SOS: My VA Is in 'Slow Mode' — How to Turn the Challenge into an Opportunity for Growth
Welcome to a dilemma many entrepreneurs face! You’ve been working with your VA for a while, and suddenly, you notice their productivity isn’t what it used to be. Tasks that were once completed in a flash now seem to take forever. Before you go into panic mode, take a deep breath. You’re not alone, and the good news is that this challenge is solvable.
First, let’s understand what productivity truly means. According to Michelle Reynolds in her article How to Be More Productive at Work from Harvard Business School, productivity refers to the amount of work achieved relative to the time and resources used. Increased productivity occurs when more output is produced with less effort, benefiting both the individual and the organization . Once you have a clear understanding of what productivity looks like, you can more accurately assess if there’s a problem.
Step 1: Identify the Signs of ‘Slow Mode’
Here are some common signs that your VA might be in a productivity slump:
Missed deadlines: Projects that used to be completed quickly are now delayed.
Frequent mistakes: Tasks that were once completed flawlessly now require constant corrections.
Lack of communication: Your VA becomes less proactive in providing updates or making requests.
Detached attitude: Responses seem less engaged or motivated.
If you notice any of these signs, it’s time to move on to the next step.
Step 2: Initial Diagnosis: System, Client, or VA Issue?
Before jumping to solutions, it’s crucial to understand where the root of the problem lies. Think of this step as a “productivity triage”:
Review your instructions: Were they clear and detailed? Misunderstandings are often the root cause of mistakes.
Evaluate your tools: Are the platforms and processes your VA uses functioning properly?
Workload: Are you assigning tasks that exceed your VA’s current capacity or time limitations?
If you find that any of these areas need adjustment, start there before addressing the VA's performance directly.
Step 3: The Key Conversation: From ‘Slow Mode’ to ‘Full Speed’
Now that you have a clear understanding of the problem, it’s time to talk to your VA. Here are a few key tips to make this conversation constructive:
Speak with empathy: According to the Center for Creative Leadership, “Empathetic leadership means having the ability to understand the needs of others, and being aware of their feelings and thoughts. Instead of starting with criticism, frame your observations from a place of curiosity and concern”. For example: “I’ve noticed that the recent tasks have taken a bit longer than usual. Is there something making it more challenging for you?”
Listen to their perspective: They might be dealing with personal issues, lack of clarity on tasks, or even work overload.
Co-create solutions: Work together to adjust priorities, deadlines, or tools. For instance, you could simplify complex tasks or offer training in a specific area.
Step 4: Seize the Opportunity to Improve
A problem like this can be the perfect moment to optimize your collaboration with your VA and strengthen your business. It's time to evolve! Here are some actions you can take:
Implement management tools: Use platforms like Asana or ClickUp to organize and give visibility to tasks.
Document processes: Create manuals or checklists to reduce reliance on constant explanations.
Train and empower: If your VA needs support in a specific area, consider investing in their development.
Related: Unlock The Power Of Your Business With This Essential VA Skills
Step 5: Turn the Challenge into Trust
Remember, these moments are also opportunities to strengthen your relationship with your VA. How you handle this challenge can make a big difference. If you work collaboratively and with empathy, it’s likely your VA will return to "turbo mode" more motivated than ever.
Conclusion
Remember, even the best professionals have tough days (or weeks). What matters is how we turn those pauses into leaps forward. With patience, communication, and a bit of humor, your VA will soon be back in turbo mode.
A Surprise for You
Don’t miss our interactive quiz next Friday! Discover whether the productivity issue lies with your VA, the system, or your management style. It will be a practical guide to making more informed decisions!
Ready to understand what’s really behind your productivity challenges? Book a free interview with us today, and let’s figure out exactly what you need to take your business to the next level.
