Monday vs Notion: The Truth About Managing VA Teams
Managing multiple VAs per employee? We learned this the hard way with True Diagnostics, where each team member had up to 5 VAs. Here's what you won't find in standard comparison articles.
The VA Management Challenge:
Most companies struggle with a seemingly simple question: How do you let VAs handle tasks without giving them keys to the kingdom?
Why Monday.com Falls Short:
- VAs either get too much access or too little
- Can't restrict VAs from creating new tasks while allowing status updates
- Task assignment becomes messy when VAs work across departments
- No elegant way to route tasks through managers first
Why Notion Won:
- Create custom VA workspaces with precise permissions
- Let VAs update task status without creating new tasks
- Route requests through department managers automatically
- Keep sensitive data hidden while sharing necessary context
Pro Tip: "Instead of assigning tasks directly to VAs, we created a department-based routing system. Tasks land with department heads first, who then delegate to their VAs—maintaining control while preserving efficiency."
Dive Deeper: Check out our Permission Structures Guide to see exactly how we built this system.
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Looking to streamline your VA management with apps like Notion and Monday.com? Our experts can tailor a system that optimizes task delegation and enhances productivity. Book a call to learn more!
