The Ultimate Virtual Assistant Onboarding Meeting Template

Get off on the right foot with your virtual assistant clients with a professional onboarding meeting!

An effective onboarding meeting will help you and the client get clear on next steps to integrate you on the team.

Additionally it will instill a deep level of trust and confidence when your clients see how organized and thorough your onboarding meeting is!

This post will walk you through a comprehensive onboarding meeting flow. Get ready to feel in charge and show your clients that they can count on your organization and leadership in your role as a virtual assistant.

What’s an Onboarding Meeting?

An onboarding meeting is a time to discuss how to fully integrate you as your client’s virtual assistant.

A good onboarding meeting will set expectations, provide clarity over next steps, and set you all up for success in your working relationship.

Onboarding meetings are typically held on a videoconferencing tool like Zoom or Google Meet.

They can last anywhere from 60 to 90 minutes.

And should include any key team members involved in training or integrating the virtual assistant into the team.

When To Host an Onboarding Meeting

Send an onboarding scheduling link to your client immediately after they sign their agreement and pay their first invoice.

Set the onboarding meeting as soon after the agreement is made so that everyone can get clarity before work begins.

Send a simple welcome email with a link to your calendar to schedule the onboarding meeting.

How To Structure Your Onboarding Meeting

Clients are hiring virtual assistants to help relieve themselves of the time, stress, and energy involved in executing in the backend of their business.

So your client will find it so refreshing if you come to the meeting prepared and ready to lead!

The following onboarding meeting flow is an example of how to structure your onboarding meeting. It will flow smoothly and your client trusts that they are in good hands!

Introduction

  1. Welcome everyone to the call. Invite everyone to introduce themselves and what they do on the team. (60 seconds per person)
  2. Review the client’s business model. Who do they serve, what products/services do they offer, and what do they charge for each offer? As a virtual assistant, you’re likely to perform administrative tasks like customer service and client management. As well as creative tasks like graphic or content design for products and programs. And technical tasks that involve marketing and delivery. Having a solid understanding of your client’s business model right out of the gate will help you understand how your tasks all work together.
  3. Outline team structure. Who is on their team, and who reports to whom? Clients that have smaller teams or for whom you might be the first person they are hiring may mean you’re just reporting to the client. However, on more established teams, you may report to someone other than the client. You may rely heavily on team members to communicate and complete tasks. Having clarity over who you are working with can help you understand who to reach out to get support and who you’ll be collaborating with.
  4. Go over software/company files. What platforms are they using? Which ones specifically do you need access to? How will access be provided?
    Don’t wait to dive into a task and realize you don’t have access to complete it. Request access to everything when you first start so it doesn’t create any bottlenecks in your workflow later. Systems like LastPass or 1Password are great for sharing logins. Clients can invite you directly to their company files in systems like Google Drive or DropBox.

Processes

  1. Understand processes. Do they already have SOPs for your tasks? Where are they hosted and how will you get access?
    If the client is hiring a virtual assistant for the first time they may not have SOP’s readily available. You may be expected to create the SOP’s as you perform your tasks. This is a great question to ask and cut down on your learning curve if the client already has SOP’s for your role.
  2. Review communication etiquette. This is another crucial question to discuss on onboarding meetings. Understand the primary form of communication the team currently uses and if there are any best practices they follow for using those platforms. For instance, how should you get answers to questions in between meetings? How does the team handle time-sensitive communication or urgent matters versus regular run-of-business items? Are there team meetings regularly scheduled? And is there anything that team members need to do to prepare for the meetings? Understanding the communication on the team will help you seamlessly fit into the flow.
  3. Set 30/60/90 day goals. What tasks will you be focused on in the first 30, 60, 90 days? Sometimes it’s tempting for clients to firehose their virtual assistants when they first start. After all most people hire later than when they actually should. However, taking on too much too quickly regardless of how skilled or experienced you are can be a recipe for disaster. Instead of taking on everything all at once, develop a plan with your client on what your focus will be for the first 30, 60, and 90 days on the team. Discuss who will be training you and agree upon a training schedule. Understand who will review or approve your work. Remember that this structure can change!

Agreements

  1. Review your service level agreement. Even if you have these details outlined in your agreement, it’s important to review how you work with your client on your onboarding meeting. This will set clear expectations so that neither you nor your client is disappointed when boundaries are crossed or assumed expectations aren’t met. Good things to discuss are your working hours, response time, upcoming availability, how you like to receive feedback, and what motivates you.
  2. Budget/billing. Although you likely included some of these details inside your agreement, it’s smart to confirm any agreements around their budget and billing. Confirm how many hours per week you’re expected to work, especially if there’s a limit on the client’s budget. Discuss if there are specifics around how they are to be billed. As well as how you should track your time and to what level of detail if you’re working on an hourly basis.

Wrap Up

  1. Set a schedule for the next meeting and any relevant action items. Finally, set a schedule for the next check-in and confirm any relevant action items. For instance, if you need to be invited to the regularly scheduled team meetings, confirm who will be adding you to the invites. If there are any pressing tasks confirm you’ll check them within a certain period of time and respond with questions. Conclude the meeting by reiterating to your client how excited you are to work with them and get ready to dive in!

After the Call

After the call, ensure you:

  • Create any follow-up tasks for yourself
  • Receive access to any tech tools you need to perform your tasks and test the logins.
  • Receive access to their file storage.
  • Receive access to the client’s SOPs.
  • Receive and accept any meeting invitations.
  • Create Calendar events for any agreed-upon training sessions.

Final Thoughts

An onboarding meeting is a key ingredient to set yourself up for success as a virtual assistant in your new client’s business.

As a result, your clients will be impressed with your professionalism, organization, and leadership!

Remember to take note of how the meeting went and opportunities to improve your flow.

You can continue to optimize your onboarding meeting structure to serve you and your clients in a better way right from the start!

Ready to increase the value you provide to your clients? See if you have the traits of a successful Launch Manager so you can expand your offer suite and raise your revenue!