Best documentation methods for virtual assistants and remote teams

Creating a process loop and sticking to it is extremely important for all businesses, especially for remote teams and employees.

Maren is a serial entrepreneur and human capital expert. She believes meaningful work is core to the human’s sense of self, personal growth, and connection to the community. Because of this, she is dedicated to creating a world where good help isn’t hard to find and where meaningful work is abundant.


MyOutDesk CEO and Co-founder sit down to talk with Maren about Virtual Assistants and why they can be an important part of your business and personal growth.


[Considering a Virtual Assistant?]


What Virtual Assistants bring to you is really a way to leverage yourself and your time. When you figure out what you are really good at and then recognize what you can delegate, you get to focus on what your strengths are, thus empowering you to grow your business and your expertise.

You will have to spend the time to build an excellent foundation for a distributed team space. You need to get really good at communicating what you need and how you want things done.


Framework for assigning responsibilities

Maren shares her basic framework for assigning responsibilities:

  • What is the goal?
  • Why – What is the “Why” behind it, and what is the aspiration?
  • How — You must detail very specific elements such as the exact due date, what success looks like for this project, and three specific points where your Virtual Assistant should ask for feedback.

Creating a process loop and sticking to it is extremely important. You also need to document all your processes religiously.

(Daniel and Maren discuss so much more! Do not miss this conversation; make sure you watch the video above!)

[Up to 70% off: Virtual Assistants]



Step 1: Pre-assign the right Person for each role, whether it’s you or someone else, writes down names & roles in their post-it note collection.

Step 2: Create a list of required skills and responsibilities. For example, if you are not a good artist, but need someone to design your posters do so ahead of time. Also, create a list of critical skills & responsibilities for each role in the team.

Step 3: Document all your processes from creating documents to checking them off as completed. Processes include basic steps such as reporting via Slack, checklists, and steps required to set up and complete projects.

Step 4: Assign your tasks, however basic they might be

Step 5: Delegation: Hand over roles and responsibilities to your Virtual Assistants. Instruct your Virtual Assistant to document all tasks in detail and submit a task report daily. Your Virtual Assistant will be able to answer “How” questions such as “how many hours per day,” or “How many days per week” and so on.

Step 6: Check and approve your Virtual Assistants’ work.

Step 7: Update Document for Future Reference, you must document all the tasks, responsibilities, and processes from start to finish including feedback and a status report.

Now, your Virtual Assistants will have access to this information at all times and can refer back to it as needed.

[Up to 70% off: Virtual Assistants]


About Maren:

It all started when Maren was in college. She had a jewelry business where she would import in bulk and would then re-sell them on eBay. As her business grew, she needed to hire a team, and since she was a college student with limited funds, she discovered online outsourcing. She hired remotely and began blogging about her experiences. She then noticed that she got the most traffic on her blogs that talked about remote assistance. She got a lot of questions about it, and some queries were even about asking her to find someone for them. After about five years of starting a few smaller internet businesses, Maren moved to San Francisco to see if she could make something out of the Virtual Assistant space. And she (and her co-founders) did! She co-founded Zirtual in 2011 and was a real pioneer in introducing Virtual Assistants to entrepreneurs.

Over the course of 10 years, Maren has helped around 10,000 people find talented Virtual Assistants to bring leverage to their business. She says that to thrive within this space, one must recognize the need for structure and order but on the other hand, know that if you are willing to work with a process and system, there is also a lot of freedom.


Cheap Virtual Assistant Providers?

Paying for a virtual assistant can be one of the best decisions you will ever make. It’s not only saving you time, but it is also saving you money, which is always important. Another added benefit of hiring a virtual assistant is that they are an asset to the business and not just a vendor, which means they can be part of your team and work on what needs to be done along with you. This makes it less stressful for everyone involved and assures that every task is completed successfully and efficiently.



 Even at up to 70% LESS than traditional FT hire, here is what’s all included with MyOutDesk as your provider: 

  • No-sweat + thorough talent-matching process,
  • FBI-grade background checks,
  • Remote team productivity tracking software,
  • Business strategy guides & remote work action plans,
  • Unparalleled service,
  • Dedicated HR services for your VA, … and much more!

90% of what you pay to MyOutDesk actually goes to our virtual professionals in the form of compensation, benefits, support, and all of the good stuff that we do as a company to support client accounts. We are a company that’s designed to pass the savings onto our customers, and we need lots of folks, which is why we have 1,500 virtual professionals staffed at companies, just like your business.

[Up to 70% off: Virtual Assistants]
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Complement your local workforce

Another great benefit to hiring a virtual assistant is that they can work from home and aren’t subject to the same restrictions as someone who works in the office. This means that you could have someone working in your local office and via the internet, leveraging the best benefits of both environments. And the best part? They won’t have to be in your office at 8:00 am every day (less overhead costs, more parking)!


See For Yourself: A Closer Look at Virtual Assistants

The popularity and acceptance of virtual assistants will grow over the next decade. It is estimated that, in 2020, 40% of the entire US task force are virtual professionals. Today’s use cases for these task-oriented professionals are vast. “Freelance virtual assistant services” will be one of the biggest industries in terms of employment and global revenue by the end of the decade.

[Up to 70% off: Virtual Assistants]
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“Outsourcing makes the hustle better — because you’re not burdened with many/growing expenses that you’ll need to figure out how to cover and hit profit”



Focus on your growth & scale your operations





Simply put, MyOutDesk equips entrepreneurs & business owners with tools, strategies, and virtual employees – and when combined, businesses have a competitive edge and find growth while efficient systems and processes are put in place.

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

See what we are about, and schedule a free ‘Double Your Business’ strategy consultation with us. We’ll take the time to learn more about your business and offer solutions to foster top talent and lower operational costs for your company.


Experience The Difference
MyOutDesk can save you up to 70% on employment costs
Claim a free business strategy consultation & ‘Grow Virtual’ Guide


Did You Know?  MyOutDesk’s origin story is set during the last global financial crisis of 2008. Yes, that’s right — our business started by scaling businesses with virtual assistants during a recession! Our first client in 2008 went from five to seventeen VAs with a completely revamped organizational model in short order, and he told MyOutDesk, “Our virtual professionals have shaved $250,000 off our monthly overhead.”

More than one task at a time

When your virtual assistant is working with you, they are working with everyone in your office, not just you. This means they are not only able to handle multiple tasks at once like being efficient with their time while also saving yours. Today’s use cases for these task-oriented professionals are vast.