How to Improve Your Virtual Assistant Results with Effective Communication
Mar 31, 2025When you’re building a mission-driven business, especially in the world of therapy or coaching, you quickly realize something big—you can’t do everything yourself. That’s where virtual assistants come in. But even more important than just hiring help is how you work with them. On this episode of Scaling Therapy Practice, host James Marland chats with Alyssa Avant, a virtual assistant agency owner, about the true power of clear, consistent communication.
Alyssa Avant, founder of Alyssa Avant and Company, knows what it’s like to grow a business with purpose. Since 2007, she’s helped Christian authors, speakers, and coaches grow their online presence through social media, email marketing, websites, and content repurposing. Her team now includes four team members, and together, they help leaders stay focused on their mission.
“There are only certain tasks that only [the leader] can do,” James says. “But they don’t have to do everything.”
Why Communication Matters from Day One
One of the main takeaways from Alyssa’s chat with James? Communication isn’t a nice-to-have—it’s the foundation of a successful working relationship.
“When I’m onboarding a client,” Alyssa explains, “the first thing I do is meet with them face-to-face, usually on Zoom, to see if we’re a good fit.”
From that very first conversation, she asks how the client prefers to communicate—whether that’s by email, phone, or text. Some prefer a check-in call once a month. Others like quick updates via text. The key is knowing upfront how your client wants to work with you.
“Everybody’s different,” Alyssa says. “We have to be flexible, but we also need a system.”
Onboarding Calls: More Than Just a Formality
Some clients don’t immediately see the value of an onboarding call. They think it’s just a quick step to talk through details. But both James and Alyssa agree—it’s a critical piece.
“If we gather as much information upfront,” Alyssa says, “it means fewer interruptions later on.”
For example, when her team builds websites or sets up email marketing, they need to know what platform a client uses—Squarespace, Wix, WordPress? Do they use Mailchimp or ConvertKit? Getting all that in one call saves hours of follow-up.
“I like to get on the phone when we’re doing something tricky like social media logins,” Alyssa shares. “It’s way easier than waiting on emails and codes.”
Weekly Check-Ins Keep Everything on Track
Once the project is moving, Alyssa’s team sends a weekly recap email every Friday. It’s a simple message that lists:
- What was worked on
- The status of each task
- What’s needed from the client
- Any blockers or delays
It sounds simple—but it makes a big difference.
“Things get buried in emails,” Alyssa says. “That weekly email is a reminder—to us and to the client.”
James agrees, comparing it to an airplane on autopilot: it doesn’t fly straight—it course-corrects over and over. Those small check-ins help avoid big mistakes later.
“Without a weekly update, a step might get missed, or the wrong thing gets done for weeks,” James warns. “Then it causes chaos.”
Choosing the Right Communication Style for Each Task
As the relationship grows, Alyssa sometimes shifts communication methods depending on what’s needed. If something is too complicated for email—say, reviewing a web design or editing a newsletter—she’ll suggest hopping on a call.
“Some people just communicate better when they can talk it through,” she explains.
James mentions his own two-email rule: “If I can’t solve it in two emails, it’s time for a phone call.”
Alyssa laughs, “Yeah, you both end up frustrated otherwise.”
Tools That Help Make It All Work
Alyssa’s agency uses several tools to stay organized:
- HoneyBook for contracts, proposals, and onboarding
- Asana for task management and tracking
- Slack for quick communication with her internal team
- SOPs (Standard Operating Procedures) to ensure consistency
“One of my favorite Asana features is the ability to repeat tasks,” she says. “We do a lot of weekly or monthly services, and this keeps us on track.”
She also shares a helpful strategy: giving new clients a “How We Work” document that explains her processes and expectations. It covers everything from how they’ll communicate to what tools they’ll use and when they’ll get updates.
“It sets the tone right away,” Alyssa explains. “And it avoids confusion later.”
Final Thoughts: Support Makes the Mission Possible
James wraps up the episode with this reminder:
“You don’t have to do it all by yourself. Put your mission in motion and let others do the things they do best.”
Hiring help is one thing. But building a system of communication—weekly updates, onboarding calls, choosing the right platform—that’s what turns a good working relationship into a great one.
If you're a therapist, coach, or faith-based entrepreneur looking to grow your impact, Alyssa Avant and Company might be the exact kind of support you need.
Podcast Tips from STP 109: Communication That Works
- “Onboarding isn’t optional—it’s your shortcut to peace of mind.”Set expectations early. Save hours later.
- “Weekly recap emails build trust and keep you out of the weeds.”Don’t wait for things to break—check in regularly.
- “Ask how people want to communicate—then actually do it.” Email? Text? Zoom? Let them choose.
- “If it takes more than 2 emails, schedule a call.” Clarity is faster than confusion.
- “You don’t need to do it all—you just need to lead well.” Delegate the right things, not everything.
- “Good support makes great missions possible.” A VA can multiply your message—if you communicate well.
- “Use repeatable systems to save your brainpower.” Repeating tasks? Use tools like Asana + SOPs.
- “Start every project with a clear map—not a guessing game.” Gather all info upfront to avoid delays later.
- “A weekly rhythm beats daily chaos.” Consistent updates > constant interruptions.
- “Clarity isn’t micromanaging—it’s leadership.” People thrive when they know what’s expected.
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Resources
- AlyssaAvantandCompany.com: Learn about Alyssa’s virtual assistant services.
- Alyssa’s Instagram
- 🎙️ Christian Business Advantage Podcast: Alyssa’s podcast for Christian authors, speakers, and coaches.
- Alyssa’s Facebook Page
- 🧠 Scaling Therapy Practice Podcast: Hosted by James Marland, empowering therapy practice owners to grow and thrive.
- Alyssa’s guide: Top Five Questions to Ask Yourself Before Hiring a Virtual Assistant
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