Virtual Assistant Onboarding Checklist (First 2 Weeks)

The first two weeks determine whether a VA relationship compounds or stalls. Use this checklist before and after day one.

Before day one

• [ ] List tools and access (email, calendar, CRM, Slack, Notion)
• [ ] Record 5–10 min Loom walkthroughs for your top 3 tasks
• [ ] Define response-time expectations and escalation rules
• [ ] Set a weekly check-in slot (15 minutes is enough)

Week one

• [ ] Assign one recurring task only — inbox triage or scheduling works well
• [ ] Review output daily; give specific feedback, not "looks good"
• [ ] Document decisions in a shared doc the VA can reference
• [ ] Confirm time tracking or task log format

Week two

• [ ] Add a second task lane if week one is stable
• [ ] Ask the VA what slowed them down — fix tooling gaps
• [ ] Decide: extend hours, add a trial deliverable, or adjust fit

Red flags to address early

• Missed deadlines without proactive notice
• Repeated questions answered already in SOPs
• Work output that needs full redo (usually unclear brief, not bad VA)

Orca-specific tip

You can message multiple VAs and run a $30 trial on the best responder before committing weekly hours. Browse [best responders](/virtual-assistants?sort=responds&source=blog_onboarding) or read [how to interview a VA](/blog/how-to-interview-a-virtual-assistant).