Hiring a virtual assistant (VA) is a great way to delegate tasks, save time, and scale your business. Whether you're a law firm or lawyer looking to hire a legal virtual assistant, or you want to hire a real estate virtual assistant, one of the biggest concerns many business owners have is: How do I know if my VA is actually working their hours?
If you're paying someone to work remotely, ensuring that the time you're paying for is productive can seem daunting. I know the first time I did it, I had major trust issues, I kept thinking that I was somehow getting ripped off, or being taken for a mug.
But the truth is, with the right tools, strategies, and trust-building, you can manage this effectively and easily. Today, I’m giving you a practical guide to help you monitor your VA’s productivity and ensure they’re delivering value for your business. This stuff is not theory but based on my experiences in the trenches of building the largest virtual staffing company in the Philippines!
1. Set Clear Expectations from the Start
The first step to ensuring your VA is working their agreed hours is setting clear expectations from day one. When you’re onboarding a new VA, be clear about:
- Their work schedule (specific hours or tasks).
- The goals and targets they need to achieve.
- How you plan to track and measure their work.
Setting clear expectations helps create a culture of accountability. Whether you're managing one VA or trying to manage a large team of virtual staff, clarity ensures everyone knows what is expected of them, reducing the need for micromanagement.
2. Use Time Tracking Tools
One of the most effective ways to verify that your VA is working during their hours is to implement time tracking software. These tools not only track the number of hours worked but can also provide insights into productivity by taking screenshots at regular intervals or monitoring active versus idle time.
If you’re using VirtualStaff.ph, we offer a free time tracker that allows you to monitor your VA’s hours effortlessly. This time tracker provides you with real-time insights and helps you avoid the hassle of manually calculating hours or using third-party tools.
Popular third-party time-tracking tools like Time Doctor or Hubstaff also allow you to see what your VA is doing in real-time. But if you're using VirtualStaff.ph, the free built-in tool makes it even easier to manage your team effectively without additional costs. Just remember to pair it with a task management tool.
Nothing fancy, by the way. A simple Trello board will do the trick for 90% of you reading this.
I’m old school because I like to keep things streamlined, straightforward, and stripped of unnecessary costs.
Time tracker (included on VirtualStaff.ph) + Trello board (or Asana, etc) + perhaps, if necessary, Slack is all you need.
Remember the entire management of your VA, from compliant agreements to payments is all done within your VirtualStaff.ph dashboard.
3. Task-Based Productivity
More details on what I just briefly touched on.
While tracking hours is important, focusing on task-based productivity can often be a more effective measure of your VA’s performance. If your VA is completing the tasks assigned to them on time and to a high standard, then it’s a good indicator that they are using their time wisely.
If you find that the tasks aren’t being completed as expected, it could be a sign that time management or productivity needs to be addressed. This is why it’s crucial to have regular check-ins and review the progress of the tasks you assign.
4. Daily or Weekly Reporting
Another excellent way to ensure your VA is working their hours is to have them send daily or weekly reports. These reports can summarize:
- The tasks they worked on.
- The hours spent on each task.
- Any challenges or issues they encountered.
By having your VA submit regular reports, you can track them and stay informed about how they are spending their time without constantly checking in progress.
PRO TIP: For larger businesses or those building teams, here’s what I personally do, and it works well for me.
I have all of my Virtual Staff submit end-of-day reports to their department manager, and the department managers then submit an end-of-day progress report to me, I have them do this via Slack.
When I was starting out and only had a single Virtual Assistant all those years ago, I would have the VA do the same thing and send it directly to me.
5. Build Trust and Communication
At the end of the day, trust is one of the most crucial elements when working with a VA. Establish open lines of communication from the beginning and build a relationship where your VA feels comfortable sharing updates and discussing any issues.
Trust doesn’t mean you shouldn’t check in or verify hours worked, but having a good relationship with your VA can lead to more honest communication and a better working dynamic. If your VA knows that you're monitoring their productivity but also trusts them, they’re more likely to remain motivated and committed to your business goals.
6. Use a Platform with Pre-Vetted VAs
If you're still in the hiring phase, one way to avoid issues with work hours is to use a trusted platform like VirtualStaff.ph. They offer the largest selection of professional Filipino VAs in the world, so you can hire experienced VAs who understand the expectations of remote work.
By using a platform that pre-vets candidates, you’re already a step ahead in finding reliable and dedicated virtual assistants.
Final Thoughts
Knowing if your VA is working their hours comes down to a combination of clear communication, the right tools, and a healthy amount of trust. Whether you’re managing one VA or a large team, using strategies like time tracking, task-based productivity measures, and regular reporting will help ensure that your VAs are contributing effectively to your business.
And remember, no matter the role you're hiring for—whether it's a legal virtual assistant or a general VA—establishing strong processes from the start is key to maintaining a successful working relationship with your virtual staff.
Happy outsourcing!
