In today’s fast-paced business environment, engaging a Virtual Assistant (VA) can be a game-changer for small business owners.
However, many entrepreneurs face challenges in making the most of their VA partnerships. At Chrysallis, we’ve seen firsthand where people go wrong, and we’ve refined solutions to ensure our clients, and their VAs thrive together.
Here are some common mistakes business owners make when working with VAs and how Chrysallis helps avoid these pitfalls.
1. Mistake: Micromanaging and Stifling Growth
It’s common for business owners to feel overly cautious in the early stages of working with a VA. They may micromanage tasks, check in too often, or limit the scope of responsibilities, thinking it’s best to ease their VA into the role. While this might feel safe, it can leave the VA feeling underutilized and uninspired.
Chrysallis Solution:
We know the importance of starting strong without overwhelming anyone. During the onboarding process, we gather feedback from both you and your VA through structured coaching. We assess your VA’s capabilities and set up clear systems and checklists, so you can monitor their progress without micromanaging. Our local leadership team provides real-time feedback and creates a plan for moving to the next stage, ensuring your VA is empowered to grow with your business.
2. Mistake: Overloading with Expectations Right from the Start
Some business owners assume that once they hand over a job description, the VA should hit the ground running, especially if they have years of experience. However, even experienced VAs need time to adjust to your specific workflow, culture, and expectations. This pressure can lead to burnout, with VAs feeling overwhelmed and unsure how to communicate challenges, eventually leading to disengagement.
Chrysallis Solution:
We take a proactive approach with regular coaching sessions, led by our local leadership team, to provide continuous support to both you and your VA. Our team helps break down tasks and ensures that expectations are clear. We also guide you, the business owner, on how to communicate effectively, helping you build trust with your VA. This support system reduces overwhelm and ensures that your VA is set up for long-term success.
3. Mistake: Treating VAs as Outsiders
One of the biggest errors business owners make is not integrating their VA into the company culture. When VAs are treated as an external resource rather than part of the core team, they can feel isolated, unappreciated, and disconnected. This lack of engagement can lead to turnover.
Chrysallis Solution:
At Chrysallis, we emphasize the importance of making VAs feel like a valued part of your team. We maintain constant communication with our VAs, ensuring they feel included, no matter how far they may be geographically. We hold monthly team meetings with interactive challenges, celebrate birthdays and milestones, and foster a fun, supportive team culture. Even if your VA is your only team member, they’ll feel like they’re part of a larger community that recognizes and values their contributions.
4. Mistake: Failing to Provide Clear, Structured Feedback
A common issue we see is a lack of clear feedback. Business owners might assume that silence means everything is fine, but VAs, especially those with high work ethics, can often internalize any struggles or uncertainties, leading to disengagement or even “ghosting.”
Chrysallis Solution:
We build a structured feedback loop into your VA relationship. Our coaching sessions create a safe space for your VA to voice concerns and for you to share feedback constructively. This consistent, two-way communication ensures that challenges are addressed early, before they escalate into larger issues, and it helps maintain a healthy, productive working relationship.
5. Mistake: Not Setting Clear, Measurable Goals
Without clear goals or KPIs, both the business owner and the VA can lose sight of what success looks like. A lack of direction can result in wasted time and energy, leaving both parties frustrated.
Chrysallis Solution:
At Chrysallis, we help you set measurable goals from day one. Whether it’s task completion, communication standards, or ongoing performance metrics, we ensure that both you and your VA are aligned on expectations. Our leadership team regularly reviews progress to ensure everything is on track and adjusts the plan when necessary to meet your evolving needs.
6. Mistake: Not Considering Working Hours Before Hiring
One frequent oversight is not clearly discussing the expected working hours before hiring a VA. Some business owners assume that their VA will always be available, including evenings and weekends, which can lead to misaligned expectations.
Chrysallis Solution:
We recognize that, as an entrepreneur, your work-life balance matters, and your VA should support that. However, it’s also important to understand that VAs have their own families, responsibilities, and commitments. During the setup phase, we take the time to discuss your working hours, identifying which tasks can be completed flexibly and which require real-time collaboration. Our VAs observe Australian public holidays and work to balance their schedules with yours. We believe in prioritizing task delivery over strict office hours, ensuring core responsibilities are met while respecting both you and your VA’s personal time.
7. Mistake: Not Ensuring Clear Communication and Understanding
Another common issue is not verifying whether a VA fully understands the tasks being assigned. Many VAs have high work ethics and may hesitate to admit when they’re unclear about instructions, especially if they feel like asking questions will reflect poorly on them.
Chrysallis Solution:
We train our CEO clients on how to effectively delegate tasks and provide feedback. Our leadership team closely monitors communication to ensure that your VA feels confident in asking questions. Additionally, we encourage recording conversations or using written summaries for task handovers, so there’s no ambiguity. This hands-on support helps avoid misunderstandings and allows our team to address challenges before they impact productivity.
At Chrysallis, we believe in building strong, supportive, and long-lasting relationships between business owners and their VAs. We do this by focusing on communication, clear expectations, and fostering a team environment that makes everyone feel valued. By addressing these common pitfalls, you can ensure that your VA not only meets but exceeds your expectations, helping your business grow in the process.