How to Find and Hire a Great Virtual Assistant

Do I Need a VA?

Before you dive into the hiring process, it's essential to decide if you would benefit from the support of a VA. Here are some reasons you might find yourself in need of one:

Scaling Your Business

As a solo entrepreneur or small business owner, working alone is great, but there comes a time when you recognise that you need support to grow and move forward. A VA can handle various tasks, which will free up your time to focus on strategic activities that drive your business forward.

Managing Workload

When your workload becomes overwhelming, it can affect your productivity and the quality of your work. Delegating routine tasks to a VA allows you to maintain high standards in your work while managing a larger volume of tasks.

Flexible Support

You might need support in specific areas but not necessarily on a full-time basis. A VA offers flexibility, allowing you to scale their involvement up or down based on your current needs.

Identify Your Needs

Before you start searching for a VA, it's crucial to identify the support you require. Start by outlining the tasks and responsibilities you want to outsource. This step will help you recognise the type of VA you need. You may find that you need more than one VA with different specialisations. This list is not exhaustive and of course some overlap is expected. Here are some common types of VAs and tasks they can handle:

General Virtual Assistant

Email management

Calendar scheduling

Data entry
Travel arrangements

Financial Virtual Assistant

Bookkeeping

Payroll

Invoicing

Expenses

Lifestyle Virtual Assistant

Travel

Client gifting

Event planning
Personal Shopping

Social Media Virtual Assistant

Managing social media platforms

Email marketing

Creating content

Community engagement

Customer Service Virtual Assistant

Handling enquiries

Providing product information

Engaging with customers

Tech Virtual Assistant

Website maintenance

Technical support

Software management

Understanding your needs will help you find a VA with the right skills. Experienced VAs can also help you identify additional tasks that could be outsourced, as they often work with clients in similar positions.

Finding a VA

There are several ways to find a VA:

Recommendations

Ask around your network if they can recommend a VA. Personal recommendations can provide valuable insights into a VA’s reliability and work ethic.

Social Media

Social media platforms are an excellent source for finding VAs. You can post your requirements or search for VAs who are on social media and advertise their services.

VA Agencies

There are agencies specialising in providing VAs. These agencies usually have a thorough vetting process, ensuring you get qualified candidates.

Qualities to Look For

When evaluating potential VAs, consider the following qualities:

- Experience: Are you looking for someone with experience in your industry or the specific tasks you need to outsource?

- Communication: This is key, since you’ll be working remotely. Look for someone who communicates clearly and promptly.

- Skills: Ensure the VA has the necessary skills to handle the tasks you are looking to outsource.

- Price: Determine your budget and find a VA who fits within it.

- Terms: Clarify the terms of engagement, including payment terms, confidentiality agreements, and work hours.

Set Clear Expectations

Once you’ve selected your VA, work together to set clear expectations from the start. Define:

- Working Days and Availability: Agree on the VA’s working days and hours. This is especially important if you are in different time zones.

- Communication: Decide on the primary mode of communication (email, chat, video calls) and the frequency of check-ins.

- Deadlines: Establish clear deadlines for tasks and projects to ensure timely completion.

Maintain Regular Communication

Regular communication is crucial for a successful working relationship. Schedule weekly or bi-weekly check-ins to discuss ongoing tasks, provide feedback, and address any issues. Use project management tools like Trello, Asana, or Slack to keep track of tasks and collaborate efficiently.

Hiring a VA can bring about significant positive changes to your operations. By outsourcing routine tasks, you can focus on more strategic and growth-oriented activities. Follow these steps to find and hire a great VA who can support your business effectively. With the right VA by your side, you’ll be well on your way to achieving your business goals and enjoying a more balanced work life.