Hiring a virtual assistant is a lot like joining a gym. You’re motivated to change the way things are going and sign a new contract, all fired up and eager to see a difference. But, just as joining a gym doesn’t give you instantly toned abs (we wish it did!), finding a VA who instantly understands your business and slots into your world doesn’t happen.

Yet, with a little groundwork, you and your new VA can create the foundations for a partnership that shifts the way you work. The secret? Preparation. Just as planning your workout schedule and focusing on the correct exercises helps you build physical strength, organising your VA onboarding process makes collaborating with your new assistant smoother and more effective. In short, plan upfront and you’ll enjoy the benefits of working with your new VA (or gym) sooner.

Here’s how to set yourself up for success with your new virtual assistant from day one.

1. Set up a password vault

Tools such as LastPass, 1Password and Bitwarden let you share credentials securely without revealing your password. Even better, you can update or revoke access in seconds if needed.

Timpi’s tip: You can create folders within your password vault. Organise passwords by category, e.g. Social Media, CRM and Personal, and you’ll keep things tidy while making it easy to share passwords selectively.

Haven’t got time to sort this out?

Get your new VA to step in. They can set up your password vault using your email address and, as they work with you, they’ll make sure everything gets added and securely stored.

2. Create a simple digital filing system

Once you’ve chosen your system, create a shared folder within it for your VA with clear subfolders such as Finance, Projects, Branding, Marketing, and Personal. Establish and use consistent naming conventions like “2025_06_ClientNewsletter” for easier searching.

If your VA is helping with lifestyle management, you’ll also want a location for personal documents, such as passports, driving licences, insurance details and booking confirmations. This means they have all key information when organising things on your behalf.

Timpi’s tip: Grant edit access only where needed. Keep sensitive data in a clearly marked “Read-only” location if you want tighter control over certain documents.

Don’t have a system in place?
Perfect. This is the kind of task your VA will excel at. They can audit your existing files, create a logical structure, and set up an easy-to-follow folder guide for the future. You’ll get a filing structure that makes sense, created by someone who understands how to make your life run more smoothly.

3. Record how-to videos with a screen recorder

That could be filing documents, updating a CRM or sending a newsletter. Then, send your assistant the link. You can store the video in your shared drive for future reference or training.

This approach is beautifully quick and low-effort. You don’t need to prepare anything; just press record as you’re working on something and chat through what you’re doing. Your VA gets the context and clarity they need, and you haven’t added to your to-do list.

Timpi’s tip: Use these videos to start creating a training library – the perfect tool for saving time in the future as you grow your business. Your VA can support with this; as they learn more about your role and processes, they can start creating relevant how-to videos.

4. Create a delegation list

What do you find yourself putting off because it’s repetitive and admin-heavy? And what jobs do you avoid because they drain your energy?

This list becomes the perfect starting point for your VA, allowing them to hit the ground running. It’s not about building the perfect to-do list. Rather, it’s about starting to notice patterns and identify opportunities. Your delegation list will evolve as you work with your assistant, and that’s the way it should be.

Timpi’s tip: Think beyond the obvious. Could someone else research the holiday you want to take? Or handle the back-and-forth emails about your child’s music lessons? What about the insurance renewal that’s lingering in your inbox? These are all things your VA can take off your plate, giving you more time to do the things that matter.

5. Be clear about priorities and preferences

– An overview of your business and goals – this will help them understand what you want to achieve and why some things matter more than others.

– Examples of your writing style or customer comms – for instance, how you respond to client emails, your preferred social media style and how you phrase things when you’re following up on quotes.

– Your non-negotiables – important deadlines, working hours, and the tools you love (or hate) will allow your assistant to collaborate more effectively with you.

The clearer your expectations, the easier it is for your VA to deliver exactly what you need – and even anticipate it before you ask.

The secret to success

After years of supporting clients with high-quality virtual assistants, we’ve learnt that the most successful partnerships aren’t about day one perfection. Instead, they’re about creating a foundation for smooth communication and building from there. Just like that gym membership we mentioned at the start of this guide, it’s consistency that gives you meaningful results.

Setting up the right business systems, tools, and habits free you to focus on big picture work, knowing your VA can handle the day-to-day tasks and distractions. They’ll become more than extra help – they give you the time and mental energy you need to succeed at what you do best.

Ready to get started?

Whether you’re looking for your first VA or want to optimise your existing partnership, the right preparation makes a world of difference.

For more insights and support on working with your VA, take a look at our other resources. Try ‘What does diary management actually mean?’ and get ready to start delegating even more of your work to our expert team.