Why is my VA team underdelivering, and how do I fix it?
Short answer
Usually it's the system, not the people. Give every recurring task a time budget, put a manager in place before adding headcount, document and streamline the work before enforcing accountability, and skip monitoring software. Then keep one more person than the workload needs and cross-train everyone.
"Without a manager, it's like I don't know who's writing what newsletter."
That one sentence explains most of what went wrong with my VA team. When I diagnosed it, I had zero doubt the problem was structure. This is my diagnosis, not a proven fix yet.
What's the fix list?
- Give every recurring task a stated time budget. An open-ended task eats whatever time is available.
- Assign a manager before adding headcount. More people with no owner is more chaos.
- Don't buy monitoring software as a substitute. I considered having contractors on Zoom all day and rejected it myself.
- Document and streamline the system before enforcing accountability. Enforcement will probably cost you someone, so make sure the system is worth enforcing first.
How many people should I have?
One more than you need. There are so many other things the extra person can do: social media, sales, unique pieces for the newsletter.
Building the newsletter itself isn't rocket science, so cross-train. If I hire someone for social media and lose someone who builds newsletters, the social person can help. At one point a single VA was producing six newsletters, and I thought adding one or two more was feasible.
Should I hire a part-time specialist or a full-time generalist?
If the work is volume-bound, the generalist. When a 20-hour-a-week specialist might leave, I saw an opportunity: for the same money I could get someone working 40 hours who may not be as good at design and social media, but can do twice as much. That was a plan on a call, not a measured result.
How much should a new owner hand off?
Most of it. I told a new operator with an assistant to have her do 80% to 90% of the newsletter, then come in and add his local flavor. Keep the brand consistent across the newsletter, Instagram and any local podcast.
The handoff only works when the system is clear. My QA setup is in how to set up newsletter QA, and how I want people to bring me decisions is in how to delegate so you only say yes or no.
Answered by TJ Larkin. From team and partner calls in 2025 and 2026 and an April 2025 Local Media HQ podcast conversation. Last updated .