Are you feeling overwhelmed with all of the tasks that need to be done to run your online business? Then, you may want to consider hiring a virtual assistant (VA).
Before we go any further, let me answer a common question…
What is a Virtual Assistant?
VA’s are independent contractors who work remotely, usually from their homes. They provide project management, podcast booking, calendar management, customer service, social media management, and more!
Virtual assistants can be a great asset to your business in several ways. One of the biggest reasons is that it relieves you from putting time and energy into those tasks you don’t enjoy doing but have been doing because they need to be done. But more importantly, having a VA gives you the freedom to spend your time and effort on the areas of your business you enjoy, bring in cash, and can’t be outsourced (i.e., coaching an individual or group).
However, before you can hire a VA, you’ll want to think about the tasks you want to outsource, your budget, what skills a VA will need, and if they’ll need particular software to do the tasks. And of course, there will also be some training involved too. So let’s discuss this in more depth.
Successfully Hiring Your New Virtual Assistant
When you’re ready to take the plunge and hire a virtual assistant, keep a few things in mind. Here are three of them:
1. Define the specific tasks you need help with.
First, you need to determine what tasks you want to outsource. If you’re unsure, the easiest place to start is to think about the tasks you ‘dread’ doing that need to be done, but you continuously put them off (or you don’t put them off but don’t exactly handle them in a timely manner).
For example, customer service. You know how important it is to make sure your customers are able to access their purchases and respond in a timely fashion if they’re having trouble with something or have a question. Still, you don’t enjoy handling the issues/queries, so you don’t respond in a timely manner. This can leave customers frustrated and unhappy. And in some cases, a dissatisfied customer will voice their complaints publicly (a negative review, post on social media, etc.) – not exactly great for your business reputation! Handing this task over to a VA will ensure your customers are taken care of efficiently and leave them feeling good about their purchase which can turn into a domino effect – purchasing more and more from you and even becoming a raving fan.
2. Research different virtual assistants.
The quickest way to do this is to ask your business friends and colleagues for recommendations. Be aware that if they’ve found a good VA, they’re probably hanging onto them, and that VA may not have room to take on new clients.
If that’s the case, don’t be discouraged! You came to the right place. As a VA myself, even if I am unavailable, I have a great Rolodex of highly qualified virtual assistants I can recommend.
3. Interview a few candidates and choose the best one for your business needs. Be sure to ask lots of questions and get a sense of their work style and also them as a person. Here are some key questions you’ll want to ask during each interview:
- What are their rates?
- How do they bill (first of the month, after work is done, etc.)?
- Do they have any experience with the types of tasks you need help with?
- How many hours per week are they available to work? (You could also ask if they’re available on weekends if you know you’ll need work done then.)
- What is their turnaround time for projects?
- What is their preferred communication method – email, Zoom, or a project management system?
A note about rates: there is a vast range of pricing for VAs. For example, specialized VAs often charge more than a VA that handles more “general” tasks. You may also find that a VA who has been in the industry a lot longer than a newer VA probably charges a higher rate. To provide clarity, a newer VA with less than two years of experience may charge in the $15-22 per hour range. For someone with executive assistant before starting their VA business like myself, rates start at $40 per hour. If they’re a techy, their rates will likely start at $65 per hour.
If a VA’s rates are outside your budget, you can always ask them if they have a smaller package (if they work on retainers or packaged services). If they don’t, and it was a VA you really connected with and got the vibe that they would be a great asset to you and your business, you could discuss your budget with them and see if there is a way to work together.
After you’ve done the interviews and hired (don’t forget to let the candidates you didn’t hire know, so they’re not waiting for a response from you) a VA, it’s time to train them.
Successfully Training Your New Virtual Assistant
One thing to keep in mind here – a newer VA will require more handholding/training than a more experienced one. But even a more experienced VA will need some training to ensure tasks are being completed according to your wants and business needs.
Here are five things to keep in mind when training a VA:
1. Start with the basics.
This includes things like how to log into any necessary accounts (the URLs, username, password, etc. If possible, when sharing login details, it’s a good idea to use something like LastPass or another password manager.), where to find files or templates they may need, and what your expectations are for due dates.
2. Document processes.
If you have any specific processes that need to be followed, document them and send them to your VA. This is especially important if the task is something that needs to be done regularly, like scheduling social media posts or customer service tasks.
While the written word is a great way to document processes and build up a standard operating procedures (SOPs) library, video can also be used to show the process of completing tasks visually. Sometimes, it’s easier to see something done versus just reading how to do it.
3. Don’t micromanage. Instead, empower your VA to make decisions on their own.
This may sound contradictory because you are training a new VA, after all. However, you don’t want to get into the habit of micromanaging every little detail – this will defeat the purpose of hiring a VA. Instead, empower your VA to make decisions on their own, knowing that you can give feedback and they can tweak things moving forward.
An example of something you don’t need to micromanage would be something like formatting a document. Then, if the VA isn’t sure of your preference, they can just make a decision and move forward on the project.
4. Give feedback.
The VA is not a mind reader. So if they’re turning in projects with no feedback from you, they’ll think their work is up to par and your liking. This doesn’t mean you need to give feedback on every little detail, though.
Of course, there will be questions initially, but the better-documented processes (as mentioned in #2 above) you have can help head off some of those questions before the VA even thinks to ask.
5. Be open to their feedback & suggestions.
Just as in #4 above, where you give your VA feedback, be open to any feedback or suggestions they may have. For example, maybe you’ve been doing something one way, but they have a different approach that is quicker and easier. Or perhaps you’ve been working with specific software, but the VA knows of an alternative that is less expensive and does more than the current one.
And that’s it! By following these steps, you’ll be able to hire a virtual assistant and train them so they can be a valuable part of your team.
Please keep in mind that it will take time for the two of you to find a groove, a workflow, that works best for both of you. Once you get going, if you find the VA isn’t a good fit, you may have to let them go – that’s ok and can be a part of finding the “perfect” VA for you. One thing to remember, if you do find yourself having to let a VA go, is don’t let one bad experience stop you from continuing the hunt! When you find the right one, I promise that when the magic happens, be sure to hang onto them!
Do you have any questions about hiring or training a VA ? Send me an email!