Ask Your VA for Feedback That Can Improve Your Business

As businesses settle into the rhythm of a new year, one of the most overlooked growth tools isn’t a new system or strategy — it’s the people already supporting your business. Your virtual assistant sees your workflows, tools, and processes from a unique vantage point, often noticing inefficiencies or opportunities you may miss when you’re deep in day-to-day decision-making. Intentionally asking for your VA’s feedback early in the year can unlock valuable insights, strengthen collaboration, and set the stage for smarter, more efficient operations throughout 2026.

Your VA isn’t just completing tasks — they’re interacting with your systems, communication patterns, and processes every day. When you invite their perspective, you gain clarity that can directly improve how your business operates.

Here’s how to effectively ask for, receive, and use VA feedback in a way that benefits both your business and your working relationship.

1. Create a Culture of Open Communication

Before meaningful feedback can happen, your VA needs to feel safe sharing honest observations. Make it clear that feedback is welcome, valued, and encouraged — not something that will be taken personally or defensively.

When VAs know their input is respected, they’re more likely to speak up about inefficiencies, recurring issues, or ideas for improvement that could save time and reduce frustration.

2. Schedule Dedicated Feedback Check-Ins

Feedback works best when it’s intentional. Rather than squeezing it into general updates, set aside time specifically for open discussion.

Depending on your workflow, these sessions might be weekly, bi-weekly, or monthly. Use them as an opportunity not only to review progress, but to ask questions like:

• What feels clunky or inefficient right now?

• Are there any processes that could be simplified?

• Where do you see repeated roadblocks?

These conversations often surface insights you wouldn’t uncover otherwise.

3. Ask Specific, Thoughtful Questions

General questions like “Do you have any feedback?” can be hard to answer. Instead, guide the conversation with focused prompts.

Examples include:

• “Is there anything in our onboarding process that could be clearer?”

• “Have you noticed patterns that slow projects down?”

• “Are there tools we’re underutilizing or overcomplicating?”

Specific questions encourage actionable feedback that you can actually use.

4. Invite Feedback on Tools and Systems

Because VAs work inside your tools daily, they’re often the first to notice inefficiencies, redundancies, or missed features.

Ask for input on:

• Project management tools

• CRMs and databases

• Communication platforms

• File organization systems

Small adjustments based on this feedback can lead to significant improvements in efficiency and clarity.

5. Learn from Customer and Client Interactions

If your VA interacts with customers or clients, they have valuable insight into patterns, questions, and friction points.

Encourage them to share:

• Common questions or concerns

• Repeated points of confusion

• Feedback they receive directly

This information can help refine your services, communication, and customer experience.

6. Offer an Anonymous Feedback Option When Needed

Some feedback can feel sensitive, especially if it involves leadership decisions or process gaps. Providing an anonymous option — such as a short survey or feedback form — can encourage more candid input.

Even if you don’t use this method often, having it available reinforces that honesty is welcome.

7. Act on the Feedback You Receive

Asking for feedback is only effective if action follows. When you implement suggestions from your VA, acknowledge their contribution and communicate the changes being made.

This builds trust and reinforces that their perspective matters — making them more invested in your business’s success.

8. Make Feedback a Two-Way Conversation

Feedback shouldn’t flow in just one direction. Ask your VA how you can better support their work, improve communication, or clarify expectations.

This two-way dialogue strengthens collaboration, improves job satisfaction, and creates a healthier working relationship.

9. Review and Revisit Feedback Regularly

Feedback shouldn’t disappear after one conversation. Revisit insights periodically to assess whether changes were effective and if additional adjustments are needed.

This ongoing review helps your systems evolve as your business grows.

Final Thoughts

Asking your VA for feedback isn’t a sign of weakness — it’s a mark of strong leadership. When you invite collaboration, listen intentionally, and act on insights, you create a more efficient, aligned, and resilient business.

In 2026, growth doesn’t have to mean adding more tools or doing more work. Sometimes, it starts by listening more closely to the people already helping your business move forward.

Want Help Building Stronger Systems and Communication with Your VA?

If you’re not sure how to structure feedback conversations, improve workflows, or build better collaboration with your VA, I’d love to help.

📅 Book a discovery appointment here:
👉 https://gracefullymanaged.com/discoveryappointment

A short conversation can uncover opportunities to streamline, strengthen, and grow — without adding unnecessary complexity.