A Guide to Hiring the Perfect Virtual Assistant

In today’s fast-paced digital landscape, running an online business requires wearing multiple hats simultaneously. From managing marketing campaigns to handling administrative tasks and maintaining an active social media presence, the workload can quickly become overwhelming for even the most dedicated entrepreneur. However, there’s a solution that savvy business owners are turning to, virtual assistants (VAs). And finding and hiring a virtual assistant will be the best decision you can make for the growth of your business.

What is a Virtual Assistant?

Let’s start with what the heck is a virtual assistant (& no we aren’t talking about Siri or Alexa). Virtual assistants are remote workers who provide a wide range of administrative, technical, or creative assistance to online or IRL businesses. The tasks can range from email inbox management to podcast assistance to email marketing to social media marketing, and just about everything in between. You can find a virtual assistant for every task in every niche…I promise that.

Some virtual assistants are super niche as in they focus on email marketing for real estate agents and only do that. Finding a niche VA is great if you need expert assistance in that one realm and are in that one niche but they are more costly because they have spent a lot of time mastering that one area. A general VA is someone who does a lot of everything in all niches. They have skills in an array of services and can adapt them to fit many different businesses. General virtual assistants often can handle all the tasks you want to remove from your plate so if you are looking for one person that can handle everything (for the most part) then a general VA will work best for you.

Hiring a Virtual Assistant

Hiring a virtual assistant can significantly alleviate your workload, allowing you to focus on the core aspects of growing your online business or just spending more time with friends and family. But how do you find the right virtual assistant who can seamlessly integrate into your operations and elevate your business? Here’s a comprehensive guide to help you navigate the process:

1. Define Your Needs and Tasks

Before you start searching for a virtual assistant, it’s crucial to have a clear understanding of the tasks you need assistance with. Make a list of all the responsibilities you want your VA to handle, including marketing, general administration, social media management, blogging, customer service, or any other specific tasks relevant to your business. If you are having trouble defining these things then make a list of the tasks that bring dread or annoyance to you when you have to do them, the ones that tend to move from a to-do list to a to-do list without ever getting the focus they deserve. If there are things you put off for any reason (time commitment, not knowing what to do next, or you just freaking hate doing it) then those should be the first things you give to your virtual assistant.

TIP: Try to make an SOP (standard operating procedure) for any task that you are handing off (if you know how to do it already). This can be in written or video form and the best ones I have seen include both. This allows the transfer of duties to go much smoother with fewer emails or messages asking for clarification therefore freeing up your time sooner. Now if you don’t know how to do something (or have never done it yourself) and you are hiring someone to help you who has experience, then have them create an SOP so that it can be used should they ever leave.

2. Determine Your Budget for Hiring a Virtual Assistant

Virtual assistant rates vary depending on factors such as experience, skills, and location. Determine your budget for hiring a VA and be realistic about what you can afford. Keep in mind, that investing in a skilled virtual assistant can lead to increased productivity and growth for your business. Virtual assistants are not salespeople (unless hired for that role) so their main function is to assist you with the tasks that keep you from generating sales or growing your business.

Good News! There are virtual assistants for every budget but please remember that you will need to pay for experience. As a virtual assistant, you are always putting in time and effort on continuing your education and increasing your skillset to better serve your clients, this will be reflected in their pricing.

3. Finding Virtual Assistants

There are a lot of ways to find a virtual assistant from online platforms to agencies to word-of-mouth.

I have never worked for an agency or platform so my knowledge is sparse but my reasoning for that is that I work hard to earn a living (as we all do) and giving over a percentage of my earnings to an agency or platform just doesn’t work for me as a business owner. They also don’t allow the VAs to dictate their pricing (in most cases I see) so you won’t see a ton of experienced people signing with agencies as they won’t find this alluring. The same goes for platforms (like Upwork & Fiverr) which appear to be great on the surface but the service providers are forced to piece-meal their services in a way that you either won’t be getting everything you need or it will end up costing a lot more than you expect to get exactly what you are after.

