Training a VA doesn’t have to be overwhelming. With the right approach, you can get your assistant up to speed—quickly, clearly, and confidently.
One of the biggest concerns for business owners hiring a virtual assistant is this:
“I don’t have time to train them.”
Ironically, the very reason you hired a VA (being overwhelmed) can become the roadblock to making the relationship work. But here’s the good news: you don’t need to spend weeks training a VA. With the right systems and mindset, onboarding and training can be efficient, repeatable, and hands-off.
At VirtuHeroes, we help clients set up streamlined VA onboarding processes that work—whether you’re hiring one VA or building a team. This blog shows you exactly how.
Shift the Mindset: Training Is an Asset, Not a Chore
Think of training your VA as an investment that pays off every single week going forward.
Do it right once—and you’ll never have to repeat the same instructions again.
1. Use Loom Videos to Show, Not Just Tell
Loom is a free screen recording tool that lets you walk through tasks visually and verbally.
Why it works:
- Explains complex tasks faster than writing
- Reduces misunderstanding
- Lets your VA replay it anytime without bothering you
Example: “How to schedule posts in Buffer” – 3-minute Loom
2. Create Simple SOPs (Standard Operating Procedures)
An SOP is a short document or checklist that outlines the steps for a task.
Include:
- Task title and purpose
- Step-by-step instructions
- Screenshots or video links
- Tools needed
- Common mistakes to avoid
Pro Tip: Store all SOPs in a shared Google Drive folder labeled by department or task.
3. Assign a Test Task First
Before assigning mission-critical work, give your VA a low-risk task to complete using your Loom or SOP.
Example:
Task: Schedule 3 Facebook posts using the template provided
Due: Tomorrow, 5 PM
Tools: Canva, Meta Business Suite
Goal: Learn the workflow, not perfection
Use this as a baseline for feedback and refinement.
4. Build a Feedback Loop
Training isn’t a one-time thing—it’s a conversation. Encourage questions, clarify as you go, and reinforce learning with feedback.
Use this framework:
- What went well
- What needs adjustment
- Next steps or tips
- Ask: “Was anything unclear in the instructions?”
You’ll be surprised how quickly your VA levels up when they feel safe to ask questions and learn.
5. Batch Your Training Content
Instead of explaining things one at a time, spend 1–2 hours recording multiple walkthroughs and SOPs in one go.
This gives your VA a library of resources they can revisit anytime—and helps future hires, too.
💡 Bonus: Let your VA create the SOP from your Loom video. This reinforces the training and saves you time.
Suggested Tools for Fast VA Training
| Purpose | Tool |
|---|---|
| Screen recording | Loom |
| File storage & SOPs | Google Drive, Notion |
| Task tracking | ClickUp, Trello |
| Team communication | Slack, Zoom |
| SOP templates | Tango, Process Street |
Client Example: 5 Hours Saved Weekly
Alex, a busy agency owner, used to spend 30 minutes a day explaining tasks. After creating a Loom + SOP system with our help, he:
- Saved 5+ hours per week
- Reduced rework by 80%
- Trained a second VA without doing extra work
His words?
“Now my VAs train each other. Game changer.”
Final Thought: Start Simple, Build Fast
You don’t need a corporate training manual. Just:
- Record one task
- Turn it into a checklist
- Answer a few questions
- Watch your VA thrive
Want Help Training Your VA?
We’ll match you with a ready-to-go VA—and help you build a simple training system from day one.
👉 Book Your Free Consultation