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Miscommunication No More! 3 Key Tips to Communicate Clearly with Your VA

Updated: Dec 5, 2023

Communication is key in many aspects of our lives and it is particularly important when doing business. Being a virtual assistant, I depend heavily on clear communication channels. This includes using platforms such as Loom, Skype, email, and my phone to ensure that nothing is lost in translation. As most of the time, this communication isn’t face-to-face, I must ensure that my messages are clearly expressed to ensure a successful working relationship with my clients.

If you’re looking for ways to ensure your communication with your VA is being received loud and clear, here are some tips that are worth trying out...

Tip #1: Agree on a method of communication. Right from the start, make sure that you establish your preferred communication method. This may sound simple, but it needs to work for both you and your VA to get the most out of your working relationship. Decide on whether you’d like to keep in touch via Skype, Loom, Facebook, email, or some other platform.

Nothing beats face-to-face communication for building rapport – which is great if you can meet with your VA in person. But if this isn’t possible, there are several platforms that you can use – you just need to find one that works best for both of you!

Tip #2: Set a clear objective and deadline. To get the most value out of your time and money, make sure that you’re clear about what your objectives are. What do you want to get out of your VA in the time you have allocated with them? Make sure that you have a clear set of goals. Set a clear deadline. Have actionable tasks that your VA should complete. Also, let them know if you’d like updates, and if so, how often.

Tip #3: Share files in a central location. The popular phrase, ‘sharing is caring’ really applies when working with a virtual assistant team. How? When you start working with your VA, you can make both of your lives easier by providing them with access to anything and everything they’ll need for the tasks you assign to them. You can share these files in a central location, such as Google Docs or Dropbox. Share any information, company branding guidelines, process docs, or images that will be relevant to the work they’ll do for you. This will help both of you save time later on.


In an office, collaboration is easy and yet, communication breakdowns still occur. Miscommunication can result in misunderstandings, which can lead to costly mistakes.

In a virtual work setting, there are more obstacles to effective communication, compared to a shared-space environment like an office. Therefore, the need to develop strong communication channels and guidelines are more important so you can stay in touch with your VA.

Looking for affordable virtual assistant services? Book a discovery call with me today and let’s talk about all the ways we can help each other.

Miscommunication is inevitable in a virtual setting. However, good communication is still possible using the right tools! And when it comes to collaboration, Airtable is the best online office tool for you. Airtbale is a user-friendly tool that helps you collaborate in a more organized manner.

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