If you’re reading this, then it’s between two things – it’s either you’ve tried using virtual assistance before and it didn’t work out, or you want to work with a virtual assistant right now but you’re a bit wary and unsure how it all works.
Hi – I’m Simone Flores Pajel – founder & delegation specialist of Your Workforce Online – and I’m here to address your concern whether you’ve already failed to work with a VA or just want to know what to watch out for before starting to work with one.
What is a Delegation Specialist?
Before anything else, let’s address what I am. My role is to help businesses and professionals maximize their time and resources by assigning tasks strategically. I focus on identifying which tasks can be effectively delegated, ensuring that workloads are balanced, and that the right people are taking on the right responsibilities. By doing so, I help streamline processes, boost productivity, and allow you to focus on what truly matters—your core priorities.
One of the key aspects of my work is getting to know your leadership style. I take the time to understand how you prefer to manage your team so that I can match you with a virtual assistant who can adapt to your way of working. Whether you’re hands-on or prefer a more autonomous approach, I ensure that the virtual assistant blends seamlessly with your leadership style, making collaboration smoother and more efficient.
In my role with Your Workforce Online, I act as the bridge between you and your virtual assistant. I ensure tasks are clearly communicated, deadlines are respected, and the quality of work remains high—all while making sure the VA aligns with your expectations and work habits.
My goal is to ensure your needs are met without burdening you with the daily management of a virtual staff.
5 common reasons why a client and VA relationship doesn’t work out.
Even with the best intentions, sometimes the relationship between a client and a virtual assistant (VA) doesn’t quite click. Here are five common reasons why this happens:
Unclear Expectations
When expectations aren’t clearly defined from the beginning, misunderstandings can easily occur. If a client doesn’t outline specific goals, deadlines, or the level of detail they require, a VA may struggle to meet their needs. Clear, upfront communication is key to building a solid foundation.
Lack of Communication
Regular communication is essential to maintaining a strong working relationship. If there are long gaps between check-ins or updates, it’s easy for things to slip through the cracks. I always emphasize the importance of staying connected, whether through regular meetings or brief updates, to keep everyone aligned.
Mismatch of Work Style
Sometimes, the client’s leadership style or working habits don’t align with the VA’s way of working. For instance, a client might prefer a more hands-off approach, but the VA needs more direction. It’s crucial that both parties understand and adjust to each other’s styles—this is why I take the time to match VAs with clients whose styles naturally complement each other.
Inadequate Training or Onboarding
A successful VA relationship depends on proper onboarding and training. When VAs aren’t given enough guidance on your specific processes, tools, or expectations, it can lead to frustration and mistakes. I always recommend a structured onboarding process to set the VA up for success from day one.
Underestimating the Learning Curve
Every VA needs time to learn your business, systems, and processes. Expecting instant results can lead to disappointment. Some clients underestimate the learning curve and expect their VA to hit the ground running without proper adjustment time. Allowing a VA to get familiar with your expectations, culture, and workflows is crucial for long-term success.
Why looking for Freelance VAs on Upwork or similar sites won’t work for you.
Freelancing platforms like Upwork are often seen as a quick and inexpensive way to find virtual assistants, but they don’t solve the deeper challenges that come with building a strong client-VA relationship. Freelancers typically juggle multiple clients, which means they may not be fully committed to your business or able to adapt to your specific leadership style. Without proper onboarding and alignment to your goals, the working relationship can quickly become inefficient and unproductive.
Additionally, these platforms offer little to no support when it comes to managing your VA, leaving you to handle any issues on your own. There’s no dedicated system to ensure the VA is a long-term fit for your business, and the lack of ongoing oversight means you could be left with inconsistent results. For a more tailored, committed, and supported approach, working with a managed virtual assistance team is a far better solution.
Why Managed Virtual Assistance is so much better.
A managed virtual assistant team goes beyond simply matching you with a VA—it’s a fully supported service that ensures your VA is not just qualified but also aligned with your business goals and working style. Unlike freelancers, managed VAs are backed by a team that provides continuous training, performance oversight, and direct support to ensure they succeed in their role. This means you can trust that your VA is fully integrated into your business, delivering consistent, high-quality work without the need for constant supervision.
At Your Workforce Online, we take a personalized approach to every client-VA relationship. We start by understanding your leadership style and specific needs, allowing us to match you with a VA who seamlessly blends with your business. Our team provides structured onboarding, ongoing training, and regular check-ins to ensure that both you and your VA are supported at every step. This commitment to building effective and long-term relationships is what sets us apart—allowing you to focus on growing your business while we handle the details.
How we assess and ensure a successful Client – VA match.
When it comes to finding the perfect virtual assistant for your business, I believe that a successful match goes beyond skills and experience—it’s about compatibility. I begin by taking the time to understand your business inside and out, including your work style, company culture, and the specific challenges you face. By getting a clear picture of how you like to lead and what you expect from your VA, I can identify candidates who not only have the right qualifications but also align with your values and the way you operate.
Once I have a thorough understanding of your needs, I carefully assess our pool of VAs, considering not just their skill sets but their personality, work habits, and adaptability. My goal is to find a VA who will seamlessly integrate into your business, working in a way that feels natural to you. I also ensure that the VA is fully onboarded and trained to meet your expectations from day one. With ongoing support and feedback loops, I monitor the relationship to make sure it continues to thrive, making adjustments as needed to ensure long-term success.
Mistakes are expensive, they cost both time and money
When it comes to managing your business, making the wrong hire or struggling with a mismatched virtual assistant can be costly—not just in terms of money, but also the time lost trying to correct the situation. That’s why investing in a managed virtual assistant service like Your Workforce Online is the smarter choice. We eliminate the guesswork by thoroughly vetting and matching you with the right VA from the start, ensuring a seamless and productive relationship.
With our hands-on support, ongoing training, and commitment to understanding your unique needs, we save you the time and frustration of trying to find the right VA on your own. Our tailored approach ensures that your virtual assistant is not just an employee but a valuable asset to your business. Don’t risk the costly mistakes of going it alone—let us help you build a strong, effective, and long-term partnership that supports your success.
I’m here to help, and our discovery call is totally free – it would be at no extra cost for you, so take advantage of it! If you can’t find a time in the calendar that works for you, feel free to us an email at task@auxcircle.com.
But doesn’t Managed Virtual Assistance cost more?
It’s a common misconception that managed virtual assistance services are more expensive than hiring freelancers through platforms like Upwork or Online Jobs PH. In reality, the costs are often comparable, if not more affordable, when you factor in everything you’re getting. With freelance VAs, you might save on the hourly rate upfront, but you’re left to handle the hiring process, onboarding, training, and ongoing management—all of which take time and add hidden costs to the relationship.
With managed virtual assistance, you’re paying for more than just a VA—you’re investing in a fully supported service that includes tailored onboarding, regular check-ins, performance management, and ongoing training. This not only saves you time and energy but also ensures you’re getting the most out of your VA. In many cases, managed services can actually be more cost-effective than freelance platforms, especially when you consider the value of long-term success and fewer mistakes.
Want another good read?
Find out how to rapidly grow your business through virtual assistant here!