How to Set Expectations + Train Your VA Without Micromanaging

So They Don’t Vanish, Flounder, or Message You Every 12 Minutes

You’ve hired a VA (yay!). You’re excited, hopeful, and maybe also… slightly panicked.

Now what?

Do you: A) Hand them a bunch of random logins and pray they figure it out? B) Spend 7 hours building the perfect Notion board, then forget to actually assign anything? C) Ghost them because you’re too busy to explain things properly?

Spoiler alert: None of the above are ideal.

This is the part most creative entrepreneurs skip—onboarding and expectation setting. But it’s the secret to making your VA relationship thrive (instead of fizzle out in frustration).

Before You Even Start: Get Clear on What You Want

You don’t need a full-blown SOP library to start. But you do need to tell your VA:

• What you want them to do

• How often

• What success looks like

• How they should communicate with you
  

✨ Think: Clarity over complexity.

If you’re vague, they’ll either bug you constantly or sit quietly doing nothing while you assume they’re working. (Ask me how I know.)

Step 1: Kick Things Off With a Quick Onboarding Call

This is not optional. A 60-minute welcome chat will save you months of miscommunication.

Cover these basics:

• How you’ll work together (Slack? Trello? Email?)

• When and how often they should check in

• Where to find files + tools

• What’s most important to you (attention to detail? fast turnaround? vibe match?)
  

Example:“I check Slack daily but only want one message per day unless it’s urgent. I prefer Looms over long explanations. Weekly task wrap-up on Fridays is perfect.”

Boom. Expectations = set.

Step 2: Record Loom Videos (Your Secret Weapon)

Forget long training manuals. Just show them how you do it.

Record a quick Loom (or screen recording) while you:

• Upload a product to Etsy

• Respond to a customer email

• Tag wholesale leads in a spreadsheet

• Schedule a Pinterest pin
  

✨ Pro Tip: Talk through your process like you’re teaching your future self. “Click here, rename this, copy that…”Loom saves your brain—and you only have to explain it once.

Step 3: Set Up a Simple Task Hub

Whether it’s Trello, ClickUp, or Google Sheets—pick a central place where you’ll:

• Assign tasks

• Track what’s in progress

• Share files + links

• Leave feedback

It doesn’t need to be fancy—just consistent. If it’s chaos for you, it’ll be chaos for them.

Example Setup:

• To Do

• In Progress

• Waiting for Feedback

• Done

Done. Organized. Delegatable.

Step 4: Create a Weekly Workflow

Your VA wants to win—but they need rhythm. Assign recurring tasks on specific days to keep things running smoothly.

Example:

• Monday: Organize inbox + respond to messages

• Wednesday: Upload new products to Etsy

• Friday: Send end-of-week recap with questions or blockers
  

✨ Set it and forget it. Once they know the flow, they’ll start anticipating your needs.

Step 5: Give Feedback—Fast and Kindly

The first few weeks will be a learning curve. Expect bumps. What matters is how you handle them.

✅ Use voice memos or Looms to clarify ✅ Focus on improvement, not blame ✅ Reinforce what they did right, too

Try this:“I love how you formatted the listings. Let’s add one more tag next time to help with SEO.”

See? Clear. Encouraging. Effective.

Real Talk: How I Train VAs Without Losing My Mind

I used to overthink onboarding—trying to build perfect systems before hiring. But now? I hire the person and build the system with them.

Here’s what works for me:

• I record a Loom while doing the task

• I upload it to Google Drive with a clear task title

• I assign it in Trello with a due date

• I review their first try, give feedback, and move on
  

No fuss. No chaos. Just forward momentum.

TL;DR — Biz Bestie Training Manual

✅ Get clear on what you actually want ✅ Use a kickoff call to align on tools + expectations ✅ Record Looms instead of writing manuals ✅ Set up a task board and recurring workflow ✅ Give fast, kind feedback so they learn as they go

Want help turning your Loom trainings into a branded VA training hub or SOP template? Ready for Post 5: What to Delegate First + How to Get the Most Out of Your VA?