The Squeaky Wheel Effect and How VAs Can Avoid It

Is your need for reassurance slowing down the team? I see it happen often, VA who mean well and work hard but get caught in a cycle of needing constant input. It’s not that the work isn’t getting done; it’s that the back-and-forth can become a distraction.

Each time you reach out with a question or ask for confirmation, it pulls focus from the 1,000 emails I have to answer every day. The time spent addressing these interruptions can divert my attention, and the attention of others, from client work, which ultimately helps us all make more money.

Take the email exchange shown below as an example:

Asifa expresses her readiness for new tasks and seeks validation for her improvements. While it’s great to see her enthusiasm, her request for reassurance could have been replaced with self-assessment using tools like checklists or QA guides.

For instance, we’ve had cases where a VA submitted work and then immediately messaged the team, asking for reassurance that the quality was good enough or requesting repeated confirmation of minor decisions. Even though the deliverable was nearly complete, the frequent need for affirmation delayed the review process because we had to shift our focus from other tasks to respond.

This created a bottleneck, not because the VA wasn’t capable, but because they didn’t have the confidence or resources in place to do their own quality checks first. It’s important to remember that good people can kill projects before they even start by failing to trust their own judgment and ability to take action.

It’s a classic example of the “squeaky wheel effect.” The people who make the most noise or need the most reassurance get the most attention. But in doing so, they also pull time and resources away from A-players or the tasks that really drive impact. The most reliable VAs practice active listening and know how to handle their responsibilities with confidence, doing a bit of their own MAA before asking for help.

This isn’t to say you can’t seek guidance, far from it. But consider the approach: Could the answer be found in a quick search or a training document? Have you tried tackling the issue yourself before reaching out? By taking that extra step, you not only show initiative, but also allow your managers and teammates to focus on the bigger picture, so you can promote your winners.

Overcoming the Need for Constant Reassurance

To avoid the squeaky wheel effect, leverage the systems we have in place:

Use Checklists and Guides: For every task, there’s a checklist and a guide available. Follow these step-by-step to ensure your work meets expectations.

Double-Check Your Work: Take a moment to review your output against the provided standards before asking for feedback.

Use Article Grader: Review your work using Article Grader to identify areas of improvement and ensure it’s up to par before submission.

Ultimately, it’s about balance. Being proactive and independent doesn’t mean never asking questions, it means being thoughtful about when and how you ask. By keeping the “squeaky wheel effect” in check, you not only improve your own efficiency, but also help the entire team run more smoothly and avoid the #1 VA mistake.