Hiring a virtual assistant is life-changing.

My VA saves me ~40 hours of time per month.

Here's exactly how we work together in 6 simple steps.

🧵

1/ Audit what distracts you the most

I pay close attention to my schedule to understand when I am most distracted, by what, and how often.

I keep a running tally each week to make sure I'm identifying any new distractions that have crept up.

Awareness is your first step.

2/ Record Process videos

Your VA won't always have the background to understand what they’re solving & why.

So, record a video where you walk through every single step.

Share these with a few people who have no context & see if they can complete the tasks you teach on video.

3/ Store the videos in Notion

Upload videos to a Notion page with additional instructions.

The most common instructions:

- Email templates to respond to prospects and customers
- Username & passwords for accounts they'll access
- Links to other resources to support their work

4/ Spend quality 1:1 time

Spend your first few weeks or a month, working together 1:1

Meet regularly, give direct feedback, and listen if they have suggestions.

Some VAs are so experienced that they make your processes 10x better.

5/ Move to a trigger-based system

Once we had worked together for a month, I introduced a trigger system.

1: Grant access to my email
2: She puts each email into a spreadsheet
3: I select the intended action from a drop-down
4: She sees the trigger and takes appropriate action

6/ Review weekly

Every single week, we catch something that we aren't prepared for.

A new type of inquiry leads to a new video, new instructions, new templates, and new triggers.

So we build them out together.

It's an iterative process that gets better every single week!

//The Outcome

Rather than context switching & losing time, I review our worksheet 1x in the AM and in the PM.

This has saved me ~2 hours per day.

That's 40 hours per month.

And with firms like Zirtual charging $750 per month for a VA, it's a great way to get your time back.

// TL;DR

1. Audit your time
2. Record process videos
3. Store videos in Notion
4. Work together 1:1 for a month
5. Introduce workflow triggers
6. Review weekly

That's a wrap!

If you enjoyed this thread:

1. Follow me @JustinSaaS for more of these
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If anyone wants to save some time, head into my GDrive and make a copy of this Excel sheet.

Thanks!

docs.google.com/spreadsheets/d/1KUI1HbIYVJ_TsIQvqW1gHjgWmdo2qpDKk8PZuy2UUL4/edit?usp=sharing