How to Be the Client Every VA Wants to Work With and Build a Successful Relationship
What Business Owners Need to Know (From a Team That Knows Their Stuff)
Let’s face it — hiring a Virtual Assistant is an investment. You’re not just outsourcing admin, you’re bringing someone into your business. And if you're doing that, you want it to work. You want results. You want impact. You want someone who gets it, who can jump in and crack on.
It is possible to see real results, and fast, BUT the magic doesn’t happen just because someone logs into your inbox. The relationship between a VA and a client is everything. Get it right, and you’ll wonder how you ever managed without them. Get it wrong, and the whole thing feels flat, awkward, and kind of pointless.
So, what actually makes it work?
We asked our very own team at The Virtual Colleagues — a team of highly experienced, and caring professionals — what it really takes to create a successful, long-term VA–Client relationship.
In summary we said - A strong VA–client relationship isn’t luck — it’s built. And when you build it right, the results speak for themselves.
Here’s our thoughts
1. Respect is the Foundation. It goes both ways.
Let’s start here! It might sound obvious, but every good relationship starts with mutual respect. Respecting the person, their business, their time and their skills. A VA and a client are both business owners, succeeding in what they are experts at. You both have boundaries, business goals, preferences, and both bring something super valuable to the table.
As a client if you can’t respect or appreciate what is being brought to the table by your VA, then you will always see them as lesser than you, and that’s the first sign of things not being successful.
“We’re not employees. We’re equals — business owners helping other business owners.” – Laura
The other big area of respect is for each others time and boundaries.
Too often, a client unconsciously slips into thinking of their VA as someone who should be ‘on call’ or ‘just available’. But the truth is, your VA is a business owner too. They’re managing multiple clients, complex systems, and building a reputation for excellent work — just like you.
Respect looks like:
• Honouring agreed hours
• Showing up to meetings
• Saying thank you
• Not assuming your task is the only task on their list
“It’s about respecting that they’re not the only person in that VAs world. We can’t just drop everything every time. We’re running multiple clients and businesses too.” – Jess
The clients who get the best from their VAs are the ones who treat them as part of the team, not just a person there to do as they are told.
2. Communication Is Everything (and We Mean Everything)
It’s easy to say “communication is key,” but what does that actually look like in practice?
If you want fast results, make space for communication. It's hard to deliver magic if we’re left hanging for basic answers.
“We don’t expect instant replies, but when you don’t hear back in days, you can’t move the tasks forward. You’re just stuck.” – Charlotte
“I’ve had clients send me 20 tasks in an email, and then disappear. But when I send a clarification question — silence. That’s the stuff that slows everything down.” – Jess
The best client relationships have ongoing, two-way communication. That means:
• Letting us know if you’re away or unavailable
• Being honest if something’s not working
• Taking 5 minutes to reply to a blocking question. We want to help but only if you let us.
• Turning up to check-ins consistently, this is dedicated time to move things forward.
As Laura beautifully put it:
“It’s communication with, not at. That’s where trust and momentum are built.”
3. Trust Us With What You’ve Hired Us For
One of the biggest blockers to progress is partial delegation. You ask us to help… but then you hold back access, or micro-manage the process.
“I had a client ask me to book meetings — but only gave me access to see if her calendar was ‘busy’ or ‘free’. I couldn’t see actual details, so I had no idea if she was on a lunch break or on a call. I was just guessing” – Natalie
“Honestly, we cannot do our jobs if we’re not trusted to do them.” – Jess
This doesn’t mean throwing passwords around on Day 1. It means being ready to gradually hand over control where needed — calendar access, inbox permissions, software logins — and trusting your VA to handle things professionally.
The more access and autonomy your VA has, the more they can take off your plate and the more they can be 3 steps ahead of you. They have visibility, access, and can be much more proactive.
The perfect client? They hand over the keys so we can drive. Otherwise, you’re not delegating — you’re just outsourcing admin to yourself with a middle step.
4. Build a Human Connection. Don’t let it be transactional.
At TVC, we always say that our clients get the best results when they treat their VA like a real person, not just a productivity tool.
Connection makes everything easier. When we know each other, communication improves, trust deepens, and we want to go above and beyond.
“Ask about our weekend. Share a bit about your life. It’s not just about being friendly — it helps you build trust and rhythm much faster.” – Jess
“One of my favourite clients and I once ended up messaging each other at 10.30pm on a Friday. He was watching Star Wars with a whisky, and I was catching up after a hectic week with my kid being poorly. Was it ‘ideal’? Probably not. But it worked for us, because we understood each other.” – Nicola
This is what makes the relationship feel effortless. It’s not transactional. It’s two humans working together towards shared goals. The more connected you feel, the more proactive, collaborative and energised the VA will be.
