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4 Secrets To Effective VA Task Delegation

Published by: Marisa Wiman | 16 July, 2018

For many entrepreneurs, delegating tasks to their virtual assistant is something new especially for those who are used to work on their business solo. Now that the business is growing and opportunity to scale up is presenting itself, getting extra hands on deck is necessary. Getting a VA is not enough though. You need to be able to pass on the tasks effectively. Here are some pointers that might help you do just that.

Document the tasks you want outsourced

You might be very familiar with your business processes so that you can talk about it easily but unless you document, you will have a hard time delegating the job. You need a guide to be able to walk your assistant through with the task step by step.

How would you describe the task? How will it contribute to your business? What are the steps involved? What are the tools needed to do it? What are the metrics if the task is done correctly? Is the task time-sensitive? These are some of the questions you need to provide an answer for in your documentation.

Choose the best instruction method

Not all tasks are the same. Some are very easy to pass on and some are a bit challenging to delegate. The secret is to find the best medium to pass on the directions. If the task is just using common platforms and the VA is very familiar already with it, then a simple document that outlines the steps of completing it will be more than enough.

To enhance documented processes, you can insert images to clarify the details of the task.

If the task uses uncommon online tools or uses a software specifically designed for your business, you might need to pass on the task through a video. You can record the process using screen recording apps like EzVid and Flashback Express and then narrate the instructions as you go through the process in the dashboard.

Videos are easier to review. For complex processes, it lessens the possibility of confusion or missing details that can make the whole thing harder than it already is.

Be clear with the rules

There are tasks that are sensitive in nature. Managing social media accounts is one good example. It is important that the posts made on behalf of you and your business follows a strict standard. This is the same with your emails and other online communications your VA is handling for you.

Remember, saying the wrong thing in social media can be very costly for a business.

It is also important you are clear about privacy concerns with your assistant. You need to make sure that your business is protected from any information leak. While it is important to trust your VA, it is also prudent to have your assistant sign a non-disclosure agreement if you feel the need to have one.

Keep the line of communication open

The key to delegation is communication. Even if you have clearly delegated the tasks, you still need to get in touch with your VA as often as need to just to make sure that the tasks are done the way you want them done. This is especially vital in the first few days of your engagement with your VA.

There are also many things that could go wrong so you need your virtual staff to be comfortable enough to get back to you if the situation demands escalation. Be sure you are approachable to your team as this would make them more inclined to talk with you.

Delegation is both a science and an art. While there are tools and methods to make to make it all easier, you also need to consider the human side of it all. You need to build a professional but friendly relationship with your VA. You need to operate in trust and honesty and you need to be always willing to help and empower them. Make your virtual assistant your partner in growing your business.

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