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How To Use All The Hours In Your Virtual Assistant Plan

Updated: Feb 14, 2023

As a business owner, we all know that time is money, and let's face it, there's never enough of it. With so many tasks and responsibilities to manage, it can be tough to stay on top of everything. But, have no fear, virtual assistants are here! Hiring a virtual assistant (VA) can be a game-changer for your business, but it's up to you to ensure that you're making the most of your investment. So, let's dive in and see how we can utilize all the hours in your virtual assistant plan to maximize your productivity and reach new heights!



Prioritize, Prioritize, Prioritize!

The first step in effectively using your virtual assistant hours is to prioritize tasks. You need to figure out which tasks are the most important and require your immediate attention. This will help you allocate your VA's time more efficiently and ensure that you're getting the most bang for your buck.


A brain dump is a useful technique to let go of tasks and prioritize them, especially when working with a virtual assistant (VA). By doing a brain dump and delegating tasks to your VA, you can optimize your time and increase productivity. Here's a step-by-step guide on how to do a brain dump and delegate tasks to your virtual assistant:

  1. Set aside dedicated time: Find a quiet and comfortable place where you can sit and focus on your thoughts. Set aside 10-15 minutes of uninterrupted time for your brain dump.

  2. Write everything down: Start writing down everything that's on your mind, including all the tasks, responsibilities, and ideas that you need to delegate to your VA. Don't worry about organizing or categorizing your thoughts at this stage; the goal is to simply get everything out of your head and onto paper.

  3. Categorize your thoughts: Once you've completed your brain dump, take a moment to review what you've written down. Categorize your thoughts by creating sections for work-related tasks, personal responsibilities, creative ideas, etc.

  4. Prioritize your tasks: After categorizing your thoughts, review each section and prioritize the tasks within it. Identify the most important and urgent tasks that you can delegate to your VA. This will help ensure that you are effectively using your VA's time and skills.


By following these steps, you can let go of tasks and delegate them to your VA, helping you to prioritize your time and increase productivity.


Delegate, Delegate, Delegate!

Once you have your tasks prioritized, it's time to delegate them to your VA. Remember, your VA is a seasoned professional, and they should be able to handle most tasks you throw their way. However, it's essential to keep in mind their skill set and make sure you're not delegating tasks that are outside of their area of expertise.


For example, if your VA is not a graphic design wizard, it might not be the best idea to delegate a complex design project to them. Instead, consider delegating tasks that play to their strengths, such as data entry, research, or schedule.


Communicate, Communicate, Communicate!

Effective communication is key to a successful virtual assistant relationship. Make sure to clearly communicate your expectations, deadlines, and the details of each task you delegate. This will ensure that your VA has a clear understanding of what's expected of them and can work efficiently to get the job done.


Additionally, make sure to provide regular feedback to your VA. This will help them understand what they're doing well and where they need to improve. A little bit of constructive feedback can go a long way in making your VA feel valued and appreciated.


Get Organized

To optimize the productivity of your virtual assistant (VA), it's important to have an organized plan. While tracking their hours can be helpful, it's not necessary for the client to do so. Instead, consider having regular monthly meetings with your VA to collaboratively establish goals and tasks. This will allow you to work together towards a shared vision and ensure that the VA is utilizing their time effectively and efficiently.

In addition to these meetings, you may want to consider implementing a project management tool or time-tracking software. These tools can help you keep track of your VA's progress and ensure that they're on track to meeting your shared goals. By having a clear understanding of the VA's progress, you'll be able to provide feedback and adjust their tasks as needed to optimize their productivity.


Make the Most of Your Virtual Assistant Plan

Finally, it's important to make the most of your virtual assistant plan by keeping your VA busy and engaged. Don't let their hours go to waste! If you find that you're not using all the hours in your virtual assistant plan, consider delegating more tasks or expanding the scope of the tasks you're delegating. This will help you get the most value out of your investment and achieve your business goals.


In conclusion, utilizing your virtual assistant hours effectively is crucial for maximizing your productivity and reaching your business goals. Remember to prioritize tasks, delegate appropriately, communicate effectively, get organized, and make the most of your virtual assistant plan.


If you are looking to be matched with your Canadian VA and get organized, book a call with our founder, Brittney Ashley here.

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