Delving into something that is totally new to you can be both exciting and scary. It can be scary because you have no idea what to expect and no idea what you should do exactly thereby increasing the fear of committing mistakes and human beings do not want to commit mistakes in general. But at the same time, it is exciting for exactly the same reasons. The fact that you do not have any idea what to expect and what exactly you need to do allows you to stretch your wings, widen your horizons and challenge yourself to learn-learn fast, and to grow.

Among the most important things that a new virtual assistant would do well to learn is the value of structure and following detailed instructions.

Wikipedia defines structure as a fundamental, tangible or intangible notion referring to the recognition, observation, nature and permanence of patterns and relationships of entities. As such, it serves as guide or reference in doing things and is present and necessary across all industries and jobs, albeit of varying degree depending on the nature of the company and its business.

In virtual assistance, the importance of structure cannot be undermined. It provides a way to handle things; gives your day flow and ensures proper prioritization of things that need to be done. This becomes even more important in the context of virtual assistance because it is a dynamic workplace wherein virtual assistants may do similar tasks for different clients in different times zones in one shift and without structure, things are bound to get chaotic and that will be an understatement.

Here are three reasons why structure is crucial in virtual assistance:

1) Structure makes you efficient. Efficiency is important in any workplace and even more so in a virtual one because you can be competent but without structure, you can’t be efficient. So structure is extremely important as it gives you a guide to which you can base your day, your time and your projects thus giving you clarity, saves you time, encourages you to be productive and more importantly, in a world of projects and time management, reduces work-related stress especially since you know what you need to do, when to do it and how to do it. Should there be necessary changes, you can easily adapt because you have a guide to anchor you. You make the change and once done, go back to the next item on your structure. So with structure, you accomplish more with less unnecessary stress.

2) Structure makes way for quality. Deadlines are not your only problem but it is beating these deadlines without sacrificing the quality and accuracy of your work and you can better do this with structure. Structure in doing your work helps you avoid mistakes like failing to do a task on a particular time it is needed or missing to record an appointment for your client which is easy to do as more often than not, a VA manages multiple client calendars to which entries are not the only concern but also the difference in time zone. So having a structure ensures that you do exactly what you need to do, for whom and when with less mistakes.

3) Structure creates positive impressions of you and your company. An organized virtual assistant emanates a sense of competence and professionalism to clients and creates good impressions. Being structured shows clients that one is detail-oriented, thorough and a careful planner and this is important for virtual assistance companies because many times, the virtual assistant is the sole representative of her company to the client so how she performs is not only a reflection of herself but a mirror of the entire company. You want a pretty reflection and structure can pave the way for you and lead to future opportunities for you the virtual assistant and your company. Chances are, you will get good feedback which in turn will improve your morale and that of your company and lead to more opportunities from satisfied clients.

With structure you are more prepared to face whatever task may be thrown your way and come out efficient with quality work and making positive impressions of yourself and your company to clients.

Following detailed instructions is another important component of organization in the workplace – virtual or otherwise. Instructions are present in almost everything and everywhere – driving, cooking, at school. They lay out what one needs to do and how to do it properly.  In most, they are being given to save lives, for safety, to avoid chaos, for quality and efficiency. Without instructions, many unnecessary effects can take place and this is true in everyday life. The world of virtual assistance is no different.

Much like your answers in an exam are marked wrong if you do not follow instructions, the work you do as a virtual assistant leads to waste of both your time and the client’s money when you do not follow detailed instructions given by the client or your VA Manager. At school, you follow instructions to get a good grade, similarly, at work, you follow instructions to do a good job and in virtual assistance, you bring this to a whole new level because there is no one there physically present to constantly check what you are doing. You have to be clear as to what is expected of you, to avoid mistakes and the consequences these mistakes may lead to. Instructions must be clarified immediately so as to avoid confusion and for a smooth flow of things.

One advantage of following detailed instructions is the fact that it develops discipline. It encourages you to take note of the specific rules required to make a good job and what not to do to be able to do this. It develops in you the ability to follow more complex  instructions and give instructions in return.

Second, following detailed instructions can cultivate confidence and avoid frustration because you know that what you are doing is right because you did exactly as you were told. You are sure to meet or exceed the standard set by your client and get positive feedback which can boost your confidence.

The importance of following detailed instructions is best summarized by a Proverb which says, “Whoever gives heed to instructions prospers.”

These are only two of the basics of organization skills that a newbie virtual assistant must learn. But these will give the newbie much ammunition to better face her virtual world.  After all, the more organized one is, the better virtual assistant she becomes because organization is said to breed success.  That has never been more true than in the world of virtual assistance where multitasking, multi-cultures and multi-time zones are a way of life.

Written by Kathrine E. – The Help