Why onboarding matters - get the most value out of your VA’s support
Your Essential Guide to Onboarding and Working with Your Virtual Assistant
As a designer and owner of this VA agency, I have matched over 70 design firms with their virtual assistants. From my experience, design firms that build successful relationships with their VAs follow many of the steps outlined in this blog. Use these strategies to set yourself up for success with your VA or even an in-person hire.
Does this sound like you and your business? Then you are probably ready to delegate!
Start by building your task list
Hiring a virtual assistant (VA) can transform your business by freeing up time for creativity and client work. But to truly benefit from your VA, you need to clearly define what you need help with
In addition, a clear and thorough onboarding process sets your VA up for success, ensures efficient workflows, and helps you get the most value from their support. Here’s how to onboard your VA and start working together effectively
When creating your VA task list, categorize tasks clearly:
Tasks to delegate (VA) – Admin, scheduling, and research
Tasks that need SOPs – Documented workflows for consistency
Tasks you should handle – Client relations, design decisions
Tasks to automate – Social scheduling, invoice reminders
Tasks needing templates – Proposals, client questionnaires
Identify what to delegate
Before your VA starts, outline tasks they will handle. Focus on repetitive and time-consuming jobs such as inbox management, social media posting, procurement and order tracking, and drafting support. Use a spreadsheet or project management tool like Trello to track these tasks.:
A simple spreadsheet or Trello or Asana board will help you identify which tasks to outsource
Define Roles, Expectations, and Provide Tools
Set clear responsibilities, deadlines, and working hours for your VA, outlining key tasks and software skills required (e.g., design tools, Trello, or Asana). Additionally, highlight soft skills such as communication and organization while setting response-time expectations. Ensure your VA has access to essential tools from day one: share logins securely using a password manager, introduce them to your file-sharing system like Google Drive, and grant access to necessary design software or CRM tools.
An example of a beautifully rendered kitchen by Viktoria, one of our talented Virtual Assistants.
Make use of checklists
The most important checklist to start with, is to identify your needs. Before hiring a VA, take time to assess your business needs. Start by reviewing your daily tasks and identifying which ones consume the most time. Highlight repetitive tasks, such as inbox management or social media scheduling, that can be easily delegated. Separate responsibilities that require your design expertise from those that can be handled by a VA. Use a tool like Trello or a task list spreadsheet to organize your findings and prioritize tasks that free up your creative time. Knowing exactly what you need help with will guide you in choosing the right VA with the right skills.
The second checklist that will benefit you and your VA is an onboarding checklist. A detailed onboarding checklist helps your VA transition smoothly into their role. Include introductions to your company's mission, values, and team members. Provide access to essential tools, software logins, and training resources. Assign clear tasks for the first week and set up regular check-ins to address questions and review progress. An organized onboarding plan ensures your VA understands your workflow and can quickly become a productive part of your business.
Set yourself and your VA up for success with our FREE guide!
A well-structured onboarding process empowers your VA to manage essential tasks efficiently, giving you more time to focus on your design work. With clear communication and ongoing support, your VA can become a valuable part of your interior design business.
Ready to transform your business? Download our free VA onboarding guide and start delegating with confidence!