Most small to medium business are run by owner-operators, who are generally stretched for time and under margin pressure. Sound familiar?

If this is you, you’re probably bogged down in tasks that you may be able to outsource.

Labour is expensive in Australia which is why many businesses use virtual staff members out of south-east Asia. Having tried and failed a few times, we’ve finally landed on a framework that has allowed us to successfully work with our offshore VAs, cut our workload and actually focus on growing the business.


  1. Point and shoot: Identify tasks that are repetitive in nature. You can easily train someone if the task is the same every time and follows exactly the same steps.  Point….and shoot.
  2. Don’t expect initiative: Whilst most VAs are good at executing on tasks they have been trained to do, expecting them to take any level of initiative is often unsuccessful
  3. Training, manuals, documentation and video: For every task that your VA is to undertake, put together comprehensive training notes, step by step for them to follow. Cover off all potential scenarios that might occur. It’s also a great idea to shoot screen share videos with voice overs to help them visualise the tasks at hand. They can also refer back to the video at any time. BCWTip – Use Loom to record your screen shares.
  4. Setup systems for them to follow: Ensure that you have foolproof systems running that set your VA up for success. Try the systems out on yourself and others to see where the problems are prior to getting your VA to take them over.
  5. Provide clear timelines for each task: Give your VA an estimated time that you think it will take them to deliver the set task. Bear in mind that to begin with they’ll likely be slower but over time expectations are they they reduce the time.
  6. Regularly review tasks: Providing clear feedback is the key to getting the absolute best out of your VA. Write down both positive and negative feedback and then share it with your VA, ideally face-to-face (eg: via Zoom). If improvements are not made you have a paper trail to refer back to.
  7. Provide bonus incentives: for work completed in certain timeframes or to a certain levels. As part of the compensation package build in bonuses for successfully delivering the tasks on a regular basis.


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