The first two weeks of any VA relationship set the tone for everything that follows. Get them right and you build the foundation for a genuinely productive, long-term working partnership. Get them wrong and you spend the next few months firefighting inconsistency and miscommunication.
At Apex, we handle a structured briefing for every placement before day one. But there is a lot the client can do to make that foundation even stronger. Here is what works.
Before they start: set up their access properly
One of the most common causes of a slow start is a VA who spends their first few days waiting for access to the tools they need. Before your assistant begins, make a list of every system they will need to work in and make sure their access is set up and tested in advance. Email, calendar, CRM, project management tool, file storage — all of it.
While you are at it, think about security. Use a password manager to share credentials securely. Set appropriate permission levels. Never share passwords in plain text over email or messaging apps.
Write a brief that actually covers the essentials
Your VA brief does not need to be a lengthy document. It does need to cover a few key things: what your business does, who your clients are, what your working hours and communication preferences are, and the specific tasks you want your VA to own from the start.
Include examples wherever possible. If you want emails written in a certain tone, share examples of good ones. If you have a specific way of formatting documents or reports, show them. Examples are worth ten times the equivalent amount of written instruction.
Run a proper handover call
Your first call with your VA should not be a getting-to-know-you chat. It should be a structured handover. Walk them through your business, your priorities, your tools and your working style. Cover the tasks they will own immediately, the standards you expect and how you want to communicate day to day.
Record the call. Your VA can refer back to it as they get up to speed, which reduces the number of follow-up questions significantly.
Set a 30-day review from day one
Book a 30-day review call before your VA even starts. This does two things. It gives both sides a clear milestone to work towards and it signals that you are taking the relationship seriously enough to invest time in reviewing and improving it. The best VA relationships are the ones where both parties actively work to make them better.
Give feedback early and specifically
Do not wait until the 30-day review to give feedback. If something is not quite right in the first week, say so immediately and specifically. Early, direct feedback prevents small misalignments from becoming ingrained habits. It also builds trust — a VA who receives honest, constructive feedback early knows where they stand and can adjust accordingly.
The onboarding period is an investment. Put the time in at the start and you will spend far less time managing, correcting and re-briefing over the months that follow.
Let Apex handle the matching and onboarding for you.
We brief every assistant properly before day one so you do not have to start from scratch.
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