Onboarding a Virtual Assistant - What to Expect in the Crucial First 30 Days

Handing over parts of your business to a Virtual Assistant isn’t always easy. There is a lot of trust involved.

Whether you’re overwhelmed by day-to-day admin or simply want more time to focus on growth, bringing in a Virtual Assistant (VA) can transform your business life for the better.  There is a lot to be done to create a good working relationship, though, so we guide our clients through a structured onboarding process that prioritises clarity, communication, and confidence from the very first conversation.

So, what can you expect in the first month? Well, every business and every client is different, so it will depend on your individual needs, but typically it will look something like this:

It all begins with a discovery call

At the top of our process is the discovery call. This isn’t just a chance to introduce ourselves (although we do that as well), it’s a focused conversation where we get to the heart of what you need. We’ll talk about areas such as the daily tasks that are eating into your time, where you're experiencing friction in your workflow, and what a successful support arrangement would look like from your perspective.

You’ll also have the opportunity to share how you prefer to work — whether that’s hands-on involvement, weekly check-ins, or full autonomy for your VA. From this conversation, we’ll create a clear proposal, covering the scope of work, expectations, and timelines.

Before we start: The discovery call lays the groundwork for a tailored and effective support relationship.
 

Week one is all about groundwork

Once we’ve agreed that we are the right people to help you, and you are happy with us, we can make a start. The initial focus is often about setting up access and sharing key information. This may include providing login details for email, calendars, cloud storage, or perhaps other tools like CRMs and scheduling software. We may also need documents. Do you use email templates, for example, or perhaps you have some operating procedure documents that can help us mirror your existing tone and workflow? This is not a one size fits all process, so we will work it out together.

We will also decide how to communicate in the best way. Many clients are happy with a regular round-up by email, but you may have your own internal methods or prefer another way. 

• Week 1: Clear systems and communication channels set the stage for an efficient partnership.
   

Getting started and getting feedback

As the first tasks are handed over, there is a sort of process of beginning to find our working rhythm. Honestly, we love this period because it’s about getting to know you better and starting to see results. The relief our clients feel from just losing even the smaller, recurring jobs such as managing emails, booking meetings, formatting documents or uploading content, is instantly apparent. At this stage, we are building trust and consistency.

For these early weeks, feedback is essential. We are working to meet your expectations and be as useful as possible, so we welcome any feedback you have. After all, the more you tell is the more we learn the finer details of how your business runs.

• Week 2 and 3: Early feedback helps fine-tune how we work together and builds confidence in delegation

Building momentum and bringing benefits

Towards the end of the first month, we are usually pretty much in our stride. Our team will now fully understand your working style, and you will be starting to see real benefits and return on your investment. In fact, by now, we are often able to be more proactive, and we may start suggesting ways to streamline tasks, remove inefficiencies, or take on more responsibilities if we think there would be a benefit. It’s not unusual for there to be a little bit of shuffling of tasks at this stage.

Usually, by the end of the first 30 days, the relationship has become more about collaboration than just a task list. By now, we are working together from the same page, with the same processes, and you are starting to really feel the benefit that outsourcing those admin jobs can bring.

• Week 4: By the end of the first month, your VA will start feel like a trusted extension of your team.
   

Why the first 30 days really matter

For all our clients, the first 30 days are about more than just a completed task list. It’s also where you begin to see the value of having more time in your diary, less mental load, and greater focus on what really matters.

The first month is also about building trust and refining the support so it will align with your business goals. We are establishing a working rhythm and process that we can build on for the future.

Why those first 30 days are vital for our neurodivergent clients

For neurodivergent business owners, particularly those with ADHD, autism or dyslexia, a structured onboarding process can be particularly valuable. It offers predictability, gets rid of any uncertainty, and provides a clear framework for communication and task management. During the early days, we are looking to support executive functioning and create a working relationship that’s respectful, responsive, and focused on the right outcomes.

It’s ultimately about getting the foundations right

Reading back over this blog, I noticed it is all very much about the process and the development of a working relationship. Well, you know what? it can be fun as well. I really enjoy onboarding new clients because we get to meet some amazing businesspeople.

In the end, bringing a VA into your business is a strategic decision and, like any investment, it deserves careful consideration and implementation. That said, there is also the mutual ‘know like and trust’ factor to be built. That is why the first 30 days are about more than just job allocation; they are about building strong foundations that lead to long-term success.