The Complete Guide to Hiring a Virtual Assistant
By: Colleen Atwood - Virtual Assistant & Editor
"If you hire people just because they can do a job, they'll work for your money. But if you hire people who believe what you believe, they'll work for you with blood, sweat, and tears."
With so much to do in one day, small business owners (SBOs) and authors only sometimes have time to complete every project. Time-consuming and recurring tasks (such as checking and responding to emails or engaging in marketing activities) can take hours, which takes critical focus away from your core activities. Hiring a virtual assistant (VA) to manage these projects may be the answer.
Businesses and authors worldwide have been hiring VAs for years with enormous success, and the trend is only getting stronger. But what is a virtual assistant, and how do you find one that matches your expectations? What process should you follow while considering a prospective VA for your business? And what questions should you arm yourself with during the interview process? We answer these questions and more.
Why Hire a Virtual Assistant?
A virtual assistant is a skilled administrative assistant who works from home and offers various office services. With years of prior work experience and continual upgrading of professional skills, a virtual assistant gives SBOs and authors peace of mind when companies lack the talent, skills, or time to complete recurring activities. Because VAs use cloud-based technologies to complete each project, businesses that hire a virtual assistant can save up to 78% of operating costs.
Ways to Hire a Virtual Assistant
Companies and authors follow one of two ways to find and hire the perfect VA: (1) they hire through a larger company that matches the skills of the VA to the business or author’s needs, or (2) they complete their research and hire an independent (or freelance) VA.
Using a Virtual Assistant Company
The first way to find a virtual assistant is to check out such companies as Fiverr, Upwork, and MyOutDesk. They learn what your business needs, match you with a virtual assistant (or more than one, depending on your needs) in their system, and take care of the payment process. They typically offer 24/7 resources to each client (including backup VAs in some instances) and make the process as simple as possible for each party involved. When the project is complete, companies can either continue their association with the matched VA or request someone new.
There are distinct advantages to using a VA company to find your virtual assistant. These benefits include:
- Background checks for each employee. The company completes a background investigation for each VA to ensure they are not placing compromised individuals with companies and authors sharing sensitive data.
- Performance monitoring. Each company uses a series of performance checks to ensure the VA completes its projects as the client wishes. They typically request information from the client about how the virtual assistant did, whether the VA returned the project by the agreed-upon deadline and the work quality.
- Quality assurance measures. By using specific metrics (such as response time, task completion rate, and customer satisfaction score), the company can keep track of which VAs do well and those that do not.
Hiring an Independent Virtual Assistant
An independent VA is looking for clients with whom they can build long-lasting partnerships. They often have businesses and the resources to personalize each service. Just as business owners and authors want to ensure a good match between their firm and the virtual assistant (based on the company’s specific needs, personality, and project/job requirements), an independent VA is also completing an interview. If the VA feels disconnected from a potential client, they often recommend others in the industry that may work better for the company.
The advantages of using an independent virtual assistant include:
- Closer collaboration between parties. An independent VA works hard to earn the client’s trust and prove they can supply the support a company or author needs. Information gathered during the interview process allows an independent VA to tweak the services to match the client’s expectations or requirements and work together to complete each project.
- Customer payment options. An independent virtual assistant often accepts different forms of payment and has more control over the accounting aspect than a VA hired through a company. An independent VA typically needs x-amount as a deposit and can offer the client options for final payment.
- Direct communication options. Rather than forcing clients to use a single communication method, an independent VA often uses a variety of options to stay in contact. For example, Atwood LLC has everything from project management software to video conferencing options (as well as ways to communicate using the website’s member pages).
- Faster onboarding process. Although onboarding varies for each company, the process of an independent VA typically only has 3 to 4 steps, which means the virtual assistant can begin working as soon as possible.
- Implementation of an Independent Contractor Agreement (ICA). An independent VA uses an ICA for various reasons, including (1) clarification about the VAs role with the hiring company, (2) the terms of service, (3) how the virtual assistant uses (or does not use) sensitive data, (4) payment arrangements, (5) confidentiality, and (6) what will happen in case of breach of contract.
