3 Tips for Sharing a Virtual Assistant With Another Member of Your Organization

We often receive inquiries about our Virtual Assistants (VAs) from larger organizations, extending beyond the realm of solo entrepreneurs that was common in the start of the Virtual Assistant industry.

One recurring query we encounter: Is it feasible or possible for me to hire a Virtual Assistant and share that VA with someone else on my team?

Our unequivocal response is yes(!), and we're eager to share insights that can optimize this collaborative arrangement for maximum benefit.

The assumption that sharing a VA only makes sense when team members possess similar roles and responsibilities is a common misconception. In reality, a seasoned VA possesses the agility and adaptability to manage tasks across different departments or functions within an organization. (Side note: In fact, if team members find themselves sharing identical responsibilities, it might signal an opportune moment for broader discussions within the organization about roles and task allocation!)

The advantages of sharing a VA within the confines of a single organization are manifold. By working closely with multiple team members, a VA can develop an intimate understanding of crucial contacts, internal procedures, corporate culture, and upcoming initiatives. This familiarity not only streamlines administrative processes but also enhances organizational coherence and operational efficiency.

Effective Strategies for Seamless VA Integration:

1. Establish Clear Expectations from Day One: Setting clear guidelines regarding task prioritization and hierarchy is necessary. Virtual Assistants can accomplish a number of tasks. What is the order of precedence for tasks? How to minimize potential scheduling conflicts? How should the VA prioritize tasks?

2. Implement Regular Check-Ins: Schedule periodic reviews, ideally on a monthly or bi-weekly basis, to assess how things are going -- and what can be improved upon. Are priorities clashing? Are deadlines reasonable? These sessions should encompass feedback from both team members and the VA themselves. Over time, as the working relationship matures, these evaluations can evolve to become more streamlined and less frequent.

3. Make Sure That The Broader Team Knows Who to Contact: Encourage open lines of communication between the VA and all relevant team members. This facilitates seamless coordination and ensures that the VA remains aligned with organizational objectives.

This blog post promotes the idea that VAs can play a crucial role in larger organizational settings by taking advantage of familiarity, efficiency, and effective task management across different team members. It encourages setting clear expectations and regular communication to maximize the benefits of a shared VA arrangement.