As an entrepreneur or small business owner, setting clear expectations is key to building a successful working relationship, whether it's with a new team member or your virtual assistant (VA).

Having these expectations in place helps everyone understand their roles and keeps things running smoothly. But without clarifying what you need, it’s easy for things to get off track.

If you're in the process of hiring a virtual assistant for the first time, it can be difficult to know what to expect. So, to make the most of this partnership from day one, here are some key things to focus on and questions you should ask yourself.

The importance of realistic expectations

It's natural to have high hopes for your virtual assistant, and rightly so! But in this early stage, it's so important to remember that what seems straightforward to you might take a little getting used to for your new assistant.

For instance, once you start offloading some of your work, expecting them to jump straight in without clear instructions or context can set them up for a tough time. They want to help you succeed, but they need the right information to do so!

The reality is that your input plays a big role in this partnership, and you'll get the best results when you invest some time upfront. The more guidance and information you provide, the smoother things will go. As you get to know each other and build trust, the process will become much easier, and you’ll both see better outcomes.

What you should expect from your virtual assistant

Saving time—slowly but surely

Many people assume that hiring a virtual assistant will immediately free up a ton of time. While you will save time (especially if you onboard them properly), it might take a little patience to get to that point.

For instance, if you delegate a task that normally takes you an hour to complete, you might find that you save about 30 minutes after factoring in the time it takes to explain the task and get everything set up for your assistant.

But don’t be discouraged! Remember, that’s still 30 minutes you wouldn’t have had otherwise. As your virtual assistant gains experience and becomes more familiar with your workflow, you’ll see even greater time savings. Think of it as a short investment of your time for a long-term gain.

And of course, the more repetitive tasks you delegate, the more those time savings will snowball! So, while it may take some initial effort to get started, the payoff you'll receive down the line in terms of productivity and peace of mind is well worth it.

High-quality work delivered on time

You can absolutely count on a well-prepared assistant to deliver high-quality work consistently—all it takes is detailed instructions and proper onboarding.

Without the right tools and information needed to complete tasks successfully, it’s tough to hold them accountable for the results.

Following your instructions

If you have specific processes or methods that have helped you succeed so far, it’s completely reasonable to expect your virtual assistant to follow them. Again, it's important to bear in mind that they’ll need clear instructions to fully grasp these processes.

This could include bullet points in a shared document, step-by-step video tutorials, or even a checklist that outlines your expectations. You might also want to consider providing examples of past work or results that illustrate your preferred outcomes. This can help your VA understand not only the “how” but also the “why” behind your processes, giving them a deeper insight into your goals and vision.

Remember, your virtual assistant is there to support you, and they want to do a great job! The clearer you can be about how you like things done, the quicker and easier they can adopt your way of working.

Plus, they might have valuable insights from their previous professional experiences that could improve your existing processes, so it's worth being open to any ideas or suggestions they have.

Questions… Lots of them!

In the early stages, your virtual assistant is bound to have a lot of questions. This isn’t a sign of inexperience, but rather a sign that they’re eager to get things right.

So, be patient and available to answer their questions. Over time, as they become more familiar with your tasks and processes, their questions will decrease. Soon, they’ll be handling those responsibilities independently, giving you the space to focus on your bigger priorities.

What you shouldn't expect from your virtual assistant

Instant responses may not be possible

If you only view your virtual assistant as just a name on a screen, it can be easy to think of them as just another tool or computer program that’s always ready to respond to your requests. But of course, the reality is a bit different.

Although they are a “virtual” assistant working remotely and you may not see them physically around your office space, that’s pretty much where the similarities end between them and the voice-commanded AI technologies in our phones and homes.

Many virtual assistants are freelancers or self-employed professionals juggling multiple clients. This doesn’t mean they aren’t dedicated to your tasks—they absolutely are! It just means they have to balance their time carefully to support everyone they work with. They’ll focus on your tasks during their designated hours, but it’s not realistic to expect them to be available around the clock.

To keep things running smoothly and avoid any mix-ups, it’s super helpful to set expectations about communication right from the beginning. Take some time together to discuss response times, preferred communication platforms, and the best times to reach each other. This way, everyone will be on the same page, and your working relationship will go from strength to strength.

