Delegating to a virtual assistant can feel overwhelming if you have never done it before. Many agency owners worry about not being ready, losing control, or spending too much time managing instead of saving time. The good news is that you do not have to have everything figured out before you start. Lava Automation has a proven process that makes onboarding smooth and successful, even if you feel unprepared.
1. Start with 1–3 Core Tasks
You do not need to hand over your entire workload at once. During onboarding, we help you identify the 1–3 most valuable tasks that your VA can begin with. These are usually repetitive, process-driven responsibilities that free up your time quickly. Examples include CRM updates, follow-up calls or emails, renewal reminders, or scheduling. By starting small, you create quick wins and build trust while setting the foundation for long-term delegation.
2. The Blueprint That Guides Your VA
Once the first tasks are clear, we build a blueprint tailored to your agency. This document maps out the workflows, expectations, and outcomes so your VA knows exactly what to do from day one. Instead of guessing what to delegate, you and your VA have a shared plan that keeps everyone aligned.
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3. Daily Touchpoints to Build Momentum
The best way to succeed with a VA is to spend time with them consistently. We encourage agencies to carve out a small block of time each day, even just 15–20 minutes, to connect with their VA. This creates a rhythm of feedback, clarification, and coaching that keeps progress moving forward and prevents tasks from stalling.
4. Weekly Meetings and Team Lead Oversight
In addition to daily touchpoints, Lava provides weekly meetings to review performance, answer questions, and adjust priorities. You are never left to manage your VA alone. Our internal Team Leads monitor your VA’s work, provide coaching, and ensure quality standards are met. This extra layer of support takes the pressure off your agency while keeping accountability high.
5. Training That Lifts the Burden
Agencies often worry about how much time training will take. Lava solves this with an extensive training library that covers the most common insurance workflows. Your VA arrives prepared with the knowledge they need, which allows you to focus only on the details specific to your agency. Training is no longer a roadblock to delegation.
You Do Not Need to Be Fully Ready to Start
Getting started with a VA is not about being perfectly prepared. It is about taking the first step with the right support. By identifying a few core tasks, carving out daily time, and leaning on our blueprint, weekly meetings, team lead oversight, and training library, your agency can delegate with confidence.
If you are ready to see how simple it can be, visit lavaautomation.com and let us help you take the first step.
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