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Being a virtual professional I rely on good communication for great partnerships  There are many ways to communicate and it differs with each client relationship.  I have some clients who only communicate via email.  Some will make a phone call in emergency situations or to explain a complicated project.  While others prefer Skype so they can actually see me while having our strategy sessions.  Whatever your method of communication, if you do not set some defines rules and procedures your message will be lost in translation.  By not have a solid communication strategy you will loss the effectiveness of delegating your tasks and in the end may even cost you money.

Here are some simple tips for easy and effective communication with your team.

EMail:

• Use a descriptive subject line that includes deadlines if they apply.  Jones Report Format, Version 1 – Due 09/30
• Respond when getting replies.  Got it, thanks.  The attachment looks great at first glance.
• Forward what is relevant to the project.
• Give a detailed description in the message.  Please see the message below.  This is an upcoming workshop that I will be presenting at on team building.  Note that there are action items which we need to discuss.  Can we talk on Monday?

Phone:

• Schedule a block of time, and “arrive” on time.
• Spend a few “hello” minutes, then get down to business.
• Have an agenda and stick to the points of topics.
• Follow-up with an action list or recap of important points.

Skype:

• Be sure your audio (mic) are in working order before beginning the connection.
• Do not multi-task during the conversation unless it is to reference the topic at hand.
• Be in an environment where you will be uninterrupted.

While these tips seem common sense, they are sometimes forgotten.  Time is money, so when you communicate in a clear and concise manner, your team member will not make mistakes because they did not get the gist of your message.  What other tips do you practice for effective delegation?

All the best,

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My Office Assistant is a full service Virtual Assistant firm.  Our virtual professional services include: office and project management, client appreciation, web and blog development and internet marketing.  Time is the new money, contact us today to see how we can help you save on both.  Visit www.myofficeassist.org to learn more.