Hiring a Virtual Assistant: Tips and Best Practices

In today’s day and age, business is known to be fast-paced and competitive. So how do people stay ahead of the game? 

Sometimes, we just have to leverage every possible tool and resource we come across – and for you, that may be a virtual assistant. 

The demand for virtual assistants is booming, and they’re pretty much versatile for any need: whether you’re a small business owner, entrepreneur, or a professional looking to streamline your tasks, hiring virtual assistant services could be the game-changer you’ve been looking for. 

As you can see, that’s a broad range of services that can help you reclaim your lost time, which is essential for business owners like us who would rather focus our time on what actually matters – growing our business.

And if you’re like me, you’ve probably been struggling to stay on top of your business when you’re busy being bogged down by menial tasks that you wish you could delegate to others. 

I personally wasted so many hours trying to figure it all out from zero: how to scale my business, how to manage my time better, and how to do it all on my own. So that was a lot of late nights struggling to stay on top of emails, scheduling meetings, and just feeling so damn drained.

But scaling your business effectively doesn’t have to be hard. When I started delegating my tasks to others, I actually had more time to focus on growing my business. In this blogpost, I’m going to be explaining some of the essential tips and best practices when it comes to hiring a virtual assistant so that you can succeed as well!

What do Virtual Assistants do?

So I’ve talked a lot about virtual assistants and some of the services they provide, but you may be wondering, what exactly are virtual assistants and how do they help you accomplish your business goals?

Before you start hiring a virtual assistant, you kind of have to understand the role that they can play. Virtual assistants are essentially remote workers who can provide various administrative, technical, or creative services.

This can look like: email management, scheduling, customer service, social media management, data entry, following up on leads, and coordinating special projects. They can even handle routine personal tasks such as travel planning, arranging gifts, online shopping, and much more. In other words, they can basically handle any aspect of your business and personal life.

But it’s not just about outsourcing menial tasks, you’re hiring a skilled professional who can help you optimize your operations. Virtual assistants often work as independent contractors, which means they bring their own tools and resources, saving you the cost of overheads like office space, equipment, and employee benefits.

Benefits of Hiring a Virtual Assistant

There’s a ton of benefits when it comes to hiring virtual assistant services, but here are some of the most significant ones:

1. It’s cost effective. This is one of the main points why someone looking to scale their operations may consider hiring a virtual assistant. Running a business isn’t cheap, but outsourcing personnel can help an entrepreneur save so much time and money. You only pay for the time they work, without the need for benefits, office space, or equipment.

2. Virtual assistants can also offer tons of flexibility. You can hire them for as little as a few hours a week or full-time, all dependent on what you need. This can also include flexibility in the type of work they can handle, which can be adjusted as your business evolves.

3. When you’re hiring virtual assistants, you’re also accessing a global talent pool. This means you can find someone with the exact skills you need, whether it's advanced Excel proficiency, social media management, or customer service.

4. You get to delegate. One of the biggest pain points for business owners and entrepreneurs is not having enough time for all the routine tasks on top of growing your business. By delegating those very tasks to a virtual assistant, you can focus on the strategic activities that drive your business forward. Essentially, you’re not only saving time but also increasing productivity and business growth.

5. Adapting to your business’s changing needs is easy. As your business grows, it’s a given that your needs will change. Fortunately, virtual assistants can easily scale their services up or down to match your changing requirements. For growing businesses, this is a huge plus because you can get the support you need without the hassle of hiring or laying off staff.

How to Hire a Virtual Assistant

Truth be told, hiring a virtual assistant involves more than just posting a job ad and waiting for applicants. Just to make sure the hiring process goes smoothly, you should follow these best practices:

Identify Your Needs Before You Hire a Virtual Assistant

The first step in virtual assistant hiring is to clearly define what you need. This is essential because without a clear need and goal in mind, you’ll end up wasting time and money.

1. First off, you should create a list of tasks you want to delegate, and prioritize them based on importance and frequency. This will help you figure out whether you need a generalist or a specialist. 

2. You might also want to consider how many hours per week you’ll need support. Will your virtual assistant be required for a few hours each week or full-time? Having a clear idea of the time commitment will help you find a candidate who can match your needs better.

3. You also can’t forget about your budget. Figure out how much you’re willing to spend on virtual assistant services. Different levels of expertise and specialized skills come with varying price tags, so setting a budget is going to help you find a virtual assistant that fits within your budget.

