You’ve got support.
You’ve handed over a few tasks.
Things should be running smoothly.
But something feels… off.
You’re not sure what’s being worked on.
You’re not getting updates the way you expected.
You’re starting to wonder: “Is this actually helping?”
If that’s where you’re at, you’re not alone.
Most of the time, when things feel disconnected between a business owner and their VA, the root issue isn’t skill. It’s communication.
And while we talk a lot about why communication is important, we don’t often get into what that actually means, or what happens when it’s missing.
Clear communication makes everything easier (and faster)
Your VA isn’t a mind-reader, they’re a real person, working behind the scenes to help make your day easier.
But they can’t do that unless they know how you like to work.
Some clients want daily check-ins and a bit of banter. Others want one weekly update and zero fluff. Neither is wrong, but it has to be clear.
Because when expectations aren’t set early, things can fall flat.
What can go wrong without it?
Here’s what we’ve seen happen when communication is vague or inconsistent:
A task is completed but the client isn’t updated, so it feels like nothing’s been done.
A client assumes the VA will manage the whole inbox but never actually says so, so emails are left unread.
The VA holds back from suggesting improvements because they don’t want to overstep.
A client wants daily check-ins but didn’t ask for them. They just feel... ignored.
These aren’t big issues on their own. But together? They create frustration that could have been avoided with one honest conversation.
What clear communication actually looks like
Here’s what makes a difference:
Be upfront about how you like to work
Something that we will ask about in the handover session with your new VA is your preferred communication style. How often do you want updates? What tools do you like? What’s your ideal working style? If you hate meetings, say so. If you want a daily check-in via voice note, say that too.
Treat updates as part of the job
A finished task is great. A finished task plus a quick update means you’re not left wondering. Communication isn’t “extra”, it’s part of the handover.
Ask questions. Give feedback. Early.
If something feels off, flag it. Don’t wait until you’re feeling frustrated. Your VA wants to know how to work better with you.
Invite collaboration
Most VAs have supported a lot of businesses. They’ve seen what works. Ask them for suggestions or improvements - they’ll probably have a few ideas up their sleeve.
Your VA is a human.
We know the word "virtual" can make it easy to forget there's a person behind the work. But your VA is just that - a person. They’re there to support you, cheer you on, and help you make progress.
When things feel a bit quiet or unclear, it’s not always a red flag. Sometimes it’s just a sign that you need to reset how you’re working together.
That might mean:
Changing how often you get updates
Switching tools (e.g. moving from email to WhatsApp)
Asking for more context or clarity
Small changes make a big difference. And most of the time, your VA will be relieved you brought it up.
Set the tone early and revisit often
Communication isn’t a one-time conversation. It can and should evolve.
What works in the first month might shift six months in. You might start needing more, or less. That’s normal.
But when you keep the lines open, your VA doesn’t feel like a mystery team member in the cloud. They feel like part of your business. And that’s when the real momentum kicks in.
Feeling unsure about how to improve communication with your VA?
Or thinking about getting support but not sure what you’d need to stay in sync?
Book a chat with Brenna. We’ll talk you through what good communication looks like, how to set expectations early, and how to make sure things feel right - not just look right on paper.
