Hiring a Virtual Assistant (VA) can bring game-changing support to your business. But even with the best candidate in place, success still depends on one key factor—how well you onboard them.
At Lily Shippen, we’ve supported businesses across the UK for years, recruiting high-calibre Virtual Assistants, Personal Assistants (PAs) and Executive Assistants (EAs). And in over a decade of working closely with clients and candidates, one thing has become clear to me: the best outcomes don’t just come from hiring the right person. They come from setting them up to thrive.
Here’s my advice on how to do just that.
Start strong with structure
Before your VA begins, be clear on what you need from them. Onboarding works best when there’s structure from day one; not just a list of tasks, but a clear outline of how they’ll integrate with your business. Think about:
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What their core responsibilities will be
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How they’ll communicate with you and the team
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What systems they’ll need access to
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Which tools, platforms, or processes need explaining
This clarity builds confidence from both sides. It also helps your VA prioritise effectively, especially in those early days.
Give them the bigger picture
It’s easy to assume a VA will get stuck straight into tasks. But understanding why they’re doing something matters just as much as what they’re doing.
Introduce them to your business goals, your values, and how decisions are made. Help them see how their support fits into the wider picture, whether that’s freeing up your time, improving internal processes, or driving growth.
Virtual Assistants thrive when they feel like part of something bigger.
Sort your systems before they start
Smooth onboarding relies on systems that are ready to go. From shared calendars to project management tools, having everything in place avoids delays and unnecessary stress. Make sure your VA has access to:
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Calendars and email
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Password managers and shared drives
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Any systems for expenses, HR or reporting
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Communication tools like Slack or Teams
If you have templates, internal processes or naming conventions, take time to talk them through. It’s always better to explain early than unpick later.
Plan the first week
Even a short induction plan can make a real difference. Set out what your VA should focus on in their first few days, along with who they’ll be meeting and what systems they’ll be learning.
In the first week, include:
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An overview of systems and tools
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Introductory calls with key team members
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A review of company documents or guidelines
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A few initial tasks to build momentum
Daily check-ins during the first week are also helpful. They create space for questions and show your VA that you’re invested in their success.
Trust takes time—but starts early
The strongest assistant relationships are built on trust. That doesn’t mean stepping back completely, but it does mean giving your VA the autonomy to do what you’ve hired them for. Encourage questions. Share feedback. And when things are going well, say so. Micromanagement slows things down. Clear communication and mutual respect move things forward.
Be specific about your preferences
Even experienced Virtual Assistants won’t automatically know your personal working style. Be upfront about how you like things done, whether that’s how meetings are arranged, how you prefer to receive updates, or how you like emails drafted.
And don’t worry if you’re still figuring things out. Onboarding is a great time to build out your processes and work more efficiently together.
Keep nurturing the relationship
A VA isn’t just there to tick off tasks. With the right foundation, they’ll become a trusted part of how you run your business. So, check in regularly. Share wins. Keep refining how you work together. I promise you, it’s a relationship worth investing in.
Final thoughts from over a decade in recruitment
After more than ten years of recruiting outstanding EAs, PAs and VAs, one lesson comes up time and time again. The best placements don’t just happen during the hiring process, they’re shaped in the weeks that follow.
That’s why, at Lily Shippen, we work closely with clients and candidates long after contracts are signed. We guide our clients through onboarding, check in regularly, and stay available for advice when it’s needed.
Because when onboarding is done well, a Virtual Assistant becomes more than support. They become indispensable.
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