The Ultimate Checklist for Freelancers and Their Virtual Assistants
If you're a freelancer who has started the exciting journey of expanding your business and have decided to do it with the help of your very own trusty virtual assistant (VA), then this article is perfect for you.
I know it can be a bit overwhelming at first to delegate tasks, we feel that only we can do it, or that it will take too long to explain it to someone else but remember once you have passed the onboarding period, things do start to run a little smoother.
In this article, I will provide the ultimate checklist for freelancers, like you, to manage their excellent Virtual Assistant effectively.
Identifying Your Needs
Before even starting the process of getting some virtual assistance, you need to identify your needs. If you don't know what you need then your virtual assistant is not going to know.
Ask yourself, what tasks do you want to delegate? These tasks may range from administrative ones, such as managing emails and scheduling appointments, to more specialised tasks like content creation, social media management, or accounting.
Finding the Right Virtual Assistant
Once you’ve figured out where you need the most help, it is time to find the right fit for you and your business. Websites like Upwork, Freelancer, and Fiverr host many talented VAs, but they are mixed in with not-so-good ones, too, so always check their reviews and portfolios and conduct an interview, preferably video, to ensure they are what you are looking for.
Defining Roles and Responsibilities
With your virtual assistant hired, the next step is to clearly define their roles and responsibilities. A well-crafted job description avoids confusion and ensures your assistant knows exactly what they're supposed to do. You can never explain too much in my opinion.
Setting up Communication Channels
As you're working 'virtually', effective communication is going to be one of the most important parts to your collaboration. Set your boundaries and decide on your preferred modes of communication - this could be through emails, phone calls, text messages, or project management tools like Asana, Trello, or Slack. Try to stick to the same one everytime to avoid any confusion and missed messages.
Establishing Work Hours
While one of the advantages of a virtual assistant is that they can work in different time zones, it’s still important to establish a schedule where your work hours overlap. This ensures you have time to discuss work progress, provide feedback, and tackle any issues that might arise while you are both working.
Devising a Task Management System
Implementing a task management system is a great way to track your virtual assistant's tasks and deadlines. Tools like Google Tasks, Monday.com, and ClickUp can provide clarity on project statuses, due dates, and time spent on each task, just remember to keep updating it.
Data Security
Ensure your Virtual & social media Assistant understands the importance of data security. This might involve creating secure ways to share sensitive information, like encrypted emails or secure file transfer protocols. There are also many password banks that can help you share important logins without actually handing them over.
Regular Feedback and Reviews
Regularly review your virtual assistant's work and provide constructive feedback. This not only ensures the work is up to standard but also aids in the VA's professional growth and strengthens your working relationship. Try to also take the time to give praise, because showing appriecation can create a strong working relationship too
Invoicing and Payments
Establish a clear and timely payment process. Discuss whether the virtual assistant prefers a bi-weekly or monthly payment, and how they prefer to be paid, be it via PayPal, direct bank transfer, or other means. If your VA's payment schedule is different to yours try to comparimise to make it seamless as possible.
Legal and Tax Considerations
Finally, remember to address the legal and tax aspects of hiring a Virtual Assitant. This might involve a contract outlining the terms of service, confidentiality agreement, and a discussion about who is responsible for handling tax issues.
Delegating to a Virtual Assistant, YOUR virtual assistant can significantly increase your productivity as a freelancer, allowing you to focus on what you do best. It’s all about building a solid relationship based on clear communication, respect, and mutual growth.
SO, there you go, I hope this checklist will help you in your journey because with it, you're well on your way to seeing the power a Virtual assistant can do to help you skyrocket your freelance business to new heights.
Happy delegating!
Meet Bizzybee, a fantastic virtual assistance service based in Cheshire, serving the entire UK. Erin, the brains behind, is all about helping creative freelancers, entrepreneurs, and small businesses succeed by taking care of the little things that can be time-consuming and draining.
Why not get in touch?
