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How to Prepare Your Business to Work with a VA

Your step-by-step guide to getting ready to work with a VA


So, you’ve decided you might be ready to hire a Virtual Assistant. 🎉Smart move. But before we dive into inbox control, content scheduling, and admin wrangling — there’s a little prep work that can make the whole process smoother (and way more effective). Think of it as setting the table before a delicious feast of productivity.


Here’s how to get your business VA-ready (and why it’s 100% worth it).


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Step 1: Identify What’s Draining Your Time

Start by listing the tasks that feel repetitive, time-consuming, or just plain annoying.📌 Common culprits:

  • Inbox overwhelm

  • Calendar chaos

  • Invoicing & follow-ups

  • Social media scheduling

  • Organising files and folders

These are often the first tasks to delegate — and the fastest wins.


Step 2: Write Down Your Current Processes (Even If They’re Messy)

You don’t need perfect systems — just a basic outline of how you currently do things. This could be:

  • A quick voice note explaining your onboarding flow

  • A list of logins you use regularly

  • A screenshot of how you format invoices

Don’t worry if it’s all in your head right now — your VA (hi, that’s me!) can help you build proper SOPs later.


Step 3: Get Your Tools in Order

A VA doesn’t need access to everything right away, but here’s what helps:

  • A password manager (like LastPass or Bitwarden)

  • Access to your email/calendar (viewer or manager)

  • Project management tools (Trello, Asana, ClickUp — whatever works for you)

  • File storage (Google Drive, Dropbox, etc.)

The goal is to make collaboration easy, not overwhelming.


Step 4: Set Clear Expectations

Before you start working together, it helps to know:

  • What results you’re hoping for (e.g., “I want to stop working weekends!”)

  • Your ideal communication style (email? Voxer? Weekly check-ins?)

  • Rough weekly hours you’ll need support with

Being clear upfront helps your VA hit the ground running — and keeps everyone smiling.


Step 5: Start Small & Build

You don’t have to hand over your entire business on Day 1. Start with a few tasks, see how things go, and grow from there.💡 In fact, many of my clients start with just 2–3 hours a week — and we build from there once trust (and time saved!) kicks in.


Work with a VA Mindset Shift — You’re Not “Handing Over Control,” You’re Gaining Capacity


Letting go of tasks doesn’t mean letting go of your business. It means trusting someone to help support it — so you can lead, grow, and breathe easier. 🙌


Hiring a VA isn’t just a smart business move — it’s a sanity-saver. And with just a little prep, you’ll be amazed at how quickly your day-to-day becomes lighter, calmer, and more strategic.


💬 Ready to get started? I’ve helped busy business owners just like you free up their time and get their systems sorted — and I’d love to help you too.


Let’s Chat - Click here to



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