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How to Communicate with Your Virtual Executive Assistant
At a glance
Communicating online is actually more challenging than interacting with someone in person. Sometimes, the tone and meaning of what you are saying in a chat or email can be unclear, which could lead to misunderstandings, or worse, your work relationship might not work out.
To effectively work with your team, clear communication is a must in all interactions. Here's your guide on how to communicate effectively with your HarbourX's or executive virtual assistants.
The Importance of Clear Communications with Your Virtual Executive Assistant
It's important that clear communication is present in all your interactions to make sure that your virtual executive assistant understands your requests and preferences.
Lack of clear communication can lead to conflicts, which could negatively impact your business's productivity. The tasks you delegate to your executive virtual assistant may take longer to finish if they fail to fully understand the instructions, requirements, expectations, and deadlines that you demand since there’s a misunderstanding in your conversation.
Aside from decreased efficiency, miscommunication may taint your relationship with your executive virtual assistants as they fail to meet your expectations. That's why you must have clear communication with your executive virtual assistant to avoid these scenarios from happening.
Different Ways to Communicate with Your Executive Virtual Assistants
Having several ways to communicate with your executive virtual assistant is extremely beneficial, as it allows you to reach them regardless of your time and location. In this section, we will provide you with different communication methods and tools to effectively communicate with your executive virtual assistants.
Phone
The phone is a handy tool for communicating with your executive virtual assistant. Through voice calls, text messages, and a wide range of chat apps, the phone lets you connect with and talk to your executive virtual assistant in real time.
Here are some of the best free internet phone calling apps:
Video
Video meetings allow you to have face-to-face communication with your executive virtual assistant. This way, you could freely discuss company updates and the tasks you want to outsource to them. It is also an essential way to communicate with virtual teams made up of people working remotely from all over the world.
Here are some recommended platforms to use:
Email is a formal and organised way to send and receive information to your executive virtual assistants. It allows you to explain tasks clearly, attach important files, and prioritise messages so that you can handle them more effectively. Here are some popular email apps you can utilise:
Chat
Chat is an interactive platform for quick messages, updates, and discussions where you can collaborate with your executive virtual assistant. Communicating through chat makes it possible to come up with decisions easily, request assistance with tasks, and easily share files and information. Here are a few apps that you can use:
Tips to Improve Communication Between You and Your Executive Virtual Assistant
- Choose the right communication platforms. If you are not tech-savvy, then you need executive virtual assistants to tailor and choose communication platforms based on your comfort level. But if you are technically proficient, it is critical for you to select the communication platform you're most familiar with.
- Set-up regular check-ins and meetings. Having frequent meetings with your executive virtual assistant allows you to keep track of task updates they are working on. You can also freely discuss your requests and align the project priorities with your executive virtual assistant if there's a new task you want to delegate.
- Define availability and response time expectations. Time conflicts can be avoided if you know each other's time zone. Informing your executive virtual assistant about your availability allows them to know when you will be available for meetings and what time you might respond to their messages.
- Articulate goals and priorities clearly. When goals and priorities are clearly articulated, it helps your executive virtual assistant maintain focus on the most crucial tasks and organise their priorities in a way that aligns with your business ambitions.
- Provide detailed instructions and guidelines. Giving clear instructions helps speed up task completion, ensuring that they are done properly, effectively, and in line with your expectations. Giving your executive virtual assistant concise and thorough instructions is like giving them a map. They'll follow the task requirements, the results you want, and any particular requirements you may have.
- Encourage open dialogue for feedback and clarification. Open communication allows your executive virtual assistant to ask questions about tasks and give opinions on workflows. Additionally, asking for feedback and clarification shows that you value your executive virtual assistant perspective.
- Recognise and respect cultural differences. Accepting cultural differences not only makes the relationship you have with your executive virtual assistant better, but it also makes your work environment more secure, interactive, and welcoming, where everyone feels accepted, valued, and encouraged to do what they do best.
What Is a HarbourX?
HarbourX is a high-performing individual who offers their skills to HireHarbour's clients. They are experienced, fully trained, and thoroughly vetted virtual assistants who could definitely match your needs.
There are different types of HarbourXs, such as:
- HarbourAssistants for individuals, families, and solopreneurs
- HarbourAssociate for entrepreneurs, start-ups, and SMEs
- HarbourPartner for executive teams and high-performing individuals
HarbourX Communications FAQs
In addition to the tips above, let us answer some frequently asked questions regarding communicating with your HarbourX's.
1. How do I communicate with my HarbourX?
Everyone will get a UK phone number. You will be able to communicate with your HarbourAssistant via WhatsApp or their HireHarbour email.
If you've signed up for a HarbourAssociate or HarbourPartner, you'll be able to provide them with an email domain of your choice, or you can continue communicating with them via their HireHarbour email.
2. Does my HarbourX get a custom email domain?
Only HarbourAssociates and Partners will get a custom email domain. HarbourX assistants will come with @hireharbour.com email address.
3. What phone number does my HarbourX get?
All team members will be provided with a phone number for your location (i.e., if you are in the UK, they will receive a UK landline number).
4. What if I want my HarbourX to join our other communication channels (i.e. Slack)?
HarbourAssistants are required to stay within our recommended communication channels unless you employ them for over 20 hours per week.
On the other hand, our HarbourAssociates and Partners are allowed access to your preferred communication channels outside our service coverage. That said, you will need to pay for their membership and complete the set-up process on your own.
Conclusion
Effective Communication with Virtual Assistants
With effective communication, you and your executive virtual assistant can collaborate together, hit common goals, and handle problems with trust and clarity. By seeing communication as an important part of working together, you and your executive virtual assistant can continue to grow, be successful, and come up with new ideas that could benefit your business.
Poor communication can lead to conflicts. That is why having effective communication will save you a lot of time and hassle, which could improve your business performance.
Ready to make every second count?
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