Do you see the chat I had with a Pakistani VA above? This is a common theme when it comes to my communication with international VAs. In this post, I’m going to dive deeper into the chat you see above, and explain how Pakistani VAs can learn from the mistakes of others to improve their wages and build more trust with their team members and clients.
I work with many people, including virtual assistants (VAs) from Pakistan. Our work together is crucial, but I’ve noticed a few communication hurdles that can hinder our efficiency and overall success. I want to share some insights and advice to help our Pakistani VAs communicate more effectively with American businesses and teammates. If you’re a VA from Pakistan, reading this blog post could mean the difference between getting paid standard wages, or getting paid American wages.
The Challenge of “Hi” Messages
Let me start with a common scenario: I often receive messages from my VAs that go something like this: “hi,” followed by another “hi,” and later, a “how are you?” These messages, while friendly, lack a clear purpose or urgency. This pattern highlights a misunderstanding between synchronous (instant messages or calls) and asynchronous (emails or task management updates) communication, and when to use each.
Synchronous vs. Asynchronous: Knowing the Difference
Synchronous communication is like knocking on someone’s door—you expect an immediate response. It’s great for urgent matters but can be disruptive for non-urgent issues. Asynchronous communication, on the other hand, is like leaving a note on the door. The person can respond at their convenience, making it perfect for updates or non-urgent questions.
As VAs, distinguishing between these can significantly improve how we work together. Before sending a message, consider its urgency and choose the appropriate communication method.
Applying RACI in Our Communications
RACI stands for Responsible, Accountable, Consulted, and Informed. It’s a framework that helps clarify roles in communication, ensuring messages are directed appropriately, reducing confusion, and improving decision-making efficiency.
- Responsible: Who does the task.
- Accountable: Who owns the task’s outcome.
- Consulted: Who to speak with before deciding.
- Informed: Who needs to know the decision.
Understanding and applying RACI ensures that you, as VAs, communicate with the right person at the right time, making our collaboration smoother and more productive.
Communication Best Practices for VAs
To make our work together as effective as possible, I recommend the following practices:
- Lean Towards Asynchronous Communication for non-urgent matters. Use emails or our project management tools, which allow me to respond when I can dedicate proper attention.
- Reserve Synchronous Communication for truly urgent issues. When you do, be clear about the urgency and the matter at hand.
- Embrace the RACI Framework to ensure your communications are directed appropriately, enhancing our workflow clarity.
- Set and Respect Communication Preferences, understanding that response times may vary based on the task’s nature and current priorities.
- Engage in Continuous Feedback, allowing us to refine our communication practices for mutual benefit.
In Conclusion
Effective communication is the foundation of our success. By understanding the nuances of when and how to communicate, we can work together more seamlessly, respecting each other’s time and contributions. I’m committed to supporting our team’s growth and efficiency, and I believe that by applying these practices, we will achieve even greater success together.
If you’re a business owner who employs a VA from Pakistan, you should consider having them go through the Level 1 Virtual Assistant course, where we teach how to communicate and operate effectively.