We’re not bots. And neither are you. Let’s bring the human into it.
5. Set Clear Deadlines (and Stick to Them)
A surprisingly common frustration for VAs is vague or moving deadlines. We’re juggling multiple clients, just like you’re juggling multiple tasks. When we know what matters most, we can prioritise accordingly.
“If you say ‘whenever’, I’ll slot it in after all my other deadline-led tasks. And then if you chase me in a panic, that’s really frustrating — because you didn’t set a deadline.” – Nicola
We’re not mind readers. We prioritise based on urgency, value, and the time allocated to each client. If you need something by Friday, say it. If the date’s flexible but would be nice by Friday, say that too.
However we do also really appreciate the deadlines being realistic. Asking us to build you a website by tomorrow afternoon is just unfair.
6. Don’t Expect Magic on Day One
We love a client who’s enthusiastic and ready to go — but the ones who expect their life to be fixed within two weeks? That’s a setup for disappointment.
“Some people hire a VA and then say, ‘Why isn’t everything sorted yet?’. And I’m like — give us time to onboard, understand your world, and build systems that last.” – Laura
There’s a learning curve at the start. Great clients:
• Make time for onboarding
• Share resources about their business
• Ask what the VA needs to succeed
• Are open to reviewing and improving processes together
Being clear with what you want and need is a big time saver. Clarity is kindness. So in the eagerness to get everything sorted as quickly as possible, help us to help you by giving defined, time-bound, information about what it is you want.
You can guarantee if you assume we know what you mean, we don’t. Not until we get to know you better.
“We’re not mind readers. If something hasn’t been said, we can’t guarantee it’ll be done.” – Hadassah
7. Let Us Show You Another Way
Some of the best moments in a VA–Client relationship happen when a client says, “How would you do it?”
“I always love when a client gives me a goal and lets me figure out the how. It shows trust, and often we end up with a better outcome.” – Nicola
Some clients prefer to hand over a to-do list, with the exact way they want it done, exact platform to use and exact words to say. Others say, “Here’s the outcome I want — go do your thing.” That autonomy builds trust and gets results.
“Micromanagement is a huge red flag for us. It kills creativity, energy, trust and pace.” – Jess
Let your VA show you their strengths. You might be surprised at the ideas and improvements they can bring — if they’re given the space.
“Be open to change. Say: ‘If there’s a better way of doing it, show me’.” – Jess
8. Say Thank You (It Means More Than You Think)
This one came up a lot. And it really is as simple as it sounds.
“A quick message on a Friday saying ‘Thanks for everything this week’… honestly, it makes the world of difference, I feel seen, appreciated and strangely more loyalty to them”– Jess
It doesn’t take much to make someone feel valued. And when a VA feels appreciated, they naturally give even more.
“Sometimes clients don’t realise how much of a difference that appreciation makes. We notice it.”
Gratitude is free — and it changes everything.
9. The Traits of a Dream Client
The perfect client is in it for the long haul. They don’t expect miracles on Day 1. They understand there’s a settling-in period. But they’re open, collaborative, and they show up.
“Some clients think their life will be perfectly organised in a month — but we’re not magicians. We’re good, but not that good.” – Laura
When the foundation is strong, the results follow — fast.
So… What Does our Perfect client look Like?
Respectful of time, skill and boundaries
They invest time in the early stages of the relationship
They treat the VA like part of the team. Wanting someone in their corner not just in their inbox.
They’re open, human, and willing to laugh at the chaos sometimes
Communicates clearly and consistently
Trusts their VA and gives full access
Shows appreciation and says thank you
Has realistic expectations and sets deadlines
Understands their VA is a business owner too
Invests in the relationship, not just the task list
Sound like a tall order? Maybe. But the results speak for themselves. The strongest VA–Client matches happen when both parties are engaged, open and aligned.
So, How Do You Get the Best from Your VA?
You show up. You’re clear. You let go a little. And you treat them like a real teammate. When you bring on a VA, you’re not just getting support you are bringing someone into your world. Like any team, you’ll only win if you play well together.
“Honestly? We’re not just assistants. We’re colleagues. That’s literally why I named the business The Virtual Colleagues.” – Jess
You want fast results? Stop treating your VA like a plug-in and start treating them like a partner. Magic happens when people feel like they matter.
As Hadassah put it:
“It starts with the client being confident in themselves. Knowing who they are, being open to someone else’s input — that’s where it begins.”
And from the rest of the team?
“Be human.”
“Communicate with, not at.”
“Don’t hold back — we’re in your corner.”
The way you work with your VA will shape what they’re able to deliver — so lead the relationship like you lead your business: with clarity, respect, and intent.
