Whether your business is real estate in Michigan or SEO services in Chicago, virtual assistants (VAs) can be major game-changers — at least if you know how to use them properly. Designed to support you remotely, a virtual assistant handles the same kinds of tasks that traditional assistants do: clerical work, marketing assistance, web design help, etc. But, as an added benefit, they handle those tasks in their own locations, saving you the costs of office space or equipment. What’s more, 91 percent of them can handle those tasks more efficiently when remote, according to a study from TINYpulse.

So, what’s the key to make the most of these assistants? The answer is strategy. Rather than hiring a VA and waiting for benefits, what you need is to think intentionally about the partnership. With that in mind, here are some key tips for knowing how to get the most out of your virtual assistant!

1. Know what tasks to delegate. According to Natalie Sisson at The Suitcase Entrepreneur, one of the best ways to make use of a virtual assistant is by delegating several time-consuming tasks — and saving yourself at least two hours each day in the process. What tasks add up to big savings? Sisson suggests letting your VA manage your calendar, use social media, manage your emails, handle minor blogging tasks, take care of basic bookkeeping, manage your email marketing list, and take on customer support. Other resources suggest tasks such as researching data, updating membership sites, writing transcriptions, creating images for blog posts, moderating forums or creating quick redirects on your site.
2. Always give thorough instructions. No matter what tasks you give your VA, aim to overcommunicate about their instructions. This is especially true upfront when you’re beginning to train your assistant. According to an article at EOFire, “you should set aside specific time each day during those first few weeks to train them on [the tasks you’re delegating].” In other words, rather than sending minimal information and hoping your VA figures out what you mean, provide clear, detailed information that answers potential questions before they arise. Think about this: The better you communicate with your VA, the less likely you are to deal with repetitive follow-ups and back-and-forth emails that waste time and lower business efficiency.
3. Set deadlines when appropriate. If you give your VA tasks that need to be completed in a certain time frame, set deadlines. This helps set expectations for how quickly work needs to be done, keeping your assistant on track.
4. Follow up in the early stages of a project. After giving your VA a larger project, follow up about 10 to 20 percent into the job. Ask how things are going, see if there are any questions, and adjust as needed. This small step can save you big headaches down the road if some part of the project didn’t get communicated.
5. Share documents. Avoid miscommunications or lost work by using cloud storage for all documents. Whether you go with Google Drive, Dropbox or another solution, you’ll never have to worry that your VA’s latest work is hard to access.
6. Respect their schedules. VAs are not employees. They often have more than one client. As such, you can’t expect them to be available round the clock or to respond right away whenever you contact them. Find out what their typical work hours are, and respect their schedules. This can help you make the most of your relationship over time.
7. Consider time-keeping software. Just because someone works remotely doesn’t mean you shouldn’t monitor them the way you would any employee. Consider using time-keeping software to track hours and projects.
8. Empower your VA with more involvement. To truly maximize the potential of a VA partnership, encourage proactive behavior. How? Instead of thinking of your VA as a contractor, think of him or her as a partner. So, rather than only delegating minor tasks, you can let your VA grow in responsibilities and the accompanying sense of ownership that comes with them. Instead of just having your assistant update spreadsheets, for example, have him or her follow up with prospects.
9. Keep an open dialogue. Check in with your VA from time to time to see how things are going. Ask for questions, concerns, comments or other suggestions. You may be surprised what you learn through this kind of follow-up. Likewise, try to be available via email or Skype for quick questions that come up for your VA, especially in the beginning when he or she is still learning about your business.

As an entrepreneur or small business owner who wants to save money, scale your business, boost efficiency, and work smarter, you can’t afford to ignore the potential of virtual assistants. So, to make the most of your relationship with one, keep the nine tips above in mind! By thinking strategically about your VA, you can maximize the benefits of using one.

Author bio: Shanna Mallon is a contributing writer for Straight North, one of Chicago’s top Internet marketing agencies providing SEO, web development and other online marketing services. Shanna has been writing professionally online since 2007.