Introduction

So you’ve onboarded your VA - the tools are shared, access is set, and expectations are clear. But now comes the real work: turning that setup into momentum.

The first 30 days are where trust is built, habits are formed, and your VA starts becoming indispensable - or doesn’t.

This guide gives you a week-by-week structure to make sure that momentum doesn’t stall. Each phase builds confidence on both sides —-from light support in Week 1 to full ownership by Week 4.

Week 1: Orientation & Trust-Building

Goal: Build the foundation for clear communication, trust, and small wins.

Week 1 isn’t about maximizing output, it’s about creating rhythm. You’re helping your VA understand how you think and work. They’re helping you build the habit of delegation.

What you should do:

• Share access to tools:

  Notion or ClickUp (tasks), Slack or WhatsApp (comms), Google Calendar, Loom for async updates.

• Set expectations:

  Working hours, preferred comms style, how to handle blockers or delays.

• Assign 1–2 real tasks/day:

  Calendar clean-up, tool research, meeting summaries - avoid busywork.

• Record a Loom of how you work. Let them see your pace and decision-making.

What your VA should do:

• Learn your tools and workflows

• Ask questions early and often

• Get used to your communication style

• Deliver on small tasks, seek early feedback

Founder’s Tip

“What feels ‘slow’ this week will save you 10x time later. Give real context — not just instructions.”

Week 2: Systems & Momentum

Goal: Start creating repeatable workflows and leverage points.

With the basics down, it’s time to move from one-off tasks to small systems that live on their own.

What you should do:

• Assign a mini-project with a defined outcome.

  Examples:

  • Build a Notion dashboard

  • Clean up CRM records

  • Launch a UGC tracker

  • Create a social content calendar

• Introduce SOPs:

  Show them how you do something → ask them to document it step-by-step.

• Invite feedback:

  If they notice inefficiencies, let them propose fixes.

What your VA should do:

• Turn your Looms into SOPs

• Build light documentation for repeated tasks

• Suggest improvements and refinements

• Start owning a lightweight recurring process

Example SOP task:

“Review 5 recent LinkedIn comments → draft replies → log top-performing posts in UGC tracker.”

Week 3: Ownership & Autonomy

Goal: Hand over full ownership of 1–2 ongoing workflows.

Now’s the time to stop hovering. Choose 1–2 parts of your workflow that your VA can fully lead.

What you should do:

• Pick high-trust, high-leverage tasks:

  • Scheduling and calendar ownership

  • Weekly newsletter prep

  • Social media publishing

  • Handling support inbox or DMs

• Step back from task-by-task approval

• Ask them to fully document their workflow

What your VA should do:

• Lead a recurring workflow

• Make decisions within a defined scope

• Communicate progress proactively

• Keep documentation up-to-date for handoff

Week 4: Review & Reset

Goal: Reflect on what’s working and reset for the next phase.

This is where you pause, review progress, and prepare for what’s next.

What you should do:

• Schedule a 30-minute reflection call:

  Ask: What’s working? What’s unclear? What could they take on next?

• Review the SOPs and workflows built so far

• Look at your own habits: Are you still holding on to things you could delegate?

What your VA should do:

• Share what they feel confident about

• Flag any blockers or areas needing more clarity

• Propose next-step ideas or new systems to build

• Suggest process improvements or delegation areas

Decide together:

• Your monthly or weekly check-in rhythm

• How you’ll handle new tasks (pipeline, requests, feedback)

• What ownership looks like moving forward

Founder’s Tip

“By now, your VA isn’t just helping you ‘get things done.’ They’re part of how your business runs.”
The 30-Day Plan Summary

Week	Focus	Your Role as Founder	VA’s Role	What Success Looks Like
Week 1	Orientation & Trust	Share tools, expectations, context, and assign real tasks	Get familiar with tools, ask clarifying questions, complete initial tasks	Understands your goals, shows initiative, receives feedback
Week 2	Systems & Leverage	Record Looms, co-create SOPs, assign repeatable tasks	Start building SOPs, suggest improvements, begin streamlining	First SOP documented, small systems starting to form
Week 3	Ownership & Autonomy	Fully delegate processes, give room for decision-making	Take ownership, refine systems, handle tasks independently	VA independently runs key workflows, flags edge cases
Week 4	Review, Reflect & Reset	Hold a review call, share long-term vision, discuss next steps	Reflect on learnings, share ideas, identify growth areas	Clear roadmap for future tasks, stronger working rhythm