Filipino VA | Day 1 Onboarding Tips for a Smooth Start

Found “The One”? That amazing, rockstar VA you’ve been waiting for?

Welcome your new virtual assistant with an email! This email is the most important one you’ll send to your new VA.

Here are a few essentials you need to include in that email.

Lay down your policies and expectations

Welcome them to your business

This is a new chapter for both of you—an exciting opportunity for your Filipino worker, and for you as well, especially if this is your first time outsourcing.

From the get-go, you want your new worker to feel comfortable. They will probably be a little nervous or unsure, so help them feel at ease. Let them know you’re here to help them get off on the right foot.

It’s important that your worker knows you’re just as excited to work with them as they are to work for you. Set the right tone. Create an atmosphere where your new worker can feel your enthusiasm for this new relationship. This will give them confidence—and maybe even earn their trust.

This new experience is going to be challenging enough. Don’t complicate things by jamming too much information into this welcome email. Include what’s necessary, but don’t overwhelm them with details. Confusion will only hurt confidence.

One thoughtful way to reduce confusion is to create a video and include it in the welcome email. It doesn’t have to be long. Simply record yourself so your new OFS can hear your voice (and see your face, if you choose to include video). Welcome them and introduce yourself. This alone can provide a lot of comfort.

Lay down your policies and expectations

From day one, let them know precisely what you expect. Share your rules, regulations, and procedures. Make sure they’re clear and easy to understand.

First, let them know that you expect them to work for you and no one else.

Your worker needs to be honest upfront if this is a problem. Let them know you want this to be a long-term relationship. Help them understand that if money is a concern, they can talk to you about it. If paying them a little more keeps them from needing a second job, consider that.

Assure your worker that they can come to you with any problems. When they know you’re willing to help, they’re much less likely to feel embarrassed or worry about disappointing you.

This is a common issue among Filipino workers. Some disappear when they encounter problems because they’re afraid of letting you down. Filipinos love to please—so when they feel they’ve made a mistake, they worry about your disappointment. Rather than confront the issue, they may simply stop communicating. Your worker must understand that this is unacceptable and should bring any problems to your attention.

Next, make sure your worker understands how much they’ll be paid. Paying weekly for the first couple of months is a good way to build trust. Once that trust is established, you can switch to paying once or twice a month. If you’re open to this, mention it in the email. Remind them to send invoices so you don’t forget.

Finally, cover policies like:

time off,
how many hours per week they’ll work, and
that you expect a daily email.

This daily email is a vital part of their job. Every workday, your OFS should send you an email answering these three questions:

How can I help you?
What did you do today?
What problems did you run into?

First task

With your welcome email, you should also include their first task. This first task sets the tone for your business relationship. You have two options: give them a simple task or assign something more challenging. I’ve gone back and forth on which is better, and it really depends on what you think your VA can handle.

I’ve had some workers who were short on confidence. For them, starting with a simple task is best. It prevents frustration and protects their already fragile confidence.

On the other hand, if your new worker seems especially capable and resilient, you might assign a more difficult task. Let them know you understand it’s a tough assignment and that you’re available to help. Make it clear they can ask questions and that you’ll help them figure it out.

Completing an assignment—easy or hard—boosts confidence.

Whatever task you choose, make sure it involves the type of work you hired them for. That way, they can show off the skills and talents they’ll be using. And don’t forget to provide clear instructions. Let them know you’ll offer feedback and support to help them succeed.

Conclusion

This welcome email is your first official communication with your OFS as a full-time hire. Getting things off to a smooth start is important. Don’t miss this opportunity to make a good first impression—and to help your Filipino worker feel confident and ready to thrive in their new role with you.

About John Jonas

John Jonas is a long-time outsourcing expert and the creator of OnlineJobs.ph.

Since 2005, John has taught hundreds of thousands of entrepreneurs how to profitably delegate to VAs in the Philippines (and get their lives back in the process).

With help from his own VAs based in the Philippines, John has created an outsourcing empire that allows him to work 17 hours/week and to spend most of his time with his wife and 5 kids.

Find John at JohnJonas.com and Facebook.

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