Step-by-step guide — How to use ChatGPT as a new Virtual Assistant (VA)

Berns A
6 days ago
5 min read

Nice — welcome to the VA life. This guide walks you from zero to comfortable using ChatGPT to speed up client work, create deliverables, and level up your efficiency. Follow the steps in order, and copy the sample prompts and templates into your own vault.

1) Set up the basics

Create your ChatGPT account (or sign in).
Choose a plan that fits your needs (free for basics; paid for faster, priority features and plugins).
Make a folder or document where you’ll store prompt templates, client instructions, and SOPs. (Use Google Drive, Notion, or similar.)

2) Learn the core capabilities to use as a VA

Writing & editing: emails, proposals, social posts, SOPs, reports.
Research & summarization: market scans, competitor summaries, content research.
Content repurposing: turn blog posts into carousels, tweets, or captions.
Data & lists: extract action items, checklists, or tables from text.
Brainstorming & ideation: campaign ideas, content calendars, lead magnets.
Drafting client communication: polite replies, follow-ups, onboarding messages.
Simple code/snippets: HTML email templates, Google Sheets formulas, Zapier actions.

3) Master prompt structure (short checklist)

Use a consistent pattern:

Context — who you are / what client / tone.
Task — what you want ChatGPT to do.
Constraints — word count, format, channels, audience level.
Examples / Input — paste client copy, brand voice, links (if allowed).
Output — exact deliverable format (bullet list, table, email, caption set).

Example skeleton:

You are [role]. Task: [do X]. Constraints: [tone, length, format]. Input: [paste text]. Output: [what to return].

4) Practical step-by-step workflows (common VA tasks)

A — Writing a professional email

Paste client’s name, recipient, purpose, and any relevant facts.
Prompt:

You are a professional VA. Write a concise, polite email to [recipient role/name] that [purpose]. Use tone: [friendly/formal]. Include subject line, 3 short paragraphs, and a call-to-action. Keep it under 150 words.

Edit final draft for client-specific phrases and personal sign-off.

B — Social media content calendar (one week)

Prompt: You are a social media VA for [business type]. Create 7 post ideas for Instagram that align with [campaign goal]. For each: 1) headline, 2) caption (max 125 words), 3) 3 hashtags, 4) suggested image concept.

Use the output to schedule in Buffer or Meta Business Suite.

C — Research + summarise competitor features

Prompt: Research-style task: summarize key features, pricing model, and top messaging for competitors of [product]. Give a 3-bullet competitive advantage for our client [client name]. (If you can't browse, mark items needing verification.)

Note: If ChatGPT can’t browse, add a manual verification step.

D — Create SOPs / checklists

Prompt: Create an SOP for [task] with: purpose, prerequisites, step-by-step instructions (numbered), estimated time, and troubleshooting tips.

Save as a template and adapt per client.

5) Build prompt templates for repeatable tasks

Save templates for:

Email follow-ups (3 variations: friendly, neutral, firm)
Social captions (awareness, engagement, promotion)
Meeting agendas and minutes
Weekly reports (metrics + insights)
Onboarding checklist for new clients

6) Use ChatGPT for time-saving automation

Draft content → paste into scheduling tools.
Draft client invoices (then paste into invoicing software).
Create meeting agendas and copy into calendar invites.
Use ChatGPT to write Zaps or step instructions for automation tools (Zapier/Make).

7) Prompt examples you can copy-paste

Email: Follow-up after proposal

You are a professional VA. Write a polite follow-up email to [Client Name] regarding the proposal sent on [date]. Subject: Follow-up on proposal for [project]. Keep it 3 short paragraphs, friendly but professional, and ask if they want to schedule a 15-minute call. Sign as: [Your Name], Virtual Assistant.

Social Post: Promo

Act as a social media copywriter. Write 5 short Instagram captions (max 100 characters) promoting [product/service]. Include a hook, 1 benefit, and a clear CTA. Add 5 relevant hashtags below each caption.

SOP: Scheduling a social post

Create an SOP titled "Schedule Instagram Post" with steps: prepare assets, caption, hashtags, upload to scheduler, set time zone, QA checklist, publish and monitor.

8) Editing & quality control

Ask ChatGPT to produce two revisions: “shorten”, “make more professional”, or “add brand voice”.
Always proofread for client-specific facts and pricing.
Use the model to create a short QA checklist for each deliverable (e.g., links working, correct timezone, grammar).

9) Handling client data & privacy

Never paste full client PII (SSNs, passwords, banking details). If needed for formatting, mask sensitive parts.
Confirm client permission before uploading or pasting confidential text into any online tool.
If a client requires no cloud usage, don’t use third-party AI tools without explicit permission.

10) Avoiding hallucinations / verifying facts

Treat outputs as drafts. For facts (dates, legal claims, product specs), verify with primary sources.
Ask ChatGPT to give sources where possible, or mark statements that need fact-checking.

11) Pricing your ChatGPT-enabled services

Save time using ChatGPT — but price your value, not tools.
Consider hourly rates for admin + fixed packages for repeated deliverables (e.g., social bundle).
Track time saved with and without ChatGPT for justification.

12) Presenting ChatGPT-powered work to clients

Be transparent if asked: “I use AI tools to draft faster and reduce costs; I review and customize everything.”
Offer two rounds of revisions as standard.
Show clear deliverables and track changes so clients see your edits and judgement.

13) Troubleshooting common issues

Output too generic? Add more brand-specific context and examples.
Tone mismatch? Specify 2–3 adjectives: “friendly, confident, concise.”
Too long? Ask “shorten to X words” or “give 3 bullet alternatives.”
Wrong facts? Ask ChatGPT to flag uncertainties or run a “what needs verification” step.

14) Daily workflow example for a new VA (time-blocked)

08:30–09:00 — Check inbox, prioritize client messages, use ChatGPT to draft replies.
09:00–11:00 — Content creation (use ChatGPT for outlines + drafts).
11:00–12:00 — Scheduling and posting; QA.
13:00–15:00 — Research tasks / SOP creation.
15:00–16:00 — Admin, time tracking, invoices.
16:00–17:00 — Client updates and buffer for revisions.

15) Ethics & professional best practices

Always claim human oversight. Don’t present unvetted AI output as final.
Respect intellectual property — don’t copy protected content without permission.
Use AI to amplify your skill — not replace client relationships.

16) Quick FAQ

Q: “Can ChatGPT replace me?” — No. It speeds up drafts and research; your judgement, client relationships, and customization are what clients pay for.

Q: “Can I use it for billing or legal documents?” — You can draft, but get a human (or lawyer/accountant) to verify legal/financial documents.

Q: “Which tasks should I never automate fully?” — High-trust client comms (contracts, termination notices), confidential finance actions, and anything requiring regulated advice.

17) Short cheat-sheet / one-page prompts (copy into a sticky note)

Email: Write a polite email to [name] about [topic], tone: [friendly/formal], length <120 words, CTA: [book call/confirm]. Include subject line.

Instagram week: Create 7 IG posts for [niche], goal: [engagement/sales], each: headline + caption (<=100 words) + 3 hashtags + image idea.

SOP: SOP for [task]: purpose, prerequisites, steps (numbered), checklist, time estimate.

Revise: Shorten by 40% and make it more [tone]. Highlight anything that needs fact-checking.

18) Helpful final tips

Keep a personal prompt library — your best time-savers live there.
Version control: label outputs per client + date (clientX_post_2025-10-18_v1).
Learn a little about prompt engineering: subtle wording changes dramatically change outputs.
Treat AI as an assistant — you are the final expert.