- Personalized help. Independent virtual assistants can offer customized services to each client, reflecting the firm’s needs. When (or if) clients decide to add new projects, they can complete the process with the independent VA rather than sending information through a third-party company.
(NOTE: If an independent virtual assistant does not offer an ICA to clients, find another VA that will. If something goes wrong with the collaboration, the company and VA have options to fall back on.)
Hiring a Virtual Assistant with No Prior VA Experience
Signing their first client is one of the hardest things an independent VA faces when starting their company. They know that clients want (1) someone who knows how to do the types of tasks they need, (2) somebody familiar with the business world, (3) an individual who understands how to use the latest remote technology, and (4) is capable of pivoting quickly. But how can they prove they have this experience to potential clients?
The easiest way for an independent VA with no prior VA experience is to supply examples of earlier work (if they have access to it) or to show how they complete projects by creating “mock client projects” for prospectives to view on their website. They can also sign up with an established VA company for smaller jobs and give examples of completed work (if allowed).
Independent virtual assistants use skills they learned professionally to their advantage as remote workers. These transferrable skills include:
- Cloud-based technology ability. Considering independent VAs complete each project 100% online, virtual assistants must be intimately familiar with various technologies (from communication methods to specialized programs). Therefore, when independent virtual assistant transitions from the real world to the digital world, they must spend a great deal of time upgrading their skills to ensure they keep up with emerging technology. By doing so, a VA can offer more services to clients.
- Niched services. Due to each VA’s educational and work background, it is common for an independent to offer services to a specific industry. For example, I used to work in the maritime, higher education, and manufacturing industries as an administrative assistant. I now offer services to business consultants who provide their services to the manufacturing, transportation, and construction industries. My interests align with my prospective clients.
- Problem-solving abilities. Solving problems for clients and producing innovative ways to help a client is what a VA does best. Using the experience gained in the real world and what they learn about remote working, an independent VA can offer a unique perspective that will best help the company or author.
- Professionalism and work ethic. Independent VAs leaving the real world and opening a business understand clients’ expectations, appreciate the experience of collaborating with others in the industry, and should have a high work ethic learned over the years.
- The ability to offer more services. Any administrative assistant and office manager will tell you that their daily jobs typically follow a routine with little change. An independent VA can choose which services they want to offer clients. They are no longer bound to complete specific tasks they dislike.
The Advantages & Drawbacks of Collaboration
There are a variety of pros and cons when hiring a virtual assistant (whether through an established company or an independent one).
The Advantages of Collaboration
Business owners and authors hiring virtual assistants do so for a variety of reasons, including (but not limited to):
- Access to specialized skills. When a company or author needs someone with technical skills, they can find and hire someone quickly without having the usual wait time when hiring a full-time employee.
- Cost-effectiveness. Hiring a VA is less expensive than hiring a full-time employee (with savings anywhere from $4,000–$10,000, depending on the company). It does not require supplying the employee with office space, equipment, a salary, or benefits. Companies only pay for the time the VA works and never for downtime.
- Higher efficiency. Delegating time-consuming projects to someone who has done the job multiple times and is faster results in greater efficiency for the company.
- Scalability. SBOs and authors only hire when they need extra help and do not need to worry about lag time from the VA. If a large project comes up and they do not have the workforce available, hiring a VA to manage other tasks is extremely helpful.
The Drawbacks of Collaborating with a VA
The other side of the coin when hiring a virtual assistant includes a range of challenges for businesses and authors. These headaches include:
- Communication, language barriers, and cultural differences. Virtual assistants hired internationally may have difficulty with communication and language. There may also be a disconnect regarding the requirements for VAs in a different country who exercise dissimilar practices from what your firm may expect.
- Data security and privacy. Despite background checks or contracts between parties, sensitive material may get leaked if the company or independent VA experiences a cybersecurity compromise. The companies and VAs do their best to ensure this never happens, but there is always the possibility.
- Time zone differences. Companies and authors who hire internationally (or from another state) must understand that VAs typically juggle multiple clients and may only be available within specific times (outside your agreed-upon discussions).
