to Work with a Virtual Assistant – The Fine Art of Delegating
Delegating to your Virtual Assistant helps you reclaim focus, improve productivity, and reduce stress, especially when done right,
For any business where the admin and associated tasks are becoming an issue, using a Virtual Assistant (VA) is usually the most appropriate choice.
Why do so many businesses use a VA? Well, it is usually less of a financial commitment than a permanent member of staff (particularly after the recent changes to employment-related costs in the UK) and often offers more flexibility. . Getting help with specific tasks is useful for any business, but for individuals who are neurodivergent, such as those with ADHD, autism, or dyslexia, working with a VA can be particularly transformative. See our article here on the red flags that say you may need a VA
A quick reminder of some of the things a VA can do for you
When you need a Virtual Assistant, one of our team will work remotely to support you with a range of administrative, creative, or technical tasks. These could include:
- Email and calendar management
- Data entry and document formatting
- Travel planning and appointment scheduling
- Bookkeeping and invoicing
- Social media support
That is not all we do, but it gives you a good idea of how we can help relieve you of some of the more troublesome tasks that take up your time and stop you from getting on with more important things. The use of VAs is growing steadily in the UK, particularly among SMEs and sole traders, and they perform a vital role in the support and development of 1000s of businesses.
The Art of Delegation
Here at Able Admin, we are proud to be part of the growth of our clients. One of the most important factors in our success has been how we work with them to achieve the best result. A key part of that relationship is what is and isn’t delegated to us.
Delegating effectively requires clarity, communication, and a little bit of courage, particularly if, like most businesspeople, you are used to doing everything yourself. However, mastering delegation can unlock more time, reduce overwhelm, and enable you to focus on your strengths.
So, let’s take a quick look at some of the ways to approach the delegation of tasks to a VA.
Let go of the right tasks
Start by identifying tasks that are repetitive, time-consuming, or outside your skill set. These are often the easiest to delegate and, therefore, offer the quickest results for you.
For example:
- Managing your inbox
- Scheduling meetings and reminders
- Creating standardised documents or reports
- Social media scheduling
- Invoicing and bookkeeping
These are practical areas that people often find a chore and/or distracting from their main role within the business. Get rid of them, and you will free up time and resources. If you are neurodivergent and experience executive function challenges, such as difficulty organising, prioritising, or remembering tasks, then handing over diary management and inbox triage can be especially beneficial. Whatever your admin issue, a VA can act as a buffer between you and the noise, helping you stay focused on what matters most.
Tell us what you want to happen
Delegating tasks should have a very visible and practical outcome. You know your business best and can probably immediately make a list of tasks to get rid of. The chances are that the list will be right, but there is sometimes an issue with ‘too close to the trees’ syndrome. An outside view can help identify where real world and sometimes very significant changes can be made. So, we suggest you take a quick look here at how we help and then book in for a discovery call. We’ll go through things with you, and you can tell us where you want to be. Then we’ll work out between us how to make that happen.
Do a task audit to get a clear picture of what to delegate
If you have a more general problem and find yourself saying things like ‘I’m drowning in admin’ rather than having a very specific target in mind, a task audit may help. Spend a week noting down what you did and when. For most people, it is a bit of an eye-opener to see what they actually do all day, and it will help identify tasks that could be re-allocated. This is not time that is wasted as such because the tasks need doing, but it could certainly be better spent doing other things. These are the tasks to consider for delegation.
Collaborate with us to build trust and understanding
Letting go of tasks is hard at times! We understand that. So, to make the process more efficient and easier for everyone, it’s important we talk. We need to build a working relationship. You need to trust us to do the job we promised to do, and we need to learn what your expectations are so we know we are working for you in the right way. Feedback is good in both directions because it helps to build trust.
We are looking for places where delegating tasks to us will make the biggest difference. We have been doing this for some time, so we have plenty of experience to bring to the table, and we are happy to share.
The fine art of delegating starts with understanding
The ultimate goal is to delegate in a way that meets your own needs, and the best route to that goal is by trusting someone to support you. If you delegate the right tasks, we become more than just a helper; we become a productivity partner. When we reach that stage, everyone is working at their best. For individuals who are neurodivergent, our partnership can also provide much-needed structure, support, and a bit of calm in a demanding work environment.
Delegation is important, so it's a great skill to develop, as well as a road to a fantastic working relationship.