The best way to get time back is to partner with a remote staffing company that provides vetted virtual assistants. They connect you with reliable professionals who can manage routine and specialized tasks, saving you time and reducing context switching so you can focus on growth. If you’re a founder drowning in your inbox while trying to scale, a managed virtual assistant service gets work off your plate without the churn of hiring random freelancers.
Summary (TL;DR)
- What to do first: Identify 3–5 recurring, low-risk administrative tasks (like inbox filtering or calendar management) to delegate immediately.
- What to delegate: Start with execution-based tasks like scheduling meetings, booking travel, updating your CRM, or managing social media posts. Avoid delegating core strategy initially.
- What to expect: A good virtual assistant agency will have a clear onboarding process. Plan to invest time in the first 30 days to train your assistant on your workflows for long-term leverage.
- Common pitfalls: Avoid vague instructions, delegating tasks without a clear "definition of done," and not documenting simple processes (SOPs).
- Quick timeline: You can be matched and start onboarding within a week. Expect your assistant to run tasks with minimal oversight within 4–6 weeks.
Key Takeaways
- Start Small: Don't try to delegate everything at once. Pick 3–5 recurring, low-risk tasks like filtering your inbox, managing your calendar, or simple data entry to start.
- Process is Everything: Solid Standard Operating Procedures (SOPs) and clear task instructions are non-negotiable. They're the key to getting consistent, high-quality work without you having to micromanage.
- Invest Time Upfront: Be prepared to spend real time onboarding your new assistant in the first 30 days. This initial investment pays off massively down the road by creating leverage and giving you back your time.
- Security First: Always use a password manager. Grant access to tools and systems using the "principle of least privilege"—only give access to what's absolutely necessary for the job.
- Measure Success: You need to know if this is working. Track simple Key Performance Indicators (KPIs) like how many hours you save each week or how quickly tasks are completed. This shows you the real ROI.
Quick Answers
What is a remote staffing company?
It’s a virtual assistant agency that finds, vets, and matches businesses with remote support professionals, handling the recruiting and onboarding process for you.
What tasks should I delegate first?
Start with repetitive, low-risk tasks like calendar management, inbox filtering, booking travel, or basic data entry. These are quick wins that build trust.
How do I give access securely?
Use a password manager like 1Password or LastPass, create separate user accounts with limited permissions, and always follow the principle of least privilege.
How long does onboarding take?
Expect to invest time during the first 30 days. Most assistants can operate with minimal oversight on core tasks within 4–6 weeks.
Step-by-step playbook
To get consistent results from outsourced admin support, you need a repeatable process. This playbook provides the structure to onboard a new remote executive assistant, set clear expectations, and build a productive relationship from day one.
- Task Selection: Before you do anything else, audit your week to identify 3–5 recurring tasks that drain your time but don’t require your strategic input. Good candidates include inbox management, meeting scheduling, CRM updates, and expense reporting.
- Task Briefing: For every task, create a simple brief. Vague instructions lead to vague results. A clear brief outlining the goal, resources, and "Definition of Done" eliminates guesswork and empowers your assistant to work autonomously.
- Access & Security: Grant system access securely. Use a password manager (LastPass, 1Password) to share credentials without revealing passwords. Set up separate user accounts in tools like Google Workspace or Microsoft 365 with role-based permissions, applying the principle of least privilege. Turn on two-factor authentication (2FA) wherever possible.
- Onboarding Week: The first week sets the tone. Don’t just dump tasks. Focus on orientation and a few small, well-defined projects to build trust.
- Week 1: Welcome call to discuss goals and communication style. Assign 1–2 low-risk tasks with clear briefs. Schedule a quick 15-minute daily check-in.
- Week 2: Introduce 2–3 more recurring tasks. Co-create the first Standard Operating Procedure (SOP) together. Shift to fewer check-ins as they gain confidence.
- First 30 Days: The goal is for your assistant to handle all initial tasks with minimal oversight, giving you a tangible reduction in your daily workload.
- Cadence & Communication: Establish a predictable communication rhythm. Use a 15-minute weekly sync-up for planning and feedback. Rely on asynchronous tools like Slack or email for daily updates and quick questions to avoid unnecessary meetings.
- QA & Feedback: Create a simple, consistent loop for reviewing work. This isn’t micromanagement; it's about continuous improvement. Provide specific, actionable feedback promptly to help your assistant learn your standards and work more independently.
- Scaling the Relationship: Once your assistant masters their initial tasks, gradually introduce more complex responsibilities. This could involve managing entire workflows, like client onboarding or content calendar coordination, turning their support into true operational leverage. For more on this, explore these strategies on how to delegate tasks effectively.
Delegation assets (templates + scripts)
The biggest hurdle in delegation is getting clear instructions out of your head. These copy-paste templates provide communication shortcuts to document tasks, establish a rhythm, and define what needs to be done.
Task Brief Template
- Goal: What is the "why" behind this task? (e.g., "Schedule Q3 client check-in calls to strengthen relationships and identify upsell opportunities.")
- Definition of Done: What does a completed task look like? (e.g., "All 15 clients on the list have a 30-minute call confirmed in my Google Calendar for October.")
- Inputs/Links: Provide direct links to all necessary resources (e.g., "Client List: [Link to Sheet], My Booking Link: [Link to Calendly]").
- Tools: List required software (e.g., Gmail, CRM, Zoom).
- Constraints: Note any rules or boundaries (e.g., "Do not book calls on Mondays before 10 AM ET. No more than 3 calls per day.").