Practical Solutions to Overcoming Challenges When Hiring A Virtual Assistant
Although businesses and authors will eventually face challenges when working with a VA, there are ways to work around these issues or avoid them altogether. Here is a list of six solutions to have in place before hiring your virtual assistant.
- Ask the right questions during the interview. To ensure you mesh well with the virtual assistant, a business or author needs to ask the VA questions about their experience, the types of tasks they are familiar with, their specialties, and about the individual themselves. The more questions and responses given, the better they can learn about the VA and how they can help.
- Hire for the right reasons and avoid unrealistic expectations. If you need a virtual assistant to help with your email or marketing projects, assign the correct task and avoid giving an entirely different type of project than the VA expects. By delegating tasks other than those discussed, the virtual assistant may begin to lose trust in your relationship.
- Understand that each virtual assistant is different. Every virtual assistant has an education and work experience to draw from, which means what they already know may mesh well with your expectations. However, it is essential to remember that there will be a need for onboarding and training—for the company and VA. Outside work experiences give each VA a general idea about what you want or need. Without explicit information to draw upon from you, the virtual assistant will be clueless as to where they can and should go during the project. Respect their and your time by gauging and adjusting your approach to the VA you hire. Everyone will be happier in the end.
- Avoid micromanagement. A virtual assistant wants you to trust them to do the job you hired them to do. VAs have experience working with these tasks, so there is little reason to look over their shoulder while they finish their work. Doing so only takes time away from your focus and creates a feeling of doubt from the VA. Please give them the space to do the project, complete periodic checks to ensure everything is running smoothly, and then follow up at the end to discuss areas of concern or a job well done.
- Perform evaluations regularly. The virtual assistant wants to know how well they fare with the project just as much as the company does. Occasional checks on how the project is going, asking questions to clear up confusion or miscommunications, and discussing problematic areas are helpful to both parties.
- Treat your virtual assistants with respect from the moment you hire them. Virtual assistants are human and want to do well for their clients. However, if a client is overtly disrespectful, assigns more work than agreed upon initially, or demands every second of the VAs time, the virtual assistant may decide the collaboration is not worth their time. Yes, the VA works for your company, but you are also their client. If either party breaks the agreed-upon terms of the contract, then parting ways might be best for everyone involved.
Tasks a Virtual Assistant Can Complete
There is no limit regarding the tasks a company might need to do or an author drafting their newest manuscript but overwhelmed with administrative duties. The following lists give a general idea of what a virtual assistant can do for you.
Virtual Assistant Tasks for Businesses
With the number of projects that face businesses daily, decide which tasks are best suited for a VA to manage while you concentrate on your company’s core processes. The following list shows a sampling of the different duties a virtual assistant can help with.
Blog posting
Bookkeeping
Brainstorming sessions
Calendar management
Classify primary and secondary competitors
Conducting interviews
Converting files
Coordinate promotional events
Creating (or improving) procedures to resolve conflicts
Generating educational materials
CRM cleanup and maintenance
Data entry
Designing spreadsheets
Developing a buyer’s persona
Document preparation
Drafting press releases
Editing and proofreading
Email and contacts management
Email campaigns
Expense reports
File management
Finding key performance indicators (KPIs)
Graphic design
Improve marketing strategies
Monitor analytics
Perform content analyses
Project management
Research
Sales follow up
Schedule meetings
Social media campaigns and posting
Style guide development
Updating website and social media profile
Website troubleshooting
Virtual Assistant Tasks for Authors
An author has many of the exact needs of a business regarding administrative projects. The following list shows a sampling of tasks a virtual assistant can help authors manage.
Acting as your second writer
Blogging
Bookkeeping and other office administration
Brainstorming
Design a website
Distribute press releases
Editing
Ensure that you work within your timelines
Expanding your online presence
Find blog post opportunities and speaking engagements
General fact-checking
Host a virtual book tour
Keep your followers, readers, and subscribers updated
Manage book listings in electronic publishing platforms
Manage your email
Manage your online author page
Managing social media promotions and general posts
Research
Secure reviews and testimonials
Selling on Amazon
Update your social media accounts
When to Hire a Virtual Assistant
When is the best time for a business or author to hire a virtual assistant? What triggers the need? And what type of information does a company need to have in place once they decide they are ready to hire a VA?
