How often should I talk to my Support Assistant?
Virtual Success Show
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Episode breakdown
In this episode, Barbara and Matt cover a question that they are both asked all too often…”how often should I talk to my support assistant?” and if you yourself are asking this very question, then the answer is ‘start communicating more’. This episode is full of insights into not only how often you should communicate with your support assistant, but also the ways in which you can communicate effectively. Let us know what your key takeout has been from this episode and join the continuing conversation over in the Virtual Success Facebook Group.
- Common barriers to communication, including geographical location and time zones
- The importance of establishing communication protocols and meeting rhythms
- Constantly evaluating your communication style and frequency to ensure it is working for you and your support assistant/team
- There is no such thing as ‘over communicating’
If you yourself are asking this very question, then the answer is ‘start communicating more'.
In this episode
00:00 – Introduction
Derek introduces Barbara Turley, founder and CEO of The Virtual Hub, and highlights her unique approach to assistant recruitment and training. Barbara shares how she “accidentally” started the business while doing business coaching, realized the challenges with recruiting, and developed a structured, training-driven model.
01:24 – How often should I talk to my support assistant?
Barbara and Matt open the show with friendly banter and mention that today’s topic stems from frequent listener questions: “How often should I talk to my support assistant?” They highlight that while it seems simple, this topic often causes confusion and deserves a deeper discussion.
01:52 – Barriers to communication
Communication with virtual teams often feels more distant than in-office teams, leading to over-reliance on written messages. This creates barriers and misunderstandings. Matt emphasizes the importance of treating virtual team communication with the same attentiveness as face-to-face office interactions.
04:03 – Establishing communication protocols
Clear communication protocols reduce confusion. Knowing when to use written, verbal, or video communication helps avoid misinterpretation—especially since many virtual team members have English as a second language. Emotional tone and context can be lost in written messages, making structure critical.
05:43 – Setting a meeting rhythm
Matt explains that consistent meeting rhythms—like daily huddles or weekly check-ins—act as a business pulse. These quick, structured meetings foster clarity, accountability, and collaboration. Barbara shares how adapting this method significantly improved internal communication and efficiency in her own business.
09:22 – Matt’s ‘Bat Signal’
For urgent issues, Matt and his assistant use a “Bat Signal” system—texting to request immediate attention. This balances responsiveness with respecting boundaries. The key is defining when interruptions are appropriate, especially in roles where the leader may be unavailable for hours.
12:35 – Re-evaluate your communication style and frequency on an ongoing basis
Barbara emphasizes flexibility. Start with daily check-ins, then adjust as the relationship evolves. If mistakes or confusion return, reintroduce more frequent meetings. Consistency and presence—like non-negotiable huddles—build trust and ensure alignment, especially in growing or changing teams.
15:23 – There is no such thing as ‘over communicating’
Under-communication causes most virtual team issues. Matt advises over-communicating, especially verbally, to avoid misunderstandings. Barbara adds a tip: always log discussions in project management tools like Asana to ensure clarity, accountability, and visibility for team members not present in meetings.
17:28 – Wrapping things up
Barbara and Matt conclude by stressing the value of increased, structured communication with support assistants. If you’re asking how often to talk, the answer is probably more than you are now. Build a rhythm that fits your team—and adjust it as you grow.
