Delegating Tasks to Your Executive Virtual Assistants 2024

A Step-By-Step Guide on How to Start Delegating Tasks to Your Executive Virtual Assistant

Below are the different steps on how to get started delegating tasks to your EVAs:

‍

1. Choose the right assistant for the job.

Efficient task delegation starts with finding the right executive virtual assistant for the job. They should be skilled and trustworthy enough to give you the peace of mind of delegating your tasks with ease and confidence.

We highly recommend choosing someone with organisational, leadership, and delegating skills too. This way, you’ll also have the game-changing benefit of having your tasks sorted out and delegated further to other members of your team.

We have an article that shares the different types of virtual assistants, that you’ll also find helpful.

The Different Types of Virtual Assistants at HireHarbour

You also don’t have to search long and far to find a fully trained, fully equipped, and fully vetted executive virtual assistant. HireHarbour provides premium support staff, including personal assistants, executive assistants, customer support agents, and other specialists.

In particular, there are three types of HarbourX’s who can provide executive virtual assistance:

1. HarbourAssistants

Usually preferred by families, solopreneurs, and personal brands, our HarbourAssistants specialise in providing a combination of personal assistance and executive assistance.

They can organise your schedule, make travel arrangements for you, take on your personal errands (such as shopping and paying bills), and even serve as your accountability partner for your personal and professional goals.

2. HarbourAssociates

Ideal for entrepreneurs, start-up founders, and owners of SMEs, our HarbourAssociates can do what our HarbourAssistants can, with the addition of having expertise to handle client communications and email management, expense tracking, home management support, and even serve as your social media manager.

3. HarbourPartner

Finally, our VIP clients usually hire our HarbourPartners. They are our elite group of executive virtual assistants who can perform everything that HarbourAssistants and HarbourAssociates can do, with the addition of excellent organisation, leadership, and delegating skills.

This means that they can also serve as project managers, attend and facilitate meetings for you, plan and manage events, and more. Essentially, any of our HarbourPartners can serve as a second you.

‍

2. Determine the tasks you require.

Once you have found the right person for the role, then the next step is to determine the tasks that you need help with.

Tasks to Delegate to a Virtual Assistant  

While our EVAs can perform so much more, here are just some of the most common tasks that you can delegate:

- Research

- Personal Errands

- Email Management

- Travel Management

- Calendar Management

- Document Preparation

- Client Communication

- Administrative Support

- Social Media Management

-Data Entry and Management

You may also check out this page where we list down the services that our HarbourX’s can provide.

‍

3. Determine the tools that your assistant will need to perform the tasks.

You’re probably itching to start delegating now that you have an EVA and the tasks ready. We’re not quite there yet. You still need to equip your EVA with the right tools for success.

Top Three VA Tools Your Assistant Might Need

There are countless of VA tools that you can equip your EVA with that can help in maximising their productivity. That said, you also don’t want to overequip them as it might need unnecessarily complicate your process.

As such, allow us to share the three types of software that you can start with. You can simply add more tools, depending on the tasks you’re planning on delegating:

Communication Software

You will need a platform to use to communicate with your executive virtual assistant. Ideally, it should be something that you already use for seamless integration. At the very least, make sure that you’re already familiar with it.

We also recommend downloading the app version to your phone for easy delegation while on-the-go.

Here are some of the most popular ones you can choose from:

‍

Document Handling Software

You’ll probably be exchanging files with your EVA. As such, you will need a document handling software to cover this area. The good news is that many of these platforms can also serve as digital workspaces.

For instance, the ones we have shared below have in-platform word and spreadsheet apps already.

Project Management Software

Lastly, another type of software that you should definitely consider is getting a project management software. It will allow you to manage the tasks you’ve delegated and their progress in one convenient location.

Many of these platforms also allow file exchange, deadline tracking, and automated reporting among other helpful features.

Here are just three of the most commonly used project management platforms:

‍

‍

‍

‍

‍

‍

‍

‍

‍

4. Define the communication channels you like to use.

Effective communication is key to successful delegation. While we have already shared the most popular communication apps above, it is still important to clarify your preferred methods of communication with your EVA to avoid overlooked tasks and misunderstandings.

Here are the three main types of online communication channels that you might want to consider:

• Email. This is ideal for detailed instructions and official communications.

• Instant Messaging. This is great for quick updates and information communication.

• Video Conferencing. This is your best bet for weekly check-ins and personal interactions.

