Whether you’re a new business owner outsourcing for the first time or a fresh-faced virtual assistant trying to make your mark, let’s be real, virtual assistant mistakes will happen. It’s not a matter of if, it’s when. Maybe an email went out with a broken link. Maybe your Pinterest scheduler went completely ignored. Maybe something bigger slipped through the cracks, and now you’re wondering if the whole partnership is a mistake. Take a breath. Most of the time, these errors are part of the natural growing pains between a VA and their client, not a sign that it’s all doomed. In this post, we’re digging into why VA mistakes happen, how to handle them from both the VA and client side, and how to come out the other side stronger, smarter, and way more aligned.
Why VA Mistakes Happen in the First Place.
Before pointing fingers or spiraling into imposter syndrome, let’s look at some real, common reasons VA mistakes happen, especially early (6 months or less) in the partnership.
Miscommunication (or No Communication)
This is the biggest reason why virtual assistant work goes sideways. Maybe the instructions weren’t clear. Maybe the VA didn’t feel confident enough to ask follow-up questions. Maybe the expectations were implied but never spelled out.
Communication gaps are one of the top causes of VA mistakes, and they’re usually fixable with a little structure and conversation.
Tip: Always ask for clarification when assigning or receiving a task. A quick Loom video or checklist can save hours of confusion.
Lack of Onboarding or Systems
You hired a VA, but did you actually prepare them for success? Many clients forget to fully onboard their VAs, while many new VAs jump into projects without getting the full picture.
This is another major cause of VA mistakes, the absence of documented systems, SOPs, login details, or branding materials. Without a roadmap, even the most capable VA is going to veer off track.
Overpromising or Underestimating
Many new VAs are so eager to impress that they say yes to everything, even if they’re not sure how long it’ll take or if they’ve done it before. The problem? This often leads to late nights, burnout, and (you guessed it) VA mistakes.
Reminder: It’s better to ask for more time and do it right than say yes and struggle in silence.
Time Management Isn’t Fully Developed Yet
For newer VAs especially, balancing multiple clients, tracking hours, and switching between platforms is a whole new world. A single overlooked task doesn’t mean a VA is careless, it might just mean they’re still building that freelance rhythm.
People Are Human. Mistakes Happen.
This one’s simple: Life happens. Typos slip in, tools glitch, a VA misses a Slack message, or you forget to attach a file. Human error will never disappear; what matters is how you handle it when it shows up.
What VA Mistakes Don’t Mean
- Let’s clear something up: not every mistake is a red flag. In fact, most aren’t.
- One or two VA mistakes doesn’t automatically mean:
- The VA is unqualified
- The client is too demanding
- Outsourcing doesn’t work for your business
It might just mean the process needs refinement, the expectations need tweaking, or the working relationship is still settling in.
What to Do When a VA Makes a Mistake (For Both Sides)
Alright, so the mistake happened. What next?
If You’re the VA:
- Own It, Quickly and Kindly
- Don’t ghost or get defensive. A quick, “Hey, I noticed I missed something, thank you for catching it, I’ll fix it right away,” builds trust.
- Offer a Fix
- Don’t just say sorry, solve the issue even better if you explain what you’ll do differently moving forward to prevent the same VA mistake again.
- Learn and Adjust
- Use this as data. Maybe you need to build a checklist, block off more buffer time, or set reminders. Great VAs aren’t mistake-free, they’re mistake-resilient.
If You’re the Client:
- Lead with Curiosity
- Instead of going in with blame, try: “Hey, I noticed this didn’t get done—can we walk through what happened?” Sometimes the issue is a quick fix or a miscommunication.
- Offer Constructive Feedback
- You’re allowed to have high standards—but delivering feedback with kindness is what separates a strong leader from a difficult client.
- Look at Your Systems
- Ask yourself: Did I set them up for success? Were the expectations and deadlines crystal clear? Was the task actually in their wheelhouse?
Experienced VAs Make Mistakes, Too
It’s easy to assume that VA mistakes only happen with newbies, but that’s simply not true. Even the most seasoned, system-savvy, booked-out virtual assistants make mistakes sometimes. Why? Because no one is immune to being human.
Here’s the truth:
- Experienced VAs juggle more clients and more complex systems.
- They’re trusted with higher-level tasks (which means higher stakes).
- They’re often balancing backend work, communication, and strategy all at once.
Even with years of experience, you might still:
- Send the wrong version of a file
- Forget to check off a recurring task
- Misinterpret a vague Slack message
- Schedule something to the wrong time zone
What makes an experienced VA stand out isn’t that they never mess up. It’s that they respond with ownership, speed, and solutions. They’ve built the emotional maturity, systems, and habits to handle mistakes professionally and bounce back fast.
Reminder to business owners: If your long-time VA makes a mistake, don’t panic. If it’s handled with care and communication, it’s probably a good sign of a healthy working relationship.
Reminder to VAs: You don’t “age out” of being human. Don’t let perfectionism keep you from showing up honestly and fixing what needs to be fixed.
When It’s Just a Mistake… and When It’s a Red Flag
Normal Mistakes (fixable):
- A typo or broken link
- Misunderstanding task scope
- Scheduling the wrong time zone
- Forgetting a social media post once
- Red Flags (patterns):
- Repeated VA mistakes after being corrected
- Missed deadlines with no communication
- Getting defensive or blamey instead of proactive
- Disrespectful tone or ghosting
Red flags usually show up in how a person handles a mistake, not just the mistake itself.
How to Use VA Mistakes as Growth Opportunities
Whether you’re a new VA or a seasoned business owner, every mistake is an opportunity to tighten things up.
For VAs:
- Create SOPs for recurring tasks
- Ask for feedback after project wrap-ups
- Keep a “lessons learned” list in Notion or Google Docs
- Set clearer boundaries with your workload
For Business Owners:
- Set up an onboarding document or portal
- Use a project management system like ClickUp or Asana
- Create video walkthroughs for your systems
- Build in weekly check-ins (even just 15 mins)
The goal isn’t to eliminate all mistakes. It’s to handle them better.
How to Prevent VA Mistakes (As Much As Possible)
- Use a Shared Task Management Tool
- Airtable, Asana, Trello, ClickUp, whatever works. Assign due dates and add detailed notes.
- Set Expectations Early
- Explain your work style, deadlines, and communication preferences from the start.
- Record Looms
- Walking through a task once on video can save hours of back-and-forth.
- Encourage Questions
- Make it clear that your VA is allowed (and encouraged!) to ask questions before starting something new.
- Check In Regularly
- Even a quick weekly sync helps both sides stay on track and prevents small misunderstandings from becoming major VA mistakes.
Final Thoughts:
Mistakes Don’t End Working Relationships, they Test Them
Every VA-client relationship has that first “oops” moment. The missed deadline. The misfired email. The Slack message that never got answered.
But those moments don’t have to be the end. More often than not, they’re the beginning of a more solid, communicative, and human working relationship.
If you handle VA mistakes with transparency, curiosity, and compassion, you’ll build a stronger foundation than you ever could with perfectionism and silence.
So, your virtual assistant screwed up…
Now you know what to do.
Let’s Chat
What’s a VA mistake you’ve learned from? Drop it in the comments or DM me. We learn better when we learn together.
Need a virtual assistant who’s committed to learning, communicating, and growing with you? Let’s talk. Book a discovery call here.
If you’re a VA still finding your groove, know that one mistake doesn’t define you. If you are ready to get help so you can learn and grow as fast as possible, lets chat.
