What's it like to work with a virtual assistant? A practical guide for dog pros

Many canine professionals love the idea of working with a virtual assistant (VA) but feel unsure about how it actually works. How do you hand over tasks? What about security? What if you need something outside working hours?

The good news is that VAs work in a structured, secure, and flexible way that’s tailored to your needs, and keeps both of you safe. Before any work begins, you’ll sign a contract that covers the scope of work, contact arrangements, payment schedules, data protection, confidentiality, intellectual property, and timelines.

This blog covers the key practicalities: availability, access, security, delegation, and the handover process. Every VA-client relationship is unique, and VAs adapt to their clients within reason. Working with a VA is an investment, and spending a little time upfront to build the relationship will pay off in the long run.

For the purposes of this blog we'll assume you've already decided you want to work with me - that means that I can be a little more specific about the information I give.

Availability & boundaries: when can you contact your VA?

Setting expectations

VAs set their own working hours, which will be agreed upon at the start. Many balance their work around other commitments such as family, study, or other jobs, which is one of the reasons they choose to work flexibly. For example, working for myself gives me the flexibility to fit around my studies as I train to become a clinical canine massage therapist.

Out-of-hours support

If you need something outside of agreed hours, what happens? This is something we’ll discuss and include in the contract. Some VAs offer emergency support at a premium rate, while others may simply not be available. Either way, it’s important to respect that VAs are human too and need time off!

Communication & working relationships

A VA is a contractor, not an employee. Building a good working relationship takes time, trust, and clear communication. Being upfront about what you need and how you like to communicate will make the process smoother for both of us. Whether you prefer email, video calls, WhatsApp, or voice notes, we’ll find a system that fits your needs while also allowing me to work effectively. If there’s a deadline, a budget, or specific instructions, it’s best to be clear from the outset.

Security & access: what does a VA need?

Levels of access

One of the biggest concerns people have is: "Do I have to hand over full access to everything?" The answer is No! Many systems allow limited access through role-based permissions or password managers.

Keeping your data safe

VAs take security seriously and this is covered in the contract. Having worked in human healthcare for over 20 years, I appreciate the importance of protecting sensitive information - both yours and your clients' - and take every precaution to ensure security and confidentiality.

Trust & contracts

A well-structured contract protects both of us. My goal is to make your life easier, not to complicate it with worries about security or uncertainty about expectations.

The handover process: how to delegate without stress

Step-by-step handover

Many people worry that they need to be highly organised before they can work with a VA. You really don’t! I’m good at picking things up quickly. We can also create a timeline for a gradual handover so you’re not overwhelmed.

Trial tasks

If handing over tasks feels daunting, start small. Delegating one or two things at first helps build confidence and trust.

Providing context

If I’m responding to clients on your behalf, some guidance on your tone of voice, preferred phrasing, or FAQs can be helpful. We can refine this over time.

Ongoing refinement

No process is perfect from day one. We’ll keep adjusting things so the workflow works well for both of us.

What should you delegate? Deciding what stays on your plate

High-impact tasks

The best things to delegate are time-draining tasks that don’t need to be done by you. Things like admin, inbox management, and social media scheduling can free up your time for client work.

Tasks that require your expertise

Some things, like course creation, still require your input but can be handed over at certain stages. You provide the expert content, and I take care of editing, proofreading, formatting, uploading, and managing student enrolment - allowing you to focus on delivering high-quality learning experiences without getting bogged down in admin.

Regular vs. Ad-hoc support

Many canine professionals need "little and often" support rather than big, one-off projects. That’s absolutely possible—though working in blocks of 2+ hours at a time is often more efficient than shorter sessions. Alternatively, you may need support to get a new product or service launched and then be happy to manage the day-to-day running yourself.

A simple example: delegating a monthly newsletter

Let’s say you want me to create and send a monthly newsletter to your clients. Here’s how that would work:

1. Discovery call – we discuss the work, deadlines and expectations.

2. Proposal & contract – I send a formal proposal. If you accept, you’ll sign a contract covering:

   • Scope of work (content collation, formatting, and sending the newsletter)

   • Your rights to the content

   • Payment terms

   • My availability

   • Communication methods

   • Termination process

3. Data processing agreement – signing this confirms that your email list complies with UK GDPR.

4. Account access – you add me as a user on your mailing platform, ensuring you remain the account owner. Mailchimp’s paid plans, for example, allow you to add a user with specific role permissions while you retain sole ownership of the account.

5. Content creation & approval – we agree on how content will be provided and whether you’ll review drafts before sending. It’s also helpful to consider your brand identity, so we can ensure everything aligns with your style and tone. If you're unsure, looking at previous newsletters or similar communications can be a great reference point.

Is it time to get support?

You don’t need to be perfectly organised to start working with a VA. In fact, I love bringing order to chaos! My role isn’t to dictate how you should do things but to help you find systems that work for you. I take data security seriously - your client details and accounts will be handled with the same care I use for my own.

If you’re ready to explore working with a VA, start by thinking about what tasks you’d love to delegate. The next blog in this series will help you find the right VA for you - the one who makes your life easier, not harder.

Want to chat about working together? Let's schedule a discovery call and we'll see how I can help!

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