‍

5. Communicate your expectations.

Congratulations. If you’ve been following our guide so far, you are now fully equipped to delegate. However, there are still a few more steps left that can further ensure its success. The first of these is to communicate your expectations.

Failing to communicate these is a common pitfall among those who are only starting to hone their delegation skills. When overlooked, this can result in a significant decrease in productivity and can even breed resentment between you and your EVA.

Fortunately, this hurdle is easy to overcome. Just be honest and tell your EVA exactly what you need and expect, especially in terms of outputs, quality, and deadlines.

‍

6. Establish your standards and guidelines.

In relation to the previous step, you can establish your standard and guidelines by plotting them out first and giving your executive virtual assistant access to the necessary documents for their reference.

We highly recommend developing standard operating procedures (SOPs) to ensure consistency in the quality of outputs you get.

The good news is that your EVA can help you in making those SOPs too! This is especially important if you’re thinking of further expanding your team of remote workers later on.

‍

7. Set realistic timelines and deadlines.

We’re almost there! Now that your EVA knows what to do, you need to tell them when you need their work done. We all want our tasks done as soon as possible, of course, but don’t forget to set realistic timelines and deadlines.

Unsure on how long certain tasks will take? You can ask your EVA for an estimated time of delivery and use it to inform future tasks.

‍

8. Let go and trust the process.

Finally, that’s it. Say goodbye to your never-ending to-do list and say hello to more time to doing what really matters and enjoy. How about grabbing that book you’ve been putting off for so long?

Or finally sitting down for a serious strategic thinking session on the market expansion you’ve been meaning to launch since last year?

By keeping the steps we’ve shared with you in mind, we’re confident that you’ll soon be able to unlock the full benefits of effective delegation.

‍

Delegating VA Tasks FAQs

In the meantime, allow us to answer the most frequently asked questions on delegating virtual assistant tasks:

1. What is a virtual assistant and what do they do?

A virtual assistant is a professional who provides a wide range of services remotely. There are different types of virtual assistants, each with their own set of specialisations. As such, the services that they can provide to you may also vary.

For more information, check out our post on the different types of VAs. It also features their most common skill sets and responsibilities.

2. How much does it cost to hire a virtual assistant?

The costs of hiring a virtual assistant may vary depending on their experience and skills. But generally, they are more cost-effective compared to hiring full-time employees in the traditional office setting.

HireHarbour also offers executive virtual assistant services on a fractional basis. This means that you can tailor the working hours of your EVA to suit your current needs and preferences, yet still have the chance to increase and scale as you see fit.

3. What tasks should you delegate to your virtual assistant?

We have a more detailed section above on the tasks you can delegate to your virtual assistants, but in a nutshell, VAs usually take on responsibilities that are tedious and repetitive in nature, such as email organisation, appointment scheduling, data entry, and other administrative tasks.

It is important to note that many executive virtual assistants can perform so much more than the tasks above. There are also specialist VAs that have next-level expertise in certain areas such as sales and marketing.

The perfect EVA doesn’t exist, but at HireHarbour, we try to cover all bases. This is made possible by providing our already excellent executive virtual assistants with the tools and specialist support they need to perform any task you throw at them.

4. What does a personal assistant do on a daily basis?

Personal assistants perform the tasks that need to be done, but they don’t necessarily have to be you that’s doing them. For instance, tasks such as paying your bills, making your travel arrangements, and keeping up with your calendar are just some of the tasks you can delegate to a personal assistant.

This will give you more time to focus on your personal and professional goals.

5. How do you professionally delegate a task?

The steps that we have featured in our comprehensive guide to delegating tasks, shared above, is a professional way of delegating. Simply put, professionally delegating a task means clearly defining the things that need to be done, setting your expectations in terms of outputs, quality, and deadlines, equipping your VA with the necessary tools, and establishing open lines of communication.

‍

More Tips on How to Delegate Work Efficiently

To further ensure your delegation success, here are some additional tips to enhance your delegating skills and maximise productivity:

• Encourage ownership and accountability. Empower your EVA to take ownership of their delegated tasks by giving them autonomy and responsibility. Encourage open communication and provide support as needed but allow them the freedom to execute their tasks in their own way.

• Provide feedback and recognition. Regularly check in with your EVA to provide feedback on their progress and performance. Recognise their efforts and achievements, and offer constructive criticism as needed to facilitate growth and improvement.

• Display trust in your assistant’s skills. Encourage a proactive approach by allowing your EVA to suggest improvements in your processes. Taking advantage of their skills and experience will benefit you anyway.