Signs for Business Owners
How does an SBO decide it is time to hire a virtual assistant? To find the answer, ask yourself the following questions and write your responses down.
Do you need more sales or business opportunities?
Do you miss deadlines, meetings, or appointments critical to your business?
Are you planning to expand your business eventually but need someone to help you?
Are you working long hours and weekends?
Do you find yourself stressed often?
Do you have a budget in place for hiring a virtual assistant?
Do you have a list of recurring tasks that you dislike doing?
Do you have a project coming up that requires a particular skill your firm lacks?
Do you have important projects you want to do but need more time to do or implement them?
Do you know which tasks you can safely delegate to a virtual assistant?
Answering “yes” to any of these questions is a vital sign that you are ready to hire a virtual assistant.
Signs for Authors
Authors find themselves busy drafting, rewriting, editing, and preparing their manuscripts for publication. However, even authors find they need help from a virtual assistant occasionally. If you are ready to hire a virtual assistant, ask yourself the following questions.
Are you hoping to create a website but need help designing one?
Have you either missed or come close to missing a meeting with a significant individual?
Would you like to commit to new projects but find yourself unable to due to the number of projects that need doing?
Do you have a list of administrative activities but need more time to get to them?
Do you need help marketing your novel?
Do you need someone to help with research projects?
If you answered “yes” to any of these questions (or any others you can think of), hiring a virtual assistant might be in the cards for you.
Hiring Your Virtual Assistant
SBOs and authors should always have the following elements in place before starting the interview process with a prospective virtual assistant, including (1) creating a plan for the company, (2) what documentation to have available before hiring your VA, and (3) areas of consideration when researching your VA.
Create Your Plan
Step 1: The first thing that a business owner or author needs to do is decide which tasks they need help with. To figure this out, make a list of all the to-do’s for your company and then categorize them into four new lists: (1) things only you can do, (2) tasks that need completing but not necessarily by you, (3) tasks that take too much time away from your core projects, and (4) tasks that you either have no interest in doing yourself or that can be safely delegated to someone else.
(NOTE: For more details on the Eisenhower Method and other questions to ask, see the Calendar Management blog.)
Step 2: The second step is to look at each list and decide which is your company’s highest priority. Create a new list for these tasks or projects.
Step 3: Decide if you are looking for someone for ongoing work or a one-time project. If you decide on a longer-term period, have a list of tasks on hand. If you need someone for a single project, you must decide which of your priorities in step 2 are most important.
Step 4: Decide how quickly you need each task done. Are you on a time-sensitive schedule? Can you clear something up to complete something else? Are you worried you missed something important and need the answer immediately? These answers will help decide which tasks need managing by your VA.
What to Have in Place Before Hiring
SBOs and authors should approach hiring a virtual assistant in the same manner they would an in-house part- or full-time employee. This way, the business and author can ensure that the entire process follows other business areas.
Internal Questions to Ask
To ensure your firm finds the most qualified virtual assistant, ask yourself the following questions and use the responses during the interview process.
Which general administrative skills does the VA need to have?
Are you looking for someone who can multi-task while handling challenges well?
Do you need someone who can speak multiple languages?
Do you need someone with knowledge of your industry?
Do you prefer someone who aligns with your ethics (or point of view)?
Do you want someone who will ask questions and supply innovative ideas?
How likely are others in your company willing to accept a virtual assistant?
How many hours per week (or month) do you need the virtual assistant?
How quickly do you need to hire a virtual assistant?
What is your budget, and do you have room to expand the budget if necessary?
Internal Processes to Have in Place
Businesses and authors should have the following processes in place (or start designing them) before beginning to research potential VAs:
Onboarding process. Use your firm’s onboarding process to ensure the VA you hire understands your company from the ground up, regardless of the type of job they are doing or the expected length of time for the project. Doing so means everyone is on the same page and everything is clear.
