5 Powerful Fixes When Your VA Not Performing Well (Before You Fire Them)

VA not performing well? You’re not alone. Many entrepreneurs and coaches face this frustration after hiring their first virtual assistant. The good news: in most cases, the issue isn’t your VA — it’s the systems, expectations, and communication around them. Instead of firing too soon, use these proven fixes to realign and get results.

1. Clarify Expectations from Day One

Pain: A VA not performing well often comes down to unclear or shifting expectations. If tasks aren’t spelled out, they can’t deliver what you want.

Solution: Write out a simple role description and list of weekly tasks. Use tools like Asana or Trello to assign priorities. Define what “done” looks like for each task. This eliminates guesswork and increases accountability.

2. Use Clear KPIs Instead of Vague Goals

Pain: Many VAs fail not because they’re incapable, but because they’re aiming at moving targets. “Help me with marketing” is too broad.

Solution: Replace fuzzy tasks with KPIs (Key Performance Indicators). For example:

• “Schedule 12 Instagram posts per month.”
• “Respond to client emails within 24 hours.”
• “Update CRM weekly with new leads.”

Tracking KPIs makes it easy to see if your VA not performing well is a skills issue or a clarity issue.

3. Improve Communication Systems

Pain: If your VA disappears for days or floods you with random updates, frustration builds.

Solution: Set communication rules. For example:

• Weekly check-in call (15 minutes).
• Daily update in Slack or email.
• Use Loom for quick task walkthroughs instead of long emails.

When communication is structured, you’ll quickly see whether a VA not performing well is due to lack of ability or lack of guidance.

4. Provide the Right Tools and SOPs

Pain: Even the best VA will stumble without the right systems.

Solution: Create SOPs (Standard Operating Procedures) for repeatable tasks. Record short Loom videos showing “how you want it done.” Give access to tools like Zapier for automation, LastPass for secure passwords, and Google Workspace for collaboration.

Well-documented processes make it nearly impossible for a VA not performing well to stay stuck.

5. Decide: Coach or Replace?

Pain: Sometimes despite your best efforts, a VA not performing well just isn’t a fit.

Solution: Ask yourself:

• Is this a skills gap or an attitude problem?
• Have I given enough feedback and training?
• Is the ROI of coaching higher than rehiring?

If it’s a skills gap, invest in coaching or training. If it’s an attitude issue, it’s time to replace them and protect your business.

Frequently Asked Questions (FAQs)

Q: How long should I give a VA before expecting results?

A: Usually 4–6 weeks with clear KPIs. If no progress, review expectations or replace.

Q: Can I recover if my VA already messed up important tasks?

A: Yes. Review mistakes together, create SOPs to prevent repeats, and decide whether to continue.

Q: Should I hire an agency instead of a solo VA?

A: Agencies offer backup and structure, but cost more. Solo VAs give flexibility and personal attention.

Conclusion

A VA not performing well doesn’t always mean you hired the wrong person. More often, it means expectations, KPIs, and systems weren’t aligned. By clarifying tasks, improving communication, and using SOPs, you can turn things around — and only replace when absolutely necessary.

Read next:

• 7 Crucial Vetting Virtual Assistant Questions to Avoid Bad Hires in 2025
• Scaling VA Business: 7 Essential Mistakes to Avoid in 2025 (Proven Strategies)