When you bring a new remote executive assistant into your team, a properly structured onboarding process is key to both their benefit and yours. According to a survey by Glassdoor, organizations with a strong onboarding process improve new hire retention by 82% and productivity by over 70%. This is something you definitely want to think about if your ideal engagement with an EA is a long-term one. You want to set them up for success! In this article, you'll learn how to create an effective virtual assistant onboarding process that sets clear expectations, facilitates seamless communication, and ensures your new remote executive assistant is equipped with the tools and knowledge they need to excel in their role. Keep reading to learn more about our virtual assistant onboarding process checklist!

The Importance of a Structured Onboarding Process.

Having a structured onboarding process for your remote executive assistant is crucial for their success in their new role and your team's productivity. A well-thought-out onboarding plan ensures that your EA understands their positions, responsibilities, expectations, and the tools they'll be using. It also helps them integrate smoothly into your team, reducing the time it takes for them to become fully secure, proactive, and independent within your organization. 

As we’ve mentioned, there’s been research showing the importance of the virtual assistant onboarding process. A study by the Society for Human Resource Management found that organizations with a standard onboarding process experience 50% greater new hire retention. When your EA feels welcomed and well-informed from the start, they are more likely to stay with your company long-term, reducing the costs associated with turnover. By providing them with clear expectations and the necessary timelines, training, and resources, you can ensure that they can start contributing to your team's goals as rapidly as possible.

The Key Steps of the VA Onboarding Process

1. Setting Clear Expectations.

Setting clear expectations is crucial when you hire a virtual assistant and it’s time to onboard them. This involves defining their tasks and responsibilities right from the start. By clearly outlining what is expected of them, you can avoid misunderstandings and ensure that your EA knows exactly what they need to do to succeed in their role. According to a survey by Gallup, employees who receive clear expectations from their managers are 3.9 times more likely to be engaged in their work - so keep this in mind whenever you’re thinking about the expectations you have for your new EA. It’s best to outline and share them to keep them motivated and aligned with your goals.

Using a tool like the contributor growth curve can really help you communicate your expectations to your new remote executive assistant. If you have an ideal level of delegation you’d like to reach with them, make sure you tell them. It’s okay if you both know they’re not gonna be at that desired level right away but it’s key to have that goal in mind at all times. It’ll help guide both your onboarding process and their first weeks in the role. 

2. Defining Tasks and Responsibilities.

Of course, your EA should know their initial tasks and responsibilities as soon as possible. Start by creating a detailed job description and onboarding guide that outlines the key duties, skills required, and expected outcomes - with the idea of sharing that with them on their first day, or, even better, a few days in advance. Be specific about the tasks your EA will be responsible for and the deadlines they need to meet. You should also guide them on everything related to the preferred communication channels, working hours, and reporting processes to avoid any confusion. By making sure they know what they’re supposed to be doing and how they should do it from their first day, you can create a strong foundation for a successful working relationship with your remote executive assistant.

3. Gathering Necessary Resources and Tools.

When onboarding a virtual assistant, it's essential to gather the necessary resources and tools to ensure they can perform their job effectively. This includes providing access to their corporate accounts, specific software, applications, and information they need to complete their tasks. Start by identifying the specific tools and resources your assistant will need based on their job responsibilities. This may include project management software, communication tools, access to company files and documents, and any specialized software required for their role. You also need to ensure that your ea has the necessary training and support to use these tools effectively. It’s best to provide them with access to training materials, tutorials, and support channels to help them get up to speed quickly and regularly review the tools and resources available to your EA to ensure they have everything they need to perform their job efficiently from the get-go.

4. Setting Up Communication Channels.

Setting up effective communication channels is vital when onboarding a virtual assistant to ensure smooth collaboration and information sharing. By establishing clear communication protocols, you can enhance productivity and prevent misunderstandings. The first step should be to share with them the usual communication tools for your team, such as email, instant messaging platforms, and project management tools. Ensure that your EA has access to these tools and understands how to use them. It should also be a goal to establish guidelines for when and how communication should occur. This includes setting expectations around response times, preferred communication methods for different types of messages, and how to handle urgent requests. Be sure to encourage open communication and feedback and create a supportive environment where they feel comfortable asking questions and sharing ideas.

5. Monitoring Progress and Providing Feedback

Monitoring your remote executive assistant's progress and providing regular feedback is essential for their development and the success of your working relationship. By staying informed about their work and offering constructive feedback, you can ensure that they are meeting expectations and making valuable contributions to your team. A survey by Gallup found that employees who receive regular feedback are 3.2 times more likely to be engaged at work, so you should aim to set up a feedback loop from the beginning. Start by establishing clear metrics for evaluating your EA's performance. This includes deadlines met, quality of work, and how well they are integrating into your team. Then, regularly check in with your VA to discuss their progress and provide feedback on their work. Be sure to be specific and constructive when providing feedback, though! Highlight areas where they are doing well and offer suggestions for improvement, encouraging them to ask questions and seek clarification to ensure they understand your comments.

6. Focusing on building a positive working relationship.

Building a positive working relationship with your EA is essential for effective collaboration and a successful partnership. A positive working relationship can lead to increased trust, better communication, and higher productivity. While there is no set step dedicated to this goal, it should be a continuous effort on your end. It’s key to begin by stablishing open and honest communication with your assistant and taking the time to get to know your EA as a person, not just an employee. Show interest in their background, interests, and career goals. This can help strengthen your bond and create a more positive working environment.

VA Onboarding Process Checklist & Timeline

 Recommended milestones

- Day 1

1. Kickoff call
2. Set up email, calendar, and drive on GSuite or whatever alternative you use
3. Add to relevant user groups if you use them
4. Add EA to all relevant meetings
5. Add them to your company team page if you have one
6. Introduce EA to your team in Slack
7. EA to start reading relevant company docs
8. Give EA access to client’s email and calendar
9. Consider if the EA should share a US based phone number
10. Key tools:

        - [ ]  Slack

        - [ ]  Loom

        - [ ]  Zoom

        - [ ]  Password manager - 1password

        - [ ]  Knowledge management (Notion, Coda, Confluence, etc)

        - [ ]  Project management tool (Asana, Linear, etc)

        - [ ]  Org chart (helps know who to reach out to)

     11. Set up 1 on 1s for onboarding check ins

     12. Set up 1 on 1s for weekly check ins

- Week 1

1. Familiarize with tools and where to find things for context
2. Start understanding different client emails and calendar structures
3. Start doing draft daily previews
4. Read planning docs
5. Review emails for writing style
6. Decide on email labels
7. Meet other team members
8. Shadowing

- Month 1

1. Focus on shadowing and what they're learning from it
2. Meet everyone at the company - could also be worth doing a quick intro to partner/family if they’ll be working with EA too
3. Start doing daily reports for the client 
4. Handle tasks independently
5. Review together goals, communication, feedback, and other preferences

Ready To Hire a Remote Executive Assistant?

In conclusion, a well-executed onboarding process is crucial for integrating virtual assistants into your team smoothly and ensuring their success from the get-go. By following the steps outlined in this checklist, you can create a positive onboarding experience that sets the stage for a productive working relationship. Now, if you need help, hiring, onboarding, or managing your virtual assistant, consider reaching out to us. At A Team Overseas, our virtual assistant services can help you find the right EA, streamline your onboarding process, and maximize the productivity of your new assistant. Contact us today to learn more about our services!