Running a charity or non-profit means juggling big visions with tight resources. Time is often your most limited asset, and that is where a virtual assistant (VA) can make a real difference: helping you stay organised, lightening your admin load, and boosting your productivity by focusing on the impact you are here to make. However, to get the most out of your VA, and ensure they are contributing meaningfully to your mission, it is essential that the two of you (or more, depending on your needs) understand what the goal is and what your expectations are.
Here at The Indispensary, we have been thinking about what it means to use your VA’s time strategically, and we start with 5 simple tips you can incorporate to get the most from your VA and build a strong and purpose-driven partnership.
1. Prioritise weekly meetings
We know that time can be tight, and that weekly check-ins may feel like a luxury, but they can be incredibly valuable. A short, regular meeting gives you and your VA a structured space to align on priorities, share updates, plan for the week ahead, and ask questions. By dedicating a short time each week to ensuring you are on the same page, you set a clear agenda and make sure you both have actionable next steps to move things forwards. Additionally, it reinforces that your virtual assistant is a trusted part of the team, not just someone working in the background.
2. Clearly define tasks and expectations
VAs do their best work when they understand not just the task but the purpose. Having goal-oriented work is a great way to maximise what you get from your VA. Don’t only say what needs doing, explain why it is important to your organisation.
Whether it be admin or scheduling you need help with, be clear on what is expected, when it is due, criteria for success, and any necessary background information for each task. By doing so, you provide clarity, which means your VA can prioritise effectively and get each task done right, first time.
3. Embrace effective delegation
Delegation is more than offloading tasks; the real skill lies in understanding which responsibilities to delegate, and how. When done effectively, you aren’t just lightening your to-do-list, but creating protected time for the work only you can do.
Start by identifying where your VA can make the most impact. This could include managing your inbox, board support, or organising your schedule. Likewise, understanding your VAs area of expertise helps you to use them where they will make the biggest difference. Once you delegate, trust your VA to take ownership of these tasks, and focus on regular check-in, rather than micromanaging. Need help delegating – check out our delegation guide!
4. Use tools for transparency and tracking
The right tools make collaboration easier, especially when working remotely. Project management tools, along with communication systems, help to ensure everyone has the level oversight they need. Agree the communication channels you want to use, as everyone has a preferred method (whether it be phone, email, text message). Using suitable digital platforms helps to ensure a smooth relationship with your virtual assistant and means working across different locations or time zones doesn’t hinder what you are trying to achieve. When everyone knows what is expected of them, you avoid unnecessary friction, and you get the best work out of people.
5. Recognise, appreciate, and share your vision
Charity work is mission-driven, and when you bring a VA into that mission, it is important to get them involved. Sharing the ‘why’ behind your work, keeping them up to date, and celebrating successes together, are easy ways to create a stronger, more engaged partnership.
Equally, don’t underestimate the power of appreciation. Even though your VA is working behind the scenes, their impact can be felt by the entire organisation. By sending a quick thank you email, or recognising their contribution, you establish a strong, loyal foundation to your partnership.
Making the most of your VA’s time gives you the space you need to lead well and avoid burnout. Moreover, it benefits your team, your funders, and the communities you serve when you can focus on leading your organisation. A trusted VA can be a valuable addition to your team, and by working closely together and building a strong relationship, you can together conquer anything!