I have always believed in the power of the referral so ask your other entrepreneur friends or community for people they have worked with or know. Suppose you are new and don’t have a bunch of entrepreneur friends yet. In that case, communities like Location Indie, are a great way to get to know other business builders, travelers, and service providers and you can make the much-needed connections. If you belong to a mastermind group, ask them for referrals. Do you live near a co-working space, get a day pass and ask around there. Ask friends because you never know who they may know. The main takeaway should be to put it out there that you are looking for a VA and get those referrals.

4. Review Profiles, Portfolios, or Websites

Once you’ve narrowed down your options, carefully review the profiles, portfolios, or websites of potential virtual assistants. Look for candidates who have relevant experience, skills, and certifications or education related to the tasks you need assistance with. Pay attention to reviews, ratings, and testimonials from previous clients to gauge their reliability and competence. This is where referrals help out a ton because you know that the service provider already has a good reputation and won’t disappoint.

5. Conduct Discovery Calls

Before making a final decision, schedule a discovery call (or whatever they want to call the meeting) with your top candidates to assess their communication skills, professionalism, and cultural fit with your business. Use this opportunity to discuss their experience, availability, work process, and any specific requirements you have for the role. I have always thought of discovery calls as a way to see if you click, like a non-romantic date because you will be working closely with this person so your personalities, communication styles, and sense of humor need to match for the relationship to work well. When you hire a virtual assistant, you want to keep them around as long as possible so the vibes need to be on point. Remember, they are assessing you as much as you are assessing them.

6. Provide Clear Instructions and Expectations

Once you’ve hired a virtual assistant, you need to provide them with clear instructions and expectations regarding their responsibilities, deadlines, and how you will be communicating. While things are new, there will probably be more communication than ever so patience is needed. Remember that your VA wants to overdeliver and get everything right and to do so means they will be asking a lot of questions and need more clarification but once you are over the hump of the newness, then it is smooth sailing. There is no over-communicating, talk to us!

The best virtual assistants will always give you a welcome packet going over their office hours, the best ways to communicate with them (phone, email, Whatsapp), how they prefer payment to be handled, tips for working with a VA (if you are new to having one), and confidentiality. Please read this thoroughly because it will answer a lot of questions you may have and it allows you to make sure that you are both on the same page (they will also want to know all of this about you too).

Establishing open and transparent communication from the onset is essential for building a productive working relationship.

7. Set Up Effective Systems and Tools

Utilize project management tools, communication platforms, and other software to streamline collaboration and ensure smooth workflow between you and your virtual assistant. Tools like Trello, Asana, Slack, or Zoom can facilitate seamless communication and task management, regardless of location. If you are already set up using certain tools then make sure they know them as well or are willing to learn them. If you don’t have them already set up, ask your virtual assistant to recommend the ones they enjoy using so they can help you set it up and guide you through how they work. These are the tools that are going to best serve for great communication.

8. Monitor Performance and Provide Feedback

You want to regularly monitor your virtual assistant’s performance and provide constructive feedback to help them improve and grow in their role. Encourage open dialogue and be receptive to any suggestions or concerns they may have regarding their tasks or workload. Hopefully, you are noticing the mainline throughout this post, communication is EVERYTHING! If something isn’t working, let them know and let them know why it isn’t working for you. VA’s don’t read minds so please do everyone a massive favor and have open and honest conversations so that everyone can feel good about the relationship.

9. Cultivate a Long-Term Relationship

Building a successful working relationship with your virtual assistant takes time and effort. Treat them as an integral part of your team, acknowledge their contributions, and reward their efforts accordingly. A happy and motivated VA is more likely to be dedicated and invested in the success of your business. Your success is their success!

Conclusion

Hiring a virtual assistant can be a game-changer for your online business, enabling you to focus on high-value tasks while delegating routine responsibilities. By following these steps and guidelines, you can find and hire the perfect virtual assistant who will support your business growth and help you achieve your goals with efficiency and ease. Embrace the power of delegation and unlock the full potential of your online business today!

Want To Reduce Stress and Overwhelm? Let’s Talk!

