Not sure if you need a virtual assistant? You might.
Here are seven steps you can take to make sure your VA is perfect for the job:
Make a list of tasks you want help with
Before you start looking for a virtual assistant, it’s important to make a list of the tasks that you want help with. Start by making your own list (I know, I know), and then prioritize it based on necessity and difficulty.
For example, if you need help with social media management every day but don’t need any specific projects completed at any one time, then this would be listed as something that takes priority over other tasks like writing or research since it happens daily. However, if there’s an upcoming project due next week and you’re still trying to figure out what exactly needs to be done in order for the project to be successful (e.g., whether or not it has been approved by your boss), then this would be listed lower on the priority scale because there isn’t much else going on right now besides getting prepared for that upcoming deadline.
List relevant skills
When you’re getting started, it’s helpful to list the skills that are relevant to your business. You should also think about what skills are unnecessary or ones that aren’t important but would be nice to have if possible. For example:
- If you have an eCommerce store, then having knowledge of Shopify isn’t necessary but could be helpful if someone knows how much time it takes to set up a store on this platform and what kind of knowledge is required from a virtual assistant. If a potential candidate has experience with Shopify, then they may be able to save you some time and money if hired as your VA.
- If you’re hiring a VA for administrative work (e.g., filing), then knowing how much experience they have with Excel might make them more valuable than someone who doesn’t know any spreadsheets at all!
Set clear expectations
Before you hire anyone, make sure to do some self-reflection on how you want your VA to help. What tasks would you like them to complete? How often? How many hours per week?
If you aren’t sure about the answers to these questions, that’s okay—it’s better than jumping right into hiring someone without knowing what they’re getting themselves into.
You’ll need to write down the tasks and expectations so that when it comes time to interview potential candidates (more on this in a bit), they have a clear idea of what they need to do if hired by you.
Ask and answer questions
As you’re interviewing potential virtual assistants, it’s important to ask questions that will help you both clarify expectations and get a sense of whether or not the person is a good fit for your needs. Here are some examples of questions you might ask:
- What are your qualifications?
- Can I see samples of previous work? (If so, what kind of samples would be helpful?)
- Why do you want this job?
Asking questions during interviews is also an opportunity to give your interviewee an idea of what it’s like working with you. These types of back-and-forth exchanges can reveal more about how well someone would fit into your business than simply reading résumés and cover letters could ever tell you.
Offer feedback
When you offer feedback, it’s important to be specific, timely, and actionable. Feedback is constructive only when it’s specific, timely, and actionable. The following guidelines can help you deliver effective feedback to your virtual assistant:
- Specific
- Timely (i.e., not vague)
- Actionable (i.e., not just a suggestion)
Be respectful of their time off
As much as you might be tempted to think that a virtual assistant will always be available to work whenever you need them, it’s important to remember that they have lives outside of work. They may have family commitments or other responsibilities that prevent them from being able to respond immediately when you reach out.
Be respectful of their time off by scheduling your own tasks for times when your VA is not working. This also prevents interruptions during their personal time and gives them an opportunity to relax without feeling like they’re constantly on call for work-related matters.
If possible, try using tools like Slack or Skype for communicating with each other if the remote employee is not in the same building as you. These platforms are designed specifically for team communication and provide a quick way for both parties involved in the conversation (you and your VA) to remain connected at all times while still maintaining a healthy work/life balance. You can also opt for email over these platforms if needed – just make sure that everything gets done within reasonable limits (for example: do not expect responses within 30 minutes).
You can hire an assistant to free up your time and give them a great work opportunity.
You may be thinking, “This sounds great, but I can’t afford a virtual assistant.” It’s true that hiring a virtual assistant is an investment. But it’s also true that you don’t have to pay them full-time rates or benefits. You can hire an assistant to free up your time and give them a great work opportunity.
You can hire an assistant in any field where there is already expertise and skills needed: accounting, marketing, web development/design, writing and translation services (to name just a few). You will benefit from having someone who understands your business needs so they can help you grow your business or personal life as well as take care of all those little things that take up so much time for busy professionals like yourself.
We hope these tips have helped you get a better idea of how to hire a virtual assistant. The most important thing is to be clear about what type of work you need to be done and how often, so that you can find someone who’s right for the job. And don’t forget—as we mentioned earlier, the best way to make sure your VA is doing their job well is by giving them feedback! If they do something well or could improve on something else, let them know. It’ll help both of you stay on track while also making sure they feel supported along the way.