Hiring a Virtual Assistant is a game-changer for your business, but only if you set the relationship up for success.
It’s easy to think that once you’ve hired a VA, your workload will magically disappear. But the truth is, getting the most out of your VA takes communication, trust, and the right systems in place.
Here are 8 avoidable missteps that can slow down progress and how to make sure you’re getting the support you actually need.
Mistake #1 - You’re not communicating consistently
Your VA can’t take action on priorities they don’t know about. If you only check in occasionally or rely on vague updates, things will fall through the cracks, leaving you with stalled progress and missed deadlines.
Fix it: Make consistent, clear communication a non-negotiable. That could look like a Monday morning task overview, a quick WhatsApp voice note each day, or a Friday wrap-up. The more clarity you give them, the more momentum you get back.
Mistake #2 - You expect them to fix everything from day one
Your VA isn’t a plug-and-play solution. They’re stepping into your business from the outside, so they need time to understand how you work, what your priorities are, and how your systems all fit together.
Fix it: Onboarding is where the magic starts. Make space early on to share how you like things done, what success looks like, and where they can lean in to add value. When you invest a bit of time upfront, you set your VA up to work faster, more independently, and in a way that genuinely supports how your business runs.
Mistake #3 - You’re handing over half the task
A vague task with missing info only leads to confusion, delays, and unnecessary back-and-forth. Without the full picture, your VA can't deliver the outcome you're expecting - which ends up costing you more time instead of saving it.
Fix it: Give context, examples, and any logins or links they’ll need. Over-communicate at the start, it saves time in the long run.
Mistake #4 - You fix mistakes silently
Correcting something yourself without saying anything might feel easier in the moment, but it creates a silent pattern of misalignment. Your VA can’t improve what they don’t know went wrong, and you’ll both continue to waste time repeating the same process.
Fix it: Give clear, constructive feedback when something’s off. It opens the door for better results, faster learning, and a stronger working rhythm moving forward.
Mistake #5 - You treat your VA like a resource, not a person
A VA isn’t just a task machine. They’re a real person, someone who’s actively showing up every day to help keep your business moving forward. When they feel like a valued part of the team, you’ll get better outcomes, stronger commitment, and a more collaborative working relationship.
Fix it: Be human. Say thank you. Check in with how they’re doing. Celebrate wins. When you invest in the relationship (not just the task list) you get a support partner who’s genuinely invested in your success.
Mistake #6 - You micromanage
Hovering over every task slows everything down and adds unnecessary pressure on both sides of the working relationship. It creates bottlenecks, slows down delivery, and sends the message that you don’t trust your VA to deliver results - which can chip away at confidence on both sides.
Fix it: Set clear expectations from the start, then give your VA the space to take ownership. Trust them to apply their skills, and check in periodically instead of constantly. That’s how you build efficiency and trust over time.
Mistake #7 - You’re not delegating enough
If you hired a VA but you’re still doing most of the work yourself, something’s not right. Holding onto tasks out of habit (or because it's "just quicker to do it yourself") undermines the reason you brought in support in the first place.
Fix it: Start tracking your tasks for a week. Notice which ones are repetitive, low-impact, or draining. Then ask yourself: which of these could someone else handle just as well - or better? Then start handing them over, one at a time.
Mistake #8 - You’re forgetting to show appreciation
You don’t need to send a gift basket every Friday - but a little appreciation goes a long way. When your VA knows their work is valued, they’re more motivated, more invested, and more likely to go the extra mile.
Fix it: A quick “you nailed that” or “thank you for staying on top of this” helps reinforce what’s working and keeps the momentum going.
Hiring a VA is supposed to create breathing room - not confusion, stress, or extra back-and-forth. With a few smart changes, you can turn your VA into one of the most valuable parts of your business.
Ready to get the support working the way it should? Book a discovery call with our team and we’ll help you figure out exactly what to delegate and how to set it up for success.
