How do I know if I need a VA?
Like most business owners, you’re probably juggling many balls at once. You might be trying to manage your social media accounts, keep track of customer inquiries, and handle all the other day-to-day tasks essential to keeping your business humming.
Wouldn’t it be great to have someone help you with all that? That’s where a virtual assistant comes in.
Virtual assistants can take care of all sorts of tasks for you, from managing your content production and social media accounts to customer service inquiries and basic bookkeeping.
They can even help you develop ideas for marketing your business and growing your customer base. But how do you search for and hire the right virtual assistant for your business?
How to get a Quality VA that will fulfill your needs
There are a few things to consider when hiring a virtual assistant. You want to ensure that you find someone who is reliable, trustworthy, and competent. Here are a few tips on how to hire a great virtual assistant for your online business:
1. Make a list of the tasks you need help with.
Before you start your search for a virtual assistant, you must know what tasks you need help with. Having a list of tasks will make it easier to find someone who is a good fit for your business and your needs.
Some everyday tasks that businesses outsource to virtual assistants include:
- Social media management
- Customer service
- Bookkeeping
- Data entry
- Scheduling
- Outreach
Think about which tasks you need help with the most, and make a list. This will be helpful when you start interviewing potential candidates. Moreover, get recommendations from other business owners.
If you are in the business world, you may know a person or two who already have a VA for day-to-day activities.
2. Look for someone with the right skills and experience.
When you’re looking for a virtual assistant, it’s crucial to find someone with the right skills and experience for you. Ideally, you want someone with experience in a similar business or industry.
For example, if you’re a real estate agent, you may want to look for a virtual assistant who has experience working in the real estate industry. But if you are an artist, you might want to hire someone with more experience in design.
How to know their skills? You can learn more about a potential candidate’s skills and experience during your research by reading their online reviews and testimonials, and previous work.
3. Check references, reviews and talk to several VAs.
Once you’ve found a few potential candidates, be sure to check their references. Doing your due diligende is an important step in the hiring process, as it will give you a better idea of their work history and experience.
When hiring a virtual assistant, it’s essential to ensure they’re a good fit for your business. Ensuring you have the right VA means more than just having the right skills and experience. For a good VA experience, it is also good to have someone that aligns with your personality.
Look at their resume, how they type, and their comments, and if necessary, have a quick chat to figure out this person’s personality. Ideally, you want someone who is excited about helping you grow your business.
Take your time to interview candidates and get to know them. This will help you determine if they’re a good fit for your business needs. Never underestimate this step!
4. Set up a trial period
Once you’ve found a candidate you think is a good fit, it’s a good idea to set up a trial period. Having a trial period will allow you to see how they work and assess for a fair period if they are a good fit for your business.
During the trial period, be sure to give them plenty of feedback so they can make any necessary adjustments. Also, try to give them a broad variety of activities, from easy to complex tasks in order for them to have the opportunity to showcase their abilities.
After the trial period, you can decide if this VA is for you and if you want to hire them permanently.
5. Let the VA know about your decision (don’t waste their time)
If it is a yes or a no, let them know
If you’ve decided to hire a virtual assistant, let them know as soon as possible. Letting them know immediately will help avoid any misunderstandings or wasted time on their part.
Be sure to communicate your decision clearly so that there is no confusion. You should also provide them with all the relevant information about why they were chosen or not.
If you’ve decided not to hire a virtual assistant, it’s still important to communicate this to them on time. Being transparent will help avoid any hurt feelings or wasted time on their part.
You should also thank them for their time and let them know that you appreciate their interest in working with you.
6. Get the right contract in place.
After you choose your virtual assistant, it’s important to have the right contract in place. This will protect both you and the VA, and it will help ensure that both parties are clear on the expectations and terms of the job.
Be sure to include important details such as the scope of work, payment terms, and any other relevant information. This will help ensure that there is no confusion down the road.
7. Negotiate pay and hours
In order to have a healthy relationship with your virtual assistant, it’s important to negotiate pay and hours upfront. Having a contract will help ensure that both parties are happy with the arrangement.
Be sure to discuss your budget and the hours you need assistance with so that you can come to an agreement that works for both of you. It’s also a good idea to have a written agreement so that there is no confusion down the road.
As your business grows, you may need to renegotiate the pay and hours for your virtual assistant. Having renegotiations is perfectly normal, and it’s a good idea to do this regularly.
Be sure to discuss your needs and budget with the VA so that they can provide their best possible service. You should also be clear about your expectations for their work hours and availability.
By following these tips, you can be sure to find the right virtual assistant for your business. With the help of a great VA, you can free up your time so that you can focus on growing your business.
8. Set up clear expectations
After the contract and before your virtual assistant starts working, set clear expectations and communication channels. Having things clear will help ensure that both parties are on the same page and ready to start.
You must let your VA know how often you expect to communicate, what hours they’ll be working, and any other relevant information.
You should also set up a system for giving feedback so that you can let them know how they’re doing and if any areas need improvement.
9. Have regular check-ins
Even after you’ve found the perfect virtual assistant, it’s important to have regular check-ins. Regular contact will help ensure that they’re still meeting your needs and that there are no problems with the arrangement.
If you did your due diligence and have a great VA, you can cover this with one or two hours a week. In this meeting, you both can assess deliverables and work on the health of the business relationship in the long term.
10. Let the VA know if there are any problems. Give feedback
If you ever have any problems with your virtual assistant, let them know immediately. Being transparent will help avoid any misunderstandings or issues down the road.
It’s also a good idea to have a system in place for giving feedback so that you can let them know if there are any areas where they need improvement.
It’s essential to give feedback to your VA because it helps them understand what they’re doing well and where they need improvement. Having an open contact channel of communication will help them provide the best possible service to you and your business.
Be sure to give positive and negative feedback so they can learn and grow.
Where to find VA’s?
Some of the web pages where you can find VA’s are:
- Upwork
- Fiverr
- Zirtual
- Virtual Staff Finder
- OnlineJobs.ph
Wrapping UP
A virtual assistant can be a great asset to any online business owner. By following the tips above, you can ensure that you find a competent and reliable VA who will help you take your business to the next level.
Marcos Isaias founder at misaias.com. A PMI Certified Project Management Consultant for Telecoms and Technology companies with 7+ Years of experience. He enjoys blogging about Project Management and online business tips and tricks.
