Okay, I Hired a Virtual Assistant… Now What?

Hiring a virtual assistant for your salon is one of the smartest moves you can make for client communication, profit, and long-term business growth. But once you’ve brought someone on, the next step isn’t always clear.

If you’re asking yourself, “Now what?” — you’re not alone. Many salon owners know they need support but aren’t sure how to build a strong relationship with a virtual team member.

Here are four simple but powerful steps to help you work well with your new salon virtual assistant and get the most out of your investment.

1. Get Clear on Your Salon’s Needs

Before your Virtual Assistant can help grow your business, you need to define what you want help with. Do you need support with client communication? Missed calls and unread DMs? Rebooking past clients? Confirming appointments? Take a few minutes to outline the top 3-5 things that slow you down during the week and turn those into clear, teachable tasks.

The clearer you are, the faster your virtual assistant can step in and start creating results.

2. Create a Consistent Communication System

Your Virtual Assistant isn’t in the salon, but they still need to feel like part of the team. The key to making that happen is regular, reliable communication. Choose one place for messages whether that’s a shared Google Chat, voice notes, email, or Slack,and stick to it. Just like your front desk staff, your virtual assistant can only help you if they can reach you when something comes up. And when communication is strong, your salon runs smoother and more profitably.

3. Give Feedback That Helps Everyone Grow

Most salon owners know what they want, but they don’t always share it. If your virtual assistant is doing something that’s not working, or doing something that’s working really well, tell them. A little feedback goes a long way in building trust and improving performance.

Remember, this is a partnership. When your Virtual Assistant grows, your salon grows.

4. Remember: Your VA Is a Real Person, your Virtual Assistant may be remote, but they’re still part of your team. Give them time to learn, space to ask questions, and support to succeed. When your Virtual Assistant feels valued and understood, they’ll show up more consistently for your clients—and that consistency builds client trust, retention, and long-term revenue growth.

Common Challenges (and How to Handle Them) The most common problems when working with a Virtual Assistant isn't about the person, it's about the process. Tasks might fall through the cracks. Misunderstandings may happen. That’s part of the learning curve.

The fix is usually simple: check in, reset expectations, and stay in communication. The return on that small effort? A more organized salon, better client communication, and higher profit margins as your team operates more efficiently.