It Is Simpler Than You Think
If you have never managed someone who does not sit in your office, the idea can feel uncomfortable. How do you know they are working? How do you communicate clearly? What if something goes wrong? These concerns are valid, but thousands of New York businesses have figured it out. Here is what works.
Set Clear Expectations from Day One
The biggest mistake new remote managers make is being vague. "Handle my emails" is not an instruction. "Check my inbox at 9am, noon, and 4pm. Respond to routine inquiries using the templates in our shared drive. Flag anything from clients A, B, and C for my personal response" is an instruction.
Write down your expectations. Share them. Refer back to them. Clarity prevents 90% of remote work problems.
Use Daily Check-Ins (Then Scale Back)
For the first two weeks, a 10-minute daily call or message exchange keeps everything on track. Ask three questions: What did you finish? What are you working on? Where are you stuck? After two weeks, shift to twice-weekly check-ins. By month two, weekly is usually enough.
Pick Your Tools and Stick With Them
- Communication: Slack, Microsoft Teams, or WhatsApp (pick one, not three)
- Task management: Trello, Asana, Monday.com, or even a shared Google Sheet
- Video: Zoom or Google Meet for weekly face-to-face time
- Files: Google Drive, Dropbox, or OneDrive
Focus on Output, Not Hours
You cannot see your VA sitting at a desk, and that is fine. What matters is whether the work gets done. Did the invoices go out? Were the calls made? Is the inbox clean? If the output is there, the input is happening.
Give Feedback Early and Often
Do not let small issues build up for weeks. If a task was done wrong, correct it immediately and clearly. If it was done well, say so. Remote workers do not have the benefit of reading your facial expressions in the office. Your words are their only signal.
Trust the Process
It takes about 30 days for a remote working relationship to hit its stride. The first week feels clunky. The second week gets smoother. By week four, you will forget your VA is not in the next room.