Welcome to another episode of the podcast that teaches you how to be a ridiculously good virtual assistant.
Today we are talking about how to handle micromanaging clients with confidence.
Today’s Quote: The art of communication is the language of leadership. – James Humes
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Connect with Tracey D’Aviero, VA Coach and Trainer
Episode Notes:
If you have ever had a client who constantly checks in, questions every step you take, or struggles to trust you to do your job, you are not alone. This is a common challenge, and the good news is that there are strategies to manage these situations professionally and effectively.
By the end of this episode, you will understand how to recognize micromanagement and trust issues in your clients, why some clients behave this way, how to set clear boundaries and expectations, and how to have a professional conversation to shift the dynamic.
Here we go.
Recognizing Micromanagement and Trust Issues
Let’s start by identifying what micromanagement looks like.
Some common signs include clients who frequently check in, sometimes multiple times a day, clients who try to work alongside you during the workday, requests for updates on tasks that aren’t urgent, hesitation to delegate work fully, critiquing how you do things instead of focusing on the results, asking for unnecessary details or proof of work
This can be frustrating, especially when you know you are handling things well. But before getting upset, it helps to understand why some clients act this way.
Some reasons this happens are: fear of losing control over their business, past experiences with unreliable freelancers, lack of understanding about how virtual assistant work operates, or their own personal work habits and insecurities
I had a client once who insisting on working together at the same time of day. I had mistakenly told her that because she was in another timezone that our work days would still cross over in my afternoon/her morning. We have to be careful sometimes how we tell clients things. They hear what they want to hear.
So every day at 1 pm my time, my client would email me ‘hi, what are we working on today” and then at 4 pm my time she would say ‘I wanted to get this to you before the end of your workday. Stuff like that.
Yeah that’s not how it works! She didn’t manage all of my tasks, but she certainly tried to micromanage my workday – every afternoon. I had to explain to her that wasn’t how we were supposed to work together – that I was just telling her that our days would still overlap despite being in different timezones. The damage was done, because then she thought I was taking away something that I had already given her.
She really did need a lot of handholding, and in order to sign her as a client I probably said things I shouldn’t have – and then had to backtrack. Communication was essential with her and I didn’t do the right thing.
The key takeaway here is that micromanagement is often more about the client’s mindset than it is about you. Knowing this will help you approach the situation with patience and professionalism.
How Micromanagement Affects Your Confidence and Work
When a client constantly questions you, it can make you second-guess yourself. Even if you know you are good at what you do, their lack of trust can start to make you feel like you have to prove yourself all the time. This can lead to increased stress and frustration, slower progress because of constant interruptions, or loss of motivation or even resentment
Left unchecked, these situations can damage your confidence, making you feel like you are always on edge. And let’s be honest, none of us started our businesses to feel micromanaged or undervalued.
If you have ever had a client who made you doubt yourself, remember that their behavior is about them, not you.
Setting Boundaries and Managing Expectations
The best way to deal with a micromanaging client is to prevent the issue from getting worse.
Here are a few ways to set boundaries and create a smoother working relationship:
Clarify Expectations Upfront
If you are starting with a new client, make sure you discuss expectations early. Even if you are already working with someone, it’s never too late to have this conversation. Be sure to set clear deadlines and deliverables, define communication preferences and response times, and be proactive in updating them so they don’t feel the need to check in constantly.
Use Project Management Tools
Clients often micromanage because they feel out of the loop. Using tools like ClickUp, Trello, or Asana allows them to see progress without needing to ask for constant updates.
Create a Standard Check-in Schedule
Instead of allowing them to reach out at random, suggest a set time for updates. For example: weekly email updates summarizing progress, a scheduled production call once a week to review ongoing projects, ensure that you are acknowledging their work requests ‘I got this, I can get it back to you Thursday’
This helps them feel reassured while giving you the space to work effectively.
I used to have production calls with every one of my clients, no matter how ‘big’ they were. 15 to 20 minutes a week helped us go over the things we were working on, and it also helped us to build a relationship with each other.
Communication is the key to any good relationship and a production call can really go far. Be sure to make them standardized and brief. Even my 5 and 7 figure business coaches only needed a 20 minute weekly call – use it as a high level overview and then use your project management systems to do updates on specific tasks through the rest of the week.
If you are spending hours in meetings with your clients right now, let me show you a better way – this is the one thing that I hear from VAs that takes up so much of their time and their client’s budgets too – you have to get paid to do their work, not to meet with them. I can show you a better way LOL – but I digress!
Having the Tough Conversation
At some point, you may need to have a direct conversation with your client about their micromanagement.
Here’s how to approach it professionally and confidently:
Step 1: Acknowledge Their Concern
Start by showing that you understand their perspective. For example:
“I know that your business is incredibly important to you, and I appreciate your attention to detail.”
Step 2: Express Your Perspective
Help them understand how their approach affects your ability to work efficiently.
“I’ve found that when I have the space to complete tasks efficiently, I can produce my best work. Checking in too often can actually slow things down.”
Step 3: Propose a Solution
Offer a plan that reassures them without compromising your workflow.
“How about we set a weekly check-in, and I’ll send an update every Friday so you’re always in the loop?”
Step 4: Get Agreement and Follow Through
Ensure they are comfortable with the new approach and then stick to it.
These conversations can feel intimidating, but they are necessary for a healthy working relationship. The key is to be professional and confident, not defensive.
I’ve had lots of these tough conversations, and they always end up making things better – well, almost always.
But I always get my POV shared – and you should too.
When I approached that client I told you about earlier about her behaviour (and she did much worse than just trying to work alongside me during my workday!), she wasn’t aware that she was doing anything wrong.
I had to teach her how to work with a VA. I told her that if she worked with anyone other than me she would have to do it the same way.
Guess what? She didn’t like it – and I told her she should hire a part time assistant in her city. It made better sense for her – and it took the pressure off of to teach her, when I didn’t have to do that with any of my other clients.
If that’s not a lead in to working only with your ideal clients I don’t know what is!
What to Do If It Doesn’t Improve
Some clients will adjust after a conversation. Others may struggle to change their habits.
If you find that things aren’t improving, give it time. Some clients need a little while to build trust.
Be sure to reiterate the boundaries. If they slip back into micromanaging, remind them of the agreed-upon structure.
Decide if the client is a good fit. If they continue to micromanage despite your best efforts, you may need to consider whether they are the right client for you.
Sometimes we need to let them go – but the good news is that we don’t always need to do that. If you follow some of the advice in this episode, you can change the way you work with your clients and you can continue to have a great relationship with them.
It’s okay to walk away from a client who does not respect your boundaries. The right clients will trust your expertise and work with you in a way that benefits both of you.
Let’s circle back to today’s quote: The art of communication is the language of leadership.
You need to act as a leader when you run a business. You need to communicate the important stuff to lead well.
Micromanaging clients can be frustrating, but by setting clear boundaries and communicating effectively, you can turn these situations around. You are a business owner, not an employee, and you deserve to work with clients who trust and respect you.
Do You Need Help?
If you want more support reach out to me on social media for a chat. I’m on every platform, so just find me where you are and let’s talk about it.
I’ve helped hundreds (and hundreds) of VAs get unstuck from the things that are holding them back from creating the VA business of their dreams – and I can help you too.
Thanks for tuning in, I’m Tracey D’Aviero, Confidence Coach for VAs and I’ll see you next time!
If you found this episode helpful, don’t forget to subscribe and leave a review. And if you’re looking for more strategies to build your VA business with confidence, check out my coaching programs and resources at YourVAMentor.com.