Essential steps for a smooth onboarding

Starting a new client relationship can feel overwhelming, especially when juggling multiple tasks and expectations. A clear, organised onboarding process helps virtual assistants build strong connections and avoid confusion from day one. This guide breaks down key steps to make client onboarding simple and stress-free.

Why onboarding makes or breaks client relationships

Onboarding sets the tone for your entire working relationship. When done well, it shows professionalism and care, making clients feel confident in your abilities. Poor onboarding can lead to misunderstandings, missed deadlines, and frustration on both sides.

Clients expect clarity about what you need from them and what they can expect from you. Taking time to establish this early prevents problems later. For example, a VA who clearly outlines project timelines and communication methods reduces back-and-forth emails and builds trust quickly.

What to collect before work begins and why it matters

Gathering the right information upfront saves time and avoids delays. Essential items to collect include:

• Contact details and preferred communication channels

• Project scope and specific tasks

• Access to necessary tools or accounts

• Deadlines and milestones

• Payment terms and invoicing information

  
  

Knowing these details helps you plan your work efficiently and meet client expectations. For instance, if a client needs weekly reports, you can schedule time to prepare them without last-minute rushes.

How to use DocuSign or Google Forms for a smooth process

Using digital tools like DocuSign or Google Forms simplifies collecting client information and agreements. DocuSign allows clients to sign contracts electronically, speeding up the legal side of onboarding. Google Forms can gather project details and preferences in one place, reducing email clutter.

For example, create a Google Form with questions about the client’s goals, preferred communication style, and project deadlines. Share the link during your initial conversation. This method keeps everything organised and easy to reference.

Building trust early with communication templates

Clear communication builds trust from the start. Prepare templates for common messages like welcome emails, project updates, and deadline reminders. This consistency shows professionalism and keeps clients informed without extra effort.

For example, a welcome email can thank the client for choosing your services, outline next steps, and provide your contact info. Regular updates reassure clients that their project is on track and you value transparency.

This week’s new VA resource, the onboarding checklist, has everything you need to bring new clients onboard with confidence and clarity.

It’s editable, simple, and ready to use inside The VA Stepping Stone group.