Virtual assistants can handle a wide range of responsibilities. One of which includes project management. It revolves around organizing and managing resources effectively in order to meet an organization’s goals in a timely manner. Under such circumstances, virtual assistants take care of both human and material resources.

Project management often involves handling a team. Virtual assistants take on a leadership role and guide and direct their team members in the most efficient and productive way possible.

But how can virtual assistants do this exactly?

To give you a better idea, here is a brief overview of effective project management. In addition, we offer some helpful tips and techniques to implement the best project management strategies. 


5 Important Variables In Project Management

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In order to better understand the objective of project management, let’s look at the 5 critical variables that it aims to control.



The total cost of a project is calculated in relation to its estimated completion. It takes into account the cost of hiring team members as well as other resources needed to complete the project. 


It is the total amount of time needed to complete a specific project. This can be further broken down based on certain tasks and business objectives that make up the main goal. Time is also measured for tasks given in successive stages and how it affects the overall project schedule and timeline. 


A project’s scope refers to the specific requirements and output at completion. It defines what the project is supposed to achieve and accomplish as its end results.


This project management variable takes into account factors that can affect the quality of output. It considers elements such as time allotted and resources used and how they influence the quality as well as the total cost of the project.


The risk variable looks into possible points of failure throughout the duration of a project. It is also gauged in relation to time and resources. Generally, the more time and resources, the more likely for risks, mistakes, and failures to be resolved.


Effective project management aims to gain control over these five variables essential in entrepreneurship. Therefore, virtual assistants need to know how to minimize costs, time, and risk. Aside from that, they should also be able to meet the goals of the project and ensure the quality of their outputs. 


Tips To Improve In Project Management

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Now that you have a better understanding of what project management is and its purpose, let’s jump into the tips and tricks that can help you become better at managing teams and important tasks. 


Understand the project deeply

It is essential for any project manager to have a deep understanding of their tasks to lead their team effectively. Therefore, VA team leaders should know their project from the inside out. This includes identifying the clients and understanding their goals and objectives. Project managers should also be able to highlight stakeholders’ interests and emphasize their expectations.

From there, project managers should be able to build a plan that identifies the tools and other resources needed to meet these goals. Doing this will keep projects organized and help create a clear and concise understanding of what the team needs to do. Aside from that, planning can help in guiding the project in the right direction.


Know your team’s skills and capabilities

Working with teams is a critical element in project management. For virtual assistants to lead their employees accordingly, they should be able to identify each member’s strengths and weaknesses. 

A good understanding of what your team members are capable of is crucial in delegating tasks effectively. You’d be able to identify the persons for certain jobs and provide the necessary help and guidance to those who need it. 


Learn how to delegate tasks effectively

Part of working as a project leader is learning how to delegate tasks properly. Effective delegation is not as simple as giving out tasks and instructions. Instead, it involves careful consideration of who and how a certain responsibility should be delegated.

To delegate work effectively, leaders should identify what type of task should be delegated and determine who the best candidate is. From there, project leaders should avoid micromanaging and give their team members the autonomy to work independently. With effective delegation, project managers can expect a significant increase in efficiency and productivity


Provide clear and tangible goals

When starting a project, managers should be able to provide their team members with set goals and objectives. They should be able to discuss what the expectations for the projects are and identify specific milestones that the team should achieve at certain periods.

Setting task goals and smaller objectives helps boost productivity. When employees can see their effort contribute to achieving a certain objective, they are more likely to push through and maintain a consistent performance. 


Communicate regularly and effectively

Communication is essential for teams to work effectively, especially when you’re dealing with employees who are working from home or remotely. 

Under this circumstance, project leaders should promote a healthy work environment where communication is open to everyone. Team members should not be scared to approach you, nor should you keep them in the dark. Build healthy relationships in and outside of work to make communication more conversational, even during work hours. 

More than that, project managers should know how to communicate effectively. Provide clear and concise instructions and strive to ensure that everyone on the team well understands everything.


Motivate your employees

Employee motivation is essential to maintaining a productive and efficient work environment. For team members to maintain good performance, project leaders should find ways to motivate them.

Using both intrinsic and extrinsic motivators can help cater to employees’ motivational needs, whether it’s a cash bonus, a certificate of recognition, or opportunities for career growth. Team leaders should communicate with their team what they want and align their efforts accordingly.  


Anticipate risks and employee pain points

Another way to improve in project management is to always be ready for whatever may come. In the planning stage, identify the project risk factors and assess their likelihood. From there, make a contingency plan that will help your team maintain your efficiency and productivity despite drawbacks or mistakes. 



Virtual assistant jobs are not limited to simple data entry, administrative tasks, and the like. Other than answering phone calls or creating graphic design, VAs can also be tasked with leadership responsibilities such as project management.

Landing a project management role is common for virtual assistants with great leadership and organizational skills. They can effectively oversee other people and handle a variety of responsibilities.

However, it is still important for virtual assistants to find ways to improve their managerial and leadership skills. This includes learning how to delegate tasks effectively, motivating team members, and creating foolproof plans for future projects. 


Want to know more about hiring virtual assistants for ecommerce? Sidekicks is an on-demand virtual company, and we’re eager to help visionaries and entrepreneurs like you. Get a free ebook and learn more about how we can help you by signing up for our newsletter. We also offer a free 30-minute consultation if you prefer something more personal.