Onboarding your virtual assistant: best practices for 2025
I’ve seen firsthand how a well-onboarded VA can transform operations, streamline processes, and free up time for founders to focus on growth. When any new team member begins, there is always a learning curve for them as they take the time to understand your business, and the way you would like them to operate and complete tasks. From personal experience, it takes me about a month or so to feel comfy in a new business. I truly believe that to set up your VA for success, it’s important to invest time and effort into onboarding your VA effectively. This doesn’t mean training, per se, as the VA you hire should already have the necessary skills for what you need support with. This is something I always make clear during discovery calls, as sometimes, you guessed it, business owners are too busy to onboard their VAs properly, and it doesn’t end up working out in the long run. To prevent that, here are some best practices for onboarding your VA, tailored to ensure success for both your business and your assistant!
1. Have SOPs in Place
I believe before hiring a VA, you should have Standard Operating Procedures (SOPs) in place to ensure consistency and clarity on how to complete tasks. This will make your life and your assistant’s life so much easier! You can create SOPs in tools like Asana, Google Docs, or Notion. SOPs should:
Document your workflows step-by-step.
Include screenshots or videos for visual guidance (Loom is a great tool for this!)
Be a living document (regularly update as your processes evolve).
SOPs will reduce the learning curve and empower your VA to handle tasks with confidence and accuracy. If you have these in place, your VA can jump right into helping you and will have fewer questions about how to complete a task to your liking.
2. Kick-Off Call to Train and Review Key Tasks
It is encouraged to schedule a kick-off call with your VA within the first week of your contract starting. This session should:
Introduce your VA to your business goals and priorities.
Walk them through their initial tasks and expectations (can review SOPs)
Allow space for questions and clarification.
We recommend recording these calls for your VA to reference later.
3. Prioritize Open Communication and Feedback
Effective communication is the cornerstone of a successful VA relationship. Part of our packages include 1:1 access to your assistant in Slack, as well as bi-weekly check-in calls over video. We find this model works the best to keep everyone on the same page. Set up regular check-ins to:
Review progress on tasks.
Address any questions or concerns.
Provide constructive feedback to guide improvements.
Bounce ideas off your VA!
4. Delegate Effectively
Delegation is key to maximizing your VA’s potential. Realize that your assistant may have a different approach to doing things, and this is not necessarily a bad thing! If their way and outcome still align with your objectives, be open to their suggestions and approach! They may even have a better way of completing a task, or offer a different perspective to improving your back-end structure. To delegate effectively:
Clearly define the tasks you’re handing over.
Provide all necessary resources and access.
Trust your VA to take ownership of their responsibilities.
5. Set Clear Expectations
It’s important to establish clear expectations from the start to ensure alignment and avoid misunderstandings. Chat with your VA about:
Deadlines and turnaround times.
Preferred communication methods.
Quality standards for deliverables (which will also be covered in your SOPs)
Dedicating the time to properly onboard your VA is an investment in your business’s success! By focusing on these 5 core elements, you’ll set your VA up for success and create a partnership that drives growth and efficiency in your business.
Looking for a trusted VA to support your business? Learn more about how NT Virtual Co. can assist you by inquiring below.