4. Think about any timing requirements you have. Do you need your virtual assistant to be available during specific hours (such as your time zone)? Make sure to jot this down because this is going to be important in finding someone who can meet your scheduling needs.

Choosing Between Freelancers and Virtual Assistant Agencies

When looking to hire virtual assistant services, you'll need to decide whether to work with a freelance virtual assistant or go through virtual assistant agencies. 

How do you know which one to pick? Well, let’s take a look at their pros and cons:

Freelancers

• Pros: Working with freelancers gives you more direct control over the hiring process. You can interview candidates, negotiate rates, and establish a working relationship yourself. This might be a viable option for those who are more experienced in virtual assistant hiring and know exactly which candidates will be a good fit for their business.

• Cons: Managing freelancers requires more oversight and may involve more risk in terms of reliability and consistency.

Agencies

• Pros: Virtual assistant agencies handle the recruitment and vetting process for you, which can save time and reduce the risk of hiring someone who isn't a good fit. This model is most suitable for entrepreneurs who don’t have the time to manage the recruitment process and prefer to outsource the vetting and hiring to experts in the field.

• Cons: On the downside, agencies may charge higher rates than freelancers. But this is all dependent on which agencies you decide to work with, and you’ll often find that outsourcing virtual assistants from overseas can be an even more affordable option!

Create an Appealing Job Post

If you do end up deciding to hire a freelance virtual assistant, there are still a couple things you need to keep in mind. The first is creating an appealing job post that clearly outlines the tasks and responsibilities the assistant will be handling. 

Be specific about the skills and experience you're looking for – highlight any unique aspects of the job that might attract top talent (like flexible hours or the opportunity to work on interesting projects).

Finding suitable virtual assistants for your business can be a lengthy process, so think about including pre-screening questions or tasks to help filter out candidates who may not be a good fit.

Pre-screening questions can include questions about availability, technical proficiency, and skills. Here are some examples of questions to help you get started:

1. "Please describe a project you’ve worked on that is similar to the tasks outlined in this job description. What was your role, and what were the results?"

2. "How many hours per week are you available to work? Please provide your typical availability and any potential time zone differences."

3. "What tools and software are you proficient in that are relevant to this position? Provide examples of how you’ve used these tools in past roles."

4. "Describe a time when you encountered a challenging situation in a previous job. How did you handle it, and what was the outcome?"

Conduct Thorough Interviews

Now that you’ve narrowed down your list of potential candidates, it’s time to conduct interviews. This is your opportunity to assess not only their skills and experience but also their communication style and cultural fit!

Make sure to prepare a list of questions that will help you gauge their ability to handle the tasks you need. You might also want to ask for work samples or conduct a skills test to make sure they have the expertise you're looking for.

Remember, this is the part where you make sure you select the most appropriate candidate for your business, so it’s essential that you verify that they meet all requirements for the job.

Once you’ve found the right fit, it’s time to make a job offer to your preferred candidate! Start with a verbal offer and negotiate terms as needed. After reaching an agreement, make sure to formalize it by asking them to sign a contract, making sure that all expectations and responsibilities are clearly outlined.

Set Clear Expectations

Before you officially hire a virtual assistant, you’ve gotta set clear expectations. I learned this the hard way when I first started working with others – you have to be on the same page about deadlines and communication. 

To avoid these kinds of hiccups, make sure you outline the scope of work, deadlines, communication methods, and payment terms from the get-go. You’re an active participant in preventing these misunderstandings!

It’s also a good idea to think about ways to motivate your virtual assistant. For example, you might want to create a performance-based bonus payment plan. I’ve found that offering a little extra for exceeding targets can really boost productivity. And don’t forget to outline any benefits you’re offering, such as vacation, time-off, and sick days.

If you’re hiring talent overseas, don’t forget to consider the cultural norms of the country you’re hiring from! For example, if you're hiring from the Philippines, the 13th-month pay is a common expectation there.

While you’re working with your assistant, regular check-ins, especially in the initial stages, are key. These help you monitor progress and address any issues early on so that everything runs smoothly right from the start.

