How to Successfully Onboard a Virtual Assistant for Your Business or Lifestyle
Hiring a virtual assistant is not a luxury. It is a strategic move — when done well.
But too often, executives and business owners bring on support, only to underuse it, mismanage it, or let it fizzle. Why? Because they never onboarded properly.
At Otium Concierge, we manage onboarding for some of the busiest people in the UK. Here's how to do it right — whether you're new to delegation or upgrading to a higher-calibre service.
Step 1: Get Clear on the Scope
You do not need a complete list of tasks to start — but you do need clarity. Begin by answering:
What are the biggest time drains in your week?
What decisions or jobs are repetitive?
What do you constantly postpone or dread?
What would free up your attention immediately?
We help you translate this into a working scope within 24 hours of onboarding.
Step 2: Prioritise Value Over Volume
Delegation is not about offloading the longest list. It is about removing the most expensive distractions from your time.
Focus first on:
Calendar and diary management
Scheduling, rebooking and confirming key meetings
Travel and logistics
Inbox monitoring or drafting
Procurement and supplier coordination
Personal admin that leaks into work hours
Our assistants are trained to find efficiencies — and protect your calendar like it’s their own.
Step 3: Decide How You Like to Work
The best support is tailored to your operating rhythm. We’ll ask:
Do you want regular check-ins or complete autonomy?
Do you prefer email, voice notes or shared documents?
Should we be proactive or wait for direct requests?
There’s no one way to work. We adapt to your style and get aligned quickly.
Step 4: Establish Secure Access and Boundaries
We use encrypted tools and follow strict protocols for:
Shared inboxes and calendars
Payment information
Private contacts
Cloud documents and storage
Multi-client coordination where needed
If needed, we can work with your internal teams, EA, legal, or family office.
Step 5: Set Expectations and Build Confidence
You should not be double-checking your assistant's work. That’s why:
All tasks come with clear confirmations and timeframes
All requests are documented, tracked and updated
All output is quality-checked before it reaches you
Our assistants are senior, reliable and used to operating with minimal instruction.
Why It Works
With the right onboarding, clients experience:
Fewer dropped balls
Less cognitive friction
Faster turnaround times
Tighter control over workflows
More capacity for strategic work
And most importantly: a life that runs more smoothly — without your constant input.