If you’ve ever assigned a task and ended up frustrated with the results, you’re not alone. Many virtual assistant relationships stall not because of a lack of skill, but because the original brief was too vague, too long, or just unclear. Knowing how to create project instructions that get results can save time, money, and morale. And when you write better briefs, your VA can do their best work.
Why Clear Instructions Matter
Virtual assistants aren’t mind readers. When a task lands in their inbox with unclear deadlines, too many steps crammed into one message, or assumptions about “how you’ve always done it,” mistakes become inevitable. Clear, outcome-focused project briefs help your VA focus on what matters: execution. The better your instructions, the faster the turnaround and the higher the quality of the work.
How to Create Project Instructions That Make Sense
Start with the end goal. Instead of just saying “create a social post,” try this: “Create a single image Instagram post promoting our summer promo, using the brand colors, including the 15% OFF code, and scheduling it in Buffer by Friday.” That level of clarity tells your VA exactly what success looks like.
Break the task into bullets, list out any relevant links or logins, and give context where needed. If this task is part of a bigger campaign or strategy, say so. A good VA will spot ways to improve flow or find efficiency—but only if they understand the full picture.
Tools That Help
Consider using tools like ClickUp, Trello, or Google Docs for assigning tasks. These platforms allow you to attach files, comment in real time, and set clear deadlines. At Make It VA, we guide clients through these platforms so their systems support their success, not slow it down.
Don’t Be Afraid to Ask
Not sure if your brief makes sense? Ask your VA. A strong VA partnership includes open communication and mutual accountability. If your VA needs clarification, that’s a chance to improve the process together.
Want to improve your delegation game? Read more about how smart clients ask the right questions before hiring a VA to make sure you’re not just hiring support—but empowering it.