Documentation. If your firm uses employee handbooks or manuals, it will also help the virtual assistant receive a copy. That way, they can reference the material when needed. Further, if you already have specific processes that the company uses (directly affecting the job), send this information to the VA.
Technology. Decide which project management, file sharing, communication methods, website information, and other pertinent technology you plan to have your VA use throughout the project. More importantly, be open to the different types of technology your VA may already be familiar with. Independent VAs often use a variety of technology and may have alternatives you might not have considered using before.
Research Your Virtual Assistant
If the business or author decides to look for an independent virtual assistant instead of using a dedicated company, then begin the research process online on VA websites and social media platforms. Please view the website to determine their services and pricing plans. Then, find their profiles on social media to get the best idea of who the individual is.
When you have narrowed down your preferred individuals, schedule a consultation with each for an interview. And make sure to have your questions on hand for the interview.
What to Look for in a Virtual Assistant
The specific needs of each company and author play a significant factor here. When deciding the required skills needed for the job, those you can live without, and those that align specifically with your industry, you will evaluate each VA based on the information they provide on their website (or what the dedicated VA company provides). The types of skills SBOs and authors may need from the virtual assistant may include (among a variety of others):
Dependability
Detail oriented
Detailed project reports
Good at time management
Handles challenges well
Honesty
Maintains communication
Owns their mistakes
Planning and scheduling skills
Professionalism
Reliability
Resourcefulness
Someone who asks questions
Someone who can predict your needs
Takes feedback well
The ability to multi-task
Understand your target audience
Willing to learn
Works quickly
Works with your schedule
Questions to Ask During the Interview Process
After completing your research, create a list of questions you want to ask the virtual assistant to learn more about them. Companies may uThe questions below are a sampling of those you may ask the prospective VA.
- Do you have experience doing [_____] tasks? Do you have proof or an example I can see?
- What type of experience do you have with [_____] technology/tasks/projects/collaborative meetings/others?
- What unique skills do you have to bring?
- What kind of experience do you have in the [_____] industry?
- Can you give an example of a project you completed for a prior client?
- I have an upcoming project that requires [_____]; what kind of solutions would you look for to help complete the project?
- How often do you check communication software when collaborating with clients?
- Do you know how to [_____}? If so, how did you learn?
- Have you ever had to stop working with a client? If so, why? How was the disagreement resolved?
- My company needs to upgrade the current processes within [_____]. Do you have experience with upgrading or creating new techniques? How did that experience go? Was the client happy or accepted your suggestion?
Questions a Virtual Assistant Will Ask While Considering a Client
On the other hand, an independent virtual assistant will ask potential clients their questions to help figure out fit. By asking these questions, a VA will learn what to expect from a potential client, what information they need to accommodate the project or client, and how well the parties communicate. The questions also allow the business or author to learn how the VA thinks, assesses a situation, and their communication skills.
The types of questions a virtual assistant might ask a potential client include:
- Are you looking for someone long-term or a single project?
- Are you willing to consider suggestions on possible changes? If so, what is the best way to propose those changes?
- Do you plan to complete a performance analysis of my work? If so, do I have a chance to see the results for future learning purposes?
- How often do you want me to check in each week (or month)?
- How quickly do you need the project done?
- What are your firm’s goals, and how can my services help you achieve those goals?
- What communication methods do you prefer? Do you use others for different purposes?
- What is your budget for the project?
- What kind of tasks are you looking for your VA to manage?
- Where do you see your company five years from now? Ten years?
Hiring a virtual assistant is an easy—yet complex—process. It is easy in the sense that a business or author can gain a range of benefits from hiring a temporary VA whenever they need an extra set of hands. Complex in the sense that there are numerous options available for where they can find a VA, what they want the virtual assistant to do, the internal processes that need to be in place before the VA begins, and interviewing the individual VAs before settling on the best match for their needs. Is the process worth the risk? Definitely. Is your company ready to hire a virtual assistant? Only you can answer that question.
If you are ready to hire a virtual assistant, please seek Atwood LLC’s Virtual Assistant Services page and the pricing structures for each. Then, schedule a free 30-minute no-obligation consultation to learn how we can help.
Until next time.