- Examples: Show a finished example if possible (e.g., "Here is the confirmation email template we used last quarter: [Link to Doc]").
- Deadline: When is this due? (e.g., "End of day Friday.").
- Escalation Rules: What should they do if they get stuck? (e.g., "If a client doesn't reply after two emails, notify me in Slack.").
SOP / Checklist Template (Blog Post Scheduling)
- Log into WordPress.
- Navigate to "Posts" > "Add New."
- Copy the final title from the Google Doc.
- Paste the final body text from the Google Doc.
- Set the post category to "[Category Name]."
- Add 3-5 relevant tags.
- Upload the featured image from the "Blog Assets" folder.
- Set the publish date for next Tuesday at 8:00 AM CST.
- Click "Schedule."
- Preview the scheduled post to check formatting.
- Add the scheduled post URL to the Content Calendar spreadsheet.
- Notify the team in the #marketing Slack channel.
Communication Cadence Template
- Daily Check-in (First Week Only): 15-minute call to review progress, answer questions, and unblock issues.
- Weekly Check-in (Ongoing): 15-minute meeting with a set agenda:
- Review of last week’s completed tasks.
- Priorities for the upcoming week.
- Discussion of any roadblocks.
- Async Communication (Daily): Use Slack or email for:
- End-of-day summary (3 bullet points).
- Urgent questions or blockers.
- Confirmation of task completion.
"What to delegate" task list
- Manage and filter your email inbox
- Schedule internal and external meetings
- Book travel (flights, hotels, transport)
- Process and categorize business expenses
- Basic CRM data entry and cleanup ([Industry]: Real Estate, [Tool]: Follow Up Boss)
- Prepare and send standard invoices
- Schedule social media posts
- Create simple graphics in Canva
- Format and publish blog posts in WordPress
- Transcribe meeting notes
- Conduct basic online research
- Manage customer support tickets
- Update website content
- Create and send email newsletters
- Manage personal appointments
- Order office supplies or client gifts
- Follow up on unpaid invoices
- Prepare presentation slides
- Data entry from business cards or event lists
Measurement & ROI
Partnering with a remote staffing company is a strategic investment in your own productivity. Measuring its return ensures the model is working for you and delivering tangible value beyond just feeling less busy.
Suggested KPIs
Track these Key Performance Indicators (KPIs) to measure success:
- Hours saved per week: The primary metric. How much time are you getting back?
- Task turnaround time: How quickly are routine tasks completed from assignment to finish?
- % tasks done without rework: A high percentage indicates clear instructions and a strong feedback loop.
- Backlog size: Is your list of nagging administrative to-dos shrinking?
- Time-to-independence: How long until your virtual assistant runs a task with minimal oversight?
A simple ROI framing
Calculate your return on investment with this simple formula. It highlights the value of reclaiming your focus for high-leverage activities.
(Hours Saved Per Week × Your Hourly Value) – Weekly VA Cost = Weekly ROI
To estimate your hourly value, divide your target annual income by 2,000 (approximate annual work hours). Our guide to plans and pricing can help with the cost side of the equation.
30-day scorecard checklist
- Am I spending at least 5 fewer hours per week on administrative tasks?
- Do I have more uninterrupted blocks for deep, strategic work?
- Is our communication rhythm effective and low-friction?
- Have we successfully documented at least one core process with an SOP?
- Do I feel more confident delegating work than I did 30 days ago?
- Has my administrative backlog been visibly reduced?
FAQs
What tasks should I delegate first?
Start with repetitive, time-consuming tasks that are easy to document and low-risk. Good starting points are calendar management, inbox filtering, booking travel, basic data entry, and scheduling social media content. These quick wins help build trust and momentum.
How do I give access securely?
Never share your master passwords. Use a password manager (LastPass, 1Password) to share specific logins securely. For platforms like Google Workspace, create a separate user account with limited, role-based permissions. Always follow the principle of least privilege—granting only the minimum access necessary.
What’s the difference between a virtual assistant and an executive assistant?
A Virtual Assistant (VA) typically handles a wide range of administrative or technical tasks for multiple clients. A remote Executive Assistant (EA) provides dedicated, high-level strategic support to a single leader, anticipating needs and managing complex priorities. The best managed virtual assistant services provide EA-level support.
Dedicated VA vs pooled team—what’s better?
A dedicated VA works exclusively with you, learning your preferences and building a true partnership. A pooled team has multiple assistants handling tasks from a queue, which lacks personal context. For leaders who value consistency and a proactive partner, a dedicated model is far superior.
How does onboarding work and how long does it take?
Effective onboarding is a 30-day process. The first week is for orientation and small test tasks. By the end of the first month, your VA should be handling core recurring tasks with minimal oversight. Full independence on a broad range of tasks typically takes 4-6 weeks of consistent communication and feedback. Our guide on how our matching process works explains our approach.
What happens if my assistant is unavailable?
This is a key benefit of a virtual assistant agency over a freelancer. If your dedicated assistant is sick or on vacation, a quality agency provides trained backup support to ensure there are no interruptions to your workflow.
Is a VA better than hiring in-house for my situation?
For most founders and small business owners, yes. A managed virtual assistant service like the ones we offer in our virtual assistant services provides vetted, reliable support without the high overhead, long recruitment process, and HR burden of a full-time employee. It offers flexibility to scale support as your needs change.
Ready to stop juggling every last detail and start delegating with confidence? The team at Match My Assistant specializes in pairing busy professionals with the perfect vetted assistant, backed by a satisfaction guarantee. Request a quote today and talk to our team about our flexible support options.