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2 minute read
Introduction
The biggest question a new client has isn’t “Can you do the work?” It’s “How will I know what you’re doing?” It’s a fair question, and my answer is simple: I follow my Communication Code.
Business owners fear that delegating remotely will either lead to a constant barrage of questions or a total lack of visibility. Both scenarios create more stress and defeat the purpose of getting help.
In this post, I’ll share the exact communication system I use to keep my Ottawa clients confident, informed, and in control—while fiercely protecting their time and focus. This professional approach to communication is a cornerstone of the VA Desk philosophy. It’s what sets us apart and ensures successful partnerships from day one.
If this is the kind of professional support you’re looking for, you can learn more about VA Desk’s services here.
Understanding My Client’s Fear: The Problem with Poor Remote Communication
Remote delegation fails when communication is unclear or inconsistent. Clients either get flooded with messages or left in the dark. The result? Distrust, frustration, and wasted time.
Common Mistakes Less-Experienced Virtual Assistants Make
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Sending too many one-line emails.
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Failing to provide context.
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Asking questions they could solve independently.
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Using the wrong channel for the message.
A Step-by-Step Guide: The 4 Pillars of My Communication Code
Pillar 1: The Daily End-of-Day (EOD) Summary
One concise email that covers what was done, what’s in progress, and what’s next. Total clarity, no extra noise.
Pillar 2: The Question Batching Technique
Instead of interrupting with every minor query, I consolidate non-urgent questions into one list—respecting my client’s focus.
Pillar 3: The Right Tool for the Job
Not every message belongs in email. I use Slack/Teams for quick updates, Asana for project tracking, and email only for structured communication.
Pillar 4: The Proactive Update
I flag potential issues before they escalate, saving time and preventing surprises.
Tools and Resources I Use to Stay Aligned
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Asana for transparent project updates.
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Loom for visual walk-throughs.
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Shared Google Docs/Sheets for real-time collaboration.
How VA Desk Sets Us Up for Success
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Comprehensive onboarding: Every Ottawa client starts with a clear communication plan.
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Client-VA matching: We’re paired with clients whose communication styles align with our professional approach.
Conclusion
Great communication isn’t an accident—it’s a system. My 4-pillar Communication Code ensures Ottawa busy professionals always know what’s happening, without getting buried in messages.
Remote work, when managed with a clear system, can be even more transparent and efficient than in-office work.
If you’re ready for this level of busy professional, streamlined communication, schedule a discovery call with the VA Desk team today.