They can’t guess what you need

Your virtual assistant is there to support you, but they can’t read your mind! As much as we might wish they could, virtual assistants won’t be able to anticipate your every need or foresee every new task you'll want to delegate in the future. So as we’ve mentioned before, clear communication is vital.

A virtual assistant excels when they have a solid understanding of your priorities and the tasks you want them to handle, so expecting them to correctly guess what you'll want them to tackle next will only lead to frustration on both sides. Whether it’s daily tasks, weekly projects, or long-term goals, be specific about what you need, and they’ll deliver.

When they know exactly what you want them to do, they can step in confidently, making your life easier and freeing you up to focus on the bigger picture.

Virtual assistants can’t do every single task on your to-do list

Virtual assistants bring a wealth of skills and experience to the table, but unfortunately, no one can be an expert at everything.

If you team up with a reputable virtual assistant service to find your first VA, they will take the time to really understand what kind of support you need. Services like Time etc, for example, will often start with a friendly chat about your unique requirements, preferences, and the specific tasks you want to hand over. This way, they can make sure any and all virtual assistants you work with are equipped with the expertise and experience to handle your tasks effectively.

If you initially hire a virtual personal assistant for one task—like scheduling or email management—but then discover you could really use some help with other specialized tasks, such as managing social media accounts, don’t worry! You can easily add additional assistants to your team at no extra cost to make sure all your bases are covered.

And while we are firm believers in freeing up as much of your time as possible, the truth is that not every task is a good fit for a virtual assistant. For instance, managing social media accounts is something that could be handled smoothly by someone else if you gave them the right instructions. However, crafting a brand-new marketing strategy is something best left to your in-house marketing team or a trusted external consultant.

Similarly, certain tasks on your to-do list will require your personal touch—like performance reviews, personal employee matters, and strategy formulation. Keeping these in your hands makes sure they get the attention they deserve. It's all about focusing on what you do best (and delegating the rest!)

See: How To Successfully Work With Multiple Virtual Assistants: Top Tips For Entrepreneurs

Micromanaging won’t help

As the head of your business, it can be tempting to want to stay deeply involved in every task you were once responsible for. But the truth is, micromanaging can undermine the very benefits you hoped to gain from delegating those tasks.

You’re hiring a virtual assistant to save time so you can focus on the things that only you can do. If you're constantly checking in, asking for updates, and making amendments, how much time are you really saving here?

Resist the urge to micromanage as much as possible, and trust that your assistant is capable of handling the work. While they may need a bit of guidance at first, most virtual assistants are independent and proactive individuals who thrive when given the space to work autonomously.

How virtual assistants can meet and exceed your expectations

The key to helping your virtual assistant thrive is providing regular thoughtful feedback. While it’s always great to celebrate their successes and acknowledge what they’re doing well, it’s equally important to gently share areas where there’s room for improvement.

Your virtual assistant will appreciate your guidance—they want to know how they can better support you and become even more efficient. Open, kind communication creates a supportive environment where you're both on the same page and working towards a successful working relationship that benefits both of you for years to come.

What's the bottom line?

A virtual assistant is more than just an extra pair of hands, they are a valuable ally on your journey towards your goals. The potential benefits from this partnership are vast, and with the right approach, you can transform the way you work and achieve the success you deserve.

The key to a successful relationship with your virtual assistant lies in clear communication and expectations from the start. Take the time to outline your needs and preferences, and be open to their insights on how they can best support you.

So, if you want to find a virtual assistant who not only possesses the right skills but also has a personality that meshes well with yours, communicates effectively, and fits seamlessly into your company culture, Time etc is here for you.

When it comes to our virtual assistants, we take quality very seriously. Through our rigorous selection process, on average, only the top 2% of applicants become Time etc assistants. That means you can rest easy, knowing you’ll be working with someone who has the expertise and skills you can rely on.

Ready to get started? Speak to our expert team and we'll take care of the rest!

Or, you can answer a few simple questions to get personalized task recommendations tailored to your unique needs (as well as $150 off your first month of virtual assistant support with Time etc!)