How to Choose the Right Virtual Assistant Services

Top Signs Your Business is Ready for a Virtual Assistant

Running an online business is exhilarating, but without a virtual assistant, it can quickly become overwhelming. Watching your vision come to life and connecting with customers across the globe is a dream come true. However, the constant juggling act of managing day-to-day operations, strategizing for growth, and keeping up with industry trends can leave you stretched thin.

That’s where a virtual assistant (VA) comes in. A skilled VA can help you reclaim your time, focus on high-level priorities, and take your business to the next level. But how do you know when it’s time to hire one? Here are the top signs your business is ready for a virtual assistant.

 

9 Reasons Why You Are Ready To Hire A Virtual Assistant

 

1. You’re Overwhelmed by Admin Tasks
2. You’re Missing Opportunities for Growth
3. You’re Struggling to Maintain Work-Life Balance
4. Your Business is Growing Faster Than You Can Handle
5. You Need Specialized Skills
6. You’re Spending Too Much Time On Social Media
7. You’re Not Managing & Growing Your Community Effectively
8. You’re Struggling To Manage Your Inbox and Newsletters
9. Your Revenue Can Support Outsourcing

Plua Final Thoughts

 

1. You’re Overwhelmed by Admin Tasks

If your to-do list is overflowing with administrative tasks like answering emails, scheduling ALL your content, and managing the backend of your business, it’s time to consider a virtual assistant. These repetitive yet essential duties can eat up hours of your day, leaving little time for strategic planning or creative projects. A VA can handle these responsibilities efficiently, freeing you to focus on what truly matters, growing your business.

 

2. You’re Missing Opportunities for Growth

When you’re too busy putting out fires and handling the details, it’s easy to miss opportunities for growth. Whether it’s launching a new product, networking with potential partners, or expanding your marketing efforts, a virtual assistant can take on the operational tasks that are holding you back. This allows you to focus on scaling your business and exploring new revenue streams.

 

Photo by Agung Pandit Wiguna

 

 

3. You’re Struggling to Maintain Work-Life Balance

Entrepreneurs often find themselves working long hours and sacrificing personal time to keep their businesses running. If you’re feeling burned out or your work-life balance is suffering, a virtual assistant can help lighten the load. Delegating tasks to a VA means you can prioritize self-care, family time, and the activities that bring you joy. No more missing family events, travel opportunities, or just downtime catching up on your new fav show.

 

4. Your Business is Growing Faster Than You Can Handle

Rapid growth is a great problem to have, but it can also be overwhelming. If your business is scaling quickly and you’re struggling to keep up with the increased workload, a virtual assistant can step in to provide the support you need. From customer service to social media management to content writing to community management, a VA can help you maintain quality as your business expands.

 

Photo by Antoni Shkraba

 

 

5. You Need Specialized Skills

Sometimes, your business requires expertise that you don’t have—and that’s okay! Virtual assistants often specialize in areas like product launches, digital marketing, project management, and more. Hiring a VA with the right skill set can help you tackle projects that require technical knowledge or creative flair without the need for extensive training.

 

6. You’re Spending Too Much Time on Social Media

Social media is an essential tool for online businesses, but it can also be a massive time sink. If you’re spending hours creating content, scheduling posts, and engaging with followers, a virtual assistant can help. A VA can take over social media management, ensuring your accounts remain active and engaging while you focus on other aspects of your business.

 

Photo by Polina Tankilevitch

 

 

7. You’re Not Managing and Growing Your Community Effectively

Building a loyal community of super fans can be one of the most rewarding aspects of running an online business, but it requires consistent effort. If you’re struggling to nurture relationships with your audience, respond to their needs, or foster engagement, a virtual assistant can step in. A VA can help you manage community platforms, create engaging content, and implement strategies to turn your followers into brand advocates who champion your business.

 

8. You’re Struggling to Manage Your Email Inbox and Newsletters

Your email inbox and newsletters are powerful tools for nurturing connections with your audience, but managing them effectively takes time and strategy. If your inbox is overflowing, or you’re struggling to create consistent, engaging email content, a virtual assistant can help. A VA can organize your inbox, ensure prompt responses, and craft compelling newsletters that keep your community informed, engaged, and loyal to your brand.

