Get the Setup Right Before Day One
Your virtual assistant starts Monday. Do you have their access ready? The most productive first week happens when your VA can log in, find what they need, and start working without waiting for permissions. Here is how to prepare.
Communication Tools
- Create their account on your team messaging platform (Slack, Teams, WhatsApp Business)
- Add them to relevant channels or groups (not everything, just what they need)
- Set up their company email address or forwarding rules
- Share your preferred communication norms: response time expectations, when to call vs message
Core Business Software
- CRM access with appropriate role and permissions (view/edit, not admin)
- Calendar access (view and create events, not delete)
- File storage access (shared folders only, not your entire drive)
- Industry-specific software (EHR, property management, accounting platform)
Security Best Practices
- Use a password manager: Share access through LastPass, 1Password, or Dashlane. Never send passwords in plain text.
- Enable two-factor authentication: On every account your VA accesses.
- Apply least-privilege access: Give access only to what they need for their tasks. You can always expand later.
- Create a separate user account: Do not share your personal login. Create a dedicated VA account with its own audit trail.
- Review access quarterly: Remove access to tools they no longer use.
Documentation to Prepare
- Written SOPs for recurring tasks (even rough bullet points are better than nothing)
- Loom or screen recordings of complex workflows
- A "who to contact" list with key relationships and context
- Templates for common communications (email responses, scripts, forms)
Thirty minutes of setup before your VA starts saves hours of confusion in the first week. Treat it like you are setting up a new desk in your office, because that is exactly what you are doing, just digitally.