The ultimate checklist when working with a Virtual Assistant for the first time
You’re drowning in tasks. Your inbox is overflowing, your calendar feels like a puzzle, and you keep thinking, “If I only had more hours in the day…”
That’s usually the moment people realise: I need a virtual assistant (VA).
But then the panic sets in: “What would I even give them to do?”
Don’t worry — you’re not alone. Many first-time VA clients start with overwhelm, not clarity. The good news is you don’t have to have it all figured out before you start. This checklist will help you uncover what to delegate and set up your VA for success, step by step.
✅ Step 1: Notice what’s draining you
Instead of trying to guess tasks for your VA, start by observing your day.
Keep a notepad or open doc handy for one week.
Write down every task you do.
Highlight the ones that feel repetitive, frustrating, or time-consuming.
Example: Scheduling meetings, formatting documents, chasing invoices. These are usually the first things to hand off.
✅ Step 2: Start small with one or two tasks
Don’t pressure yourself to create the perfect delegation list.
Pick just one or two tasks from your notes.
Ask your VA to take those off your plate.
Once you feel the relief, it becomes much easier to spot more tasks.
Think of it like unclogging a bottleneck — momentum builds once the first block is removed.
✅ Step 3: Choose the right VA for “General Help”
Since you’re not sure exactly what you’ll delegate yet, look for a generalist VA.
Someone experienced in admin, scheduling, and communication.
Comfortable figuring things out as you go.
Flexible enough to grow with your needs.
Tip: We offer discovery calls where you can describe your overwhelm, and we’ll suggest tasks we can take off your plate.
✅ Step 4: Set up the basics (No Overthinking)
You don’t need fancy systems right away, just enough to communicate clearly.
Communication: Pick one channel (email, Slack, WhatsApp).
Calendar: Share access to your Google or Outlook calendar.
Passwords: Use a secure tool like LastPass to share logins without risk.
That’s enough to get started. You can add project management tools later if needed.
✅ Step 5: Show how you do things (Quick & Simple)
Don’t spend hours writing complicated instructions. Instead:
Record a 3-minute Loom video showing how you do a task.
Jot down bullet points for recurring steps.
Be okay with “done” instead of “perfect.”
Your VA will get better with practice — you just need to give them a starting point.
✅ Step 6: Create a rhythm of check-ins
Since you’re new to delegation, you’ll want reassurance that things are moving along.
Have a short weekly check-in (15 minutes).
Ask for a simple “end-of-week update” email or message.
Use this time to give feedback and add new tasks.
This keeps you in control without micromanaging.
✅ Step 7: Notice the relief and then expand
After a few weeks, you’ll notice the difference: more breathing room, less stress, and tasks magically getting done without you.
Revisit your task log and think about what else you can let go of.
Ask your VA what other areas they can help with.
Expand slowly, there’s no rush.
Final Thoughts
Hiring a virtual assistant isn’t about having everything perfectly mapped out, it’s about creating space. The simple act of letting go of one or two tasks can change how your week feels.
Start small, lean on your VA’s expertise, and let the clarity grow from there.
Remember: You don’t need to know everything you need help with, you just need to know you can’t (and shouldn’t) do it all alone.