Managing Your Virtual Assistant

After you hire virtual assistant services, effective management is key to a successful working relationship. Remember, managing virtual assistants well is just as important as finding the right person in the first place. Here are some tips that I’ve found helpful:

Use Project Management Tools

When working solo, I was juggling tasks all over the place—emails, sticky notes, you name it. Then I started using project management tools like Trello, Asana, and Monday.com, which have been lifesavers, because they provide one go-to spot for all work-related tasks and deadlines. 

I also use Google Drive, Dropbox, and OneDrive for easy file sharing. If you need to monitor screen activity or track time, tools like Scrin.io can be really helpful, and for securely sharing passwords, LastPass is a must.

Regular Communication

There’s a reason why people say that communication is the backbone of a successful partnership. In my experience, frequent check-ins keep everything on track. I usually start with a video call to set the stage for the week, and then we use instant messaging platforms for quick updates throughout the day.

Provide Constructive Feedback

Giving feedback was something I had to get comfortable with, but it’s important for continuous improvement. I make it a point to regularly highlight both strengths and areas for improvement. This can help your virtual assistant better understand your expectations and improve their approach. And remember, feedback isn’t just about correcting mistakes—it’s also about acknowledging what’s going well too.

Build Trust and Rapport

Building a strong relationship with your virtual assistant can make all the difference as well. Try to take some time to get to know them – ask about their weekend or how their family’s doing. It might seem small, but showing appreciation for their work goes a long way. I’ve found that a bit of recognition really boosts morale and productivity.

Regular Raises

One thing I’ve learned is that regular raises, even small ones like $0.25 or $0.50 per hour, can make a huge impact. It’s a simple way to show that you value their work and want to invest in their growth. Plus, it helps build loyalty and encourages them to stick around for the long haul.

Managing a virtual assistant effectively isn’t just about delegating tasks – it’s about fostering a positive, productive working relationship. It’s important to use the right tools, maintain open communication, and show appreciation – that’s how you can set the foundation for a successful partnership.

Common Mistakes to Avoid When Hiring a Virtual Assistant

Hiring a virtual assistant can be one of the best ways to scale your business, but there are some common pitfalls to watch out for, especially if you’re doing this for the first time:

1. Not defining roles clearly. If you hire a virtual assistant without fully fleshing out what they need to do, don’t be surprised if you end up with confusion, missed deadlines, and a lot of frustration on both sides. You have to clearly define the role and responsibilities from the start.

2. Neglecting cultural fit. Skills are important, but so is cultural fit. Even if you hire someone who has all the right skills on paper, their working style might not mesh with the rest of the team. So, to avoid this, make sure your virtual assistant’s work style aligns with your company culture.

3. Overloading your virtual assistant. Virtual assistants are versatile, but that doesn’t mean they can handle everything you throw at them. They are still people too, so if you pile on too many tasks onto your assistant, their productivity will take a hit. Instead, you should try to strike a balance – delegate effectively, but don’t overwhelm them. 

4. Not paying attention to security concerns. When you hire virtual assistant services, you’ll probably be sharing sensitive information. Confidentiality is important to a business as well, so make sure your assistant understands the importance of keeping information secure.

5. Not assigning enough work. Ok I know I talked about how overloading your virtual assistant is a mistake, but not giving your virtual assistant enough work can also lead to a pitfall. Not only can your assistants become bored and unmotivated, but it’s also a waste of your money and their potential. Make sure you’re making the most of their time by assigning enough meaningful work to keep them engaged and productive.

6. Not integrating them into your team. Rather than treating your virtual assistant like a distant contractor, you should consider them an integral part of your team. It’s important to integrate your assistant into your team, include them in meetings, and make them feel valued. This fosters a stronger working relationship and can also lead to better results!

Hiring Virtual Assistants is the Key to Success

I hope that after reading this you’ve got the gist of what hiring and working with a virtual assistant can look like. Taking on new personnel for your team can be one of the best decisions you can make for your business, whether you’re looking to free up time or scale your operations. 

Sources

https://blog.hubspot.com/sales/virtual-assistant

https://www.forbes.com/councils/forbesbusinesscouncil/2023/12/08/the-ultimate-guide-to-hiring-a-virtual-assistant/#:~:text=Virtual%20assistants%20are%20efficient%20in,emails%2C%20entering%20data%20and%20beyond.

https://www.timedoctor.com/blog/why-hire-a-virtual-assistant/

https://remote.com/blog/how-to-employ-remote-employees