Beyond the Tech – Things You Need as a VA

Laptop? Check. Cell Phone? Check. Headphones? Yep, it’s here. Bluetooth speaker for a bit of music while working? Definitely. There are a variety of tools available to help make better virtual assistants. From the latest gadgets to new AI-powered productivity programs, it’s often easy to assume that VAs rely solely on technology to get the job done. 

While gadgets and software are important, the real backbone of a successful VA lies in their habits. Developing strong productive habits is crucial for enhancing efficiency, maintaining quality work, and achieving a healthy work-life balance. So, before you look up the hottest new gadget that claims to make your work life easier, let’s delve into some of the key habits every VA should cultivate!


Time Management

Time management is the cornerstone of productivity for any VA. When you handle multiple clients and tasks, effective time management ensures that deadlines are met and work quality is first-rate. Time productivity apps and programs could help, but nothing beats developing good organizational skills.

Start your day by listing tasks in order of importance. Focus on completing high-priority tasks first and try time blocking by allocating specific time periods for different activities. For example, dedicate the first hour of your day to answering emails and the next two to working on a major project. Finally, avoid multitasking – concentrate on one task at a time to avoid mistakes and improve efficiency. 


Goal Setting

Use SMART goals everyday! This technique ensures that your goals are Specific, Measurable, Achievable, Relevant and Time-bound. This makes goals easier to achieve and manage. For example, instead of setting a vague goal like “improve client communication,” aim to “send detailed progress reports to each client by friday.” Sounds easier, right?

Also, try to periodically review your goals to track progress and make necessary adjustments. Life is unpredictable, things might need to change along the way. Finally, acknowledge and reward yourself for reaching milestones, no matter how small. You’ve earned it, so you deserve a pat in the back (and a little treat!)


Effective Communication

Clear and concise communication is vital for understanding client needs and expectations. It helps build trust and ensures smooth collaboration. Communication might be a challenge when working remotely. There might be delays due to distance or even time zones. Try active listening by paying full attention to the speaker and understanding not only what they are saying, but also what they are trying to say. Be astute and respond with courtesy to their ideas as well. 

Also try to ask for feedback from time to time in order to identify your areas for improvement. This helps you improve your overall communication skills and better meet client expectations.


Adaptability and Flexibility

When it comes to remote work, flexibility is the key to everything. The ability to adapt is crucial in a dynamic work environment. VAs often face unexpected challenges that require quick thinking and improvisation. 

Be open to new methods, tools, and processes. Changes can be opportunities for growth rather than obstacles. Develop strong problem-solving skills to handle unforeseen issues effectively. And finally, treat mistakes as learning experiences – reflect on what went wrong and how to avoid similar issues in the future. 


Stress Management

Remember, you can’t be your best self if your body is in poor health. Managing stress is essential for maintaining productivity and overall well-being. High stress levels can lead to burnout, which can negatively impact work quality and personal well-being.

Try to practice mindfulness and meditation to stay calm and focused. Take short breaks throughout the day to rest and recharge. After all, you’re human, not a robot. Maintain a balanced diet, exercise regularly, and always aim to get adequate sleep to ensure your mental and physical health. 


Continuous Learning

When you’re working remotely, you can’t just tap a colleague at the next table whenever you have a question. Constant personal and professional development is key to staying competitive and relevant in the VA industry. Continuous learning keeps you updated with industry trends and enhances your skill set. 

Stay competitive despite your remoteness. Invest time in learning new skills relevant to your work, and engage online with other professionals to share knowledge and experiences. 



Who says technology is the be-all and end-all of becoming a great virtual assistant? It’s all about habits! By focusing on time management, goal setting, effective communication, adaptability, stress management, and continuous learning, VAs can enhance their productivity, maintain high-quality work, and achieve a healthy work-life balance. 

While technology is a valuable tool, it’s developing healthy habits that truly makes the difference. Start integrating these habits, and become your best version as a virtual assistant today.