How to be a proactive instead of reactive VA

Are you a reactive or proactive Virtual Assistant, and do you actually know the difference? More to the point, do you understand how this distinction impacts your daily working practices and your bank balance?

Clarifying the role your clients expect you to fulfil is crucial to the success of your working relationship. If a client wants your expert input and advice but you stay silent, you risk coming across as uninterested or even lazy. Conversely, if they just want a task completed without the commentary, offering unsolicited feedback can make you look pushy and opinionated.

Understanding these boundaries is a core part of the VA Momentum Course and the VA Membership. To lead a successful business, you must know when to take the reins and when to simply deliver the goods. It is worth remembering it’s also about knowing what your clients are looking for – not what you think they want or need!

What is the difference?

The Reactive VA A reactive VA is someone who is handed a task and fulfils the work within the allotted timescale and to the specific instructions given. You need a clear brief and a definite deadline. Your role is simply to execute. There is a place for this, but it rarely leads to long term partnership status.

The Proactive VA A proactive VA takes an active role in the client’s business. You use your initiative and feel free to make suggestions, especially if you spot a more efficient way to get a job done. You are invested in the company’s success because you understand how your work fits into the bigger picture.

How to be more proactive

If you want to move away from being a “task taker” and become a “business partner,” follow these direct steps:

• Give feedback: Do not just hand over the file. Explain what worked and what might be useful for future tasks.

• Update regularly: Never leave a client to chase you. Professionalism is defined by communication.

• Learn the business: Understand what defines success for your client. If you know their goals, you can help them reach them faster.

• Advise on gaps: If you see something missing from a project, say so. Make suggestions to streamline the process.

• Anticipate needs: If you have just designed social media graphics, do not wait to be asked to schedule them. Suggest it as the logical next step.

A proactive VA looks past the to-do list and thinks about what is best for the client’s bottom line.

Clarify before you start

Regardless of your natural style, you must check the parameters with every individual client. Some business owners only want to offload work and be left alone. Others are desperate for your input and suggestions. Most want a mixture of the two.

It is your responsibility as a professional to clarify your position before you commence work. Do not guess. Ask the question during the onboarding process so you know exactly how much authority you have been granted.

If you are struggling to get work out of clients, have a proactive approach – means you can identify and pull work rather than waiting for clients to push work to you to do.

Have you been playing a reactive or proactive role lately? If you are stuck in a reactive cycle, how could you step up and offer a better service? Share your tips for taking initiative in the comments below.