Most Common Mistakes When Working With a VDA ( & how to avoid them)

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Hiring a VDA can be one of the best moves you make for your interior design business. When it works well, it frees up your time, streamlines your workflow, and gives you space to focus on creative direction and client relationships.

But when it doesn’t work well, it often comes down to how the working relationship is set up. While our clients love working with our VDAs, we’ve noticed the same few mistakes come up again and again, but the good news is: they’re all avoidable.

We’ll go over the three most common mistakes designers make when working with a VDA — and how to avoid them.

1. Lack of Communication

This is, by far, the most common issue we see.

Many designers hire a VDA because they’re overwhelmed — which we totally get! But in the rush to offload tasks, communication sometimes becomes minimal, reactive, or unclear. Instructions are sent quickly, context is missing, and feedback only shows up when something feels “off.”

A VDA isn’t sitting inside your studio. They don’t hear your client calls, see last-minute changes, or automatically understand your preferences unless you tell them.

Why this becomes a problem:
Without consistent communication, VDAs are forced to guess. Guessing leads to revisions, delays, frustration, and the feeling that outsourcing “creates more work.”

How to avoid it:
Set a simple communication rhythm. This might be a weekly check-in, a shared task board, or short Loom videos explaining expectations. Clear priorities, deadlines, and feedback upfront will save you hours later.

Your VDA as an extension of your team — not a mind reader.

2. “Flipping the Script” on Their Role

Another common mistake happens when a designer hires a VDA for one specific skill — and then slowly starts assigning unrelated tasks.

For example:
You hire a VDA for drafting or 3D renders… and suddenly they’re being asked to handle invoicing, admin, or client emails.

While many VDAs are multi-skilled, they are still hired for a defined role. Changing expectations mid-stream creates confusion and often puts the VDA in a position they didn’t agree to — or aren’t specialized in.

Why this becomes a problem:
Tasks outside the original scope may take longer, feel inefficient, or simply not align with the VDA’s strengths. This can impact quality and strain the working relationship.

How to avoid it:
Be clear about scope from the start. If your needs evolve (which is normal), pause and reassess. Have a conversation about adding tasks, adjusting focus, or even bringing in a second VDA with complementary skills.

A well-matched VDA works best when they’re doing what they do best.

3. Not Being Clear About What You Need Help With

Many designers know they need help — but haven’t actually defined what that help looks like.

They might say, “I just need support,” or “I’m drowning,” without outlining specific tasks, phases, or outcomes. Without a game plan, the VDA is left trying to create structure a that think works for you, which can be counter productive and ineffective.

Why this becomes a problem:
Vague direction leads to misalignment. Tasks get started, stopped, reworked, or deprioritized, and neither side feels fully confident.

How to avoid it:
Before bringing on a VDA, take time to outline:

  • Which tasks you want to delegate?

  • Which phase of the project they’ll support?

  • What success looks like to you? (turnaround time, deliverables, level of autonomy etc.)

Even a simple list or workflow outline can make a massive difference. Clarity upfront leads to smoother collaboration and faster results.

Working with a VDA is about building smart systems and partnerships that support your business, and make running your studio a smooth process. Clear communication, defined roles, and intentional planning are what turn a VDA from “extra help” into a true asset for your studio.

When designers and VDAs are aligned, the results speak for themselves: better workflows, happier clients, and a more sustainable design business.

If you’re thinking about working with a VDA , or want to improve your current setup , start with clarity and communication. Everything else gets easier from there!