 

Photo by Maitree Rimthong

 

 

9. Your Revenue Can Support Outsourcing to a Virtual Assistant

One of the most critical signs that you’re ready for a virtual assistant is financial readiness. If your revenue consistently exceeds your expenses and you have the budget to invest in support, hiring a VA is a smart move. The time and energy you save by delegating tasks will likely lead to increased productivity and profitability.

 

Conclusion

Hiring a virtual assistant can be a game-changer for your online business. If you’ve recognized any of these signs, it might be time to take the leap and bring on a VA. By delegating tasks, you can focus on what you do best—leading your business to success.

Ready to explore how a virtual assistant can help your business? Contact us today to learn more about our tailored VA services designed to meet your unique needs.

Virtual Assistants and How They Give You Your Life Back

We all have too much on our plates causing us stress, exhaustion, and soon enough bitchiness, and that stress/bitchiness spills over into our quality time with friends and family. And, this is if you can muster up said quality time in the first place.

The joys of bringing on a freelancing Virtual Assistant are plentiful but let’s get to the nuts and bolts of the matter, MONEY. Firstly, if you were to hire an employee as opposed to a freelancer, then you would be responsible for overhead, medical insurance, vacation time, and sick pay which all add up quickly. You can instead use this money to grow your business.

There are also Virtual Assistants for just about everything and every niche and remember that you want quality, so going super cheap will only get you super cheap results. Recovering from sub-par work can be difficult.

Here are some of the ways that a freelancing virtual assistant can help your business:

• Blog Management – Editing, Formatting, Creating a Blog Calendar, & Scheduling Posts
• Content Creation – Writing blog posts on the subjects you requested
• Blog Content Research – Finding great content to share with your readers
• Social Media Management – Editing, Formatting, Basic Graphic Designs, Social Media Calendar, Group Administration, and scheduling posts
• Social Media Marketing – Coming up with marketing funnels that will suit the potential growth of your business
• Social Media Content Research – Finding great content to share with your followers
• Social Media Advertising – Helping to create amazing social media ads that increase traffic and converts them to customers
• Landing Page Creation – Creating the one page opt in’s where people are signing up for an offer
• Customer Service – This spans many facets such as phone support, web chat support, email support and many others
• Email Management – Taking care of your inbox with responses, organization and customer support
• Email Marketing – Creating your newsletters, managing your email list, creating email campaigns and editing/formatting emails – Specialties in particular programs as well
• Events Management – From planning through to the actual event and beyond which can include Sourcing Venues, Marketing the Event, Sourcing Vendors, Managing Registration, Billing, and Managing all Inquiries
• E-commerce Support – Order Processing, Inventory Management, Graphic Design, Listing Creation, Tracking of Orders, Analysis of Sales, and Customer Service
• Product Launch VA – Creating Sales Pages, Pre-launch set-up, Launching of product, Social Media Support, Affiliate Marketing, and Follow-up Marketing to name a few areas that need support
• Podcast Production – Schedule Guests, Writing Interview Questions, Editing Audio, Publishing, Writing Show Notes, and Promotion
• Administrative – Travel Planning, Meeting Scheduler, Spreadsheets, Billing & Collecting, Database Entry, Data Presentations, plus a lot more

These are just the things that I could come up with off the top of my head, but I know there are thousands of other ways that a Virtual Assistant can make your life easier. Research your niche or needs, and I am positive you will find someone that fits.

The #1 thing that most entrepreneurs struggle with when it comes to having a Virtual Assistant is knowing what work they should give them.

This problem is an easy to solve equation because it only involves having a 15-minute conversation. Tell the VA where you struggle, what tasks take up too much of your time, and what would make your life easier. I also strongly suggest that you look for a Virtual Assistant with some experience or training in the areas that you need the most help in to avoid too much of your time spent on instruction.

Virtual Assistants are there to help make your business successful, and they want your business to grow so that they can grow with you. These are not just people that come and go, but valuable relationships that can change the way you do business for the better and you, your friends and family will thank them for giving you your life back.

I would love to help you create your optimal business life balance so please check out my services page to see where I can best serve you.