How to Hire a Virtual Assistant

Have you ever wondered how you can quickly, easily, and cheaply add 20+ hours to your work week?

No, I’m not talking about using magic or manufacturing a time machine.

I’m talking about effectively hiring a Virtual Assistant (VA).

By delegating your repetitive and time-consuming tasks to a VA, you can reclaim your schedule, and systematically enhance your productivity.

Remember, your goal as a business owner isn’t to be working IN your business, it’s to be working ON your business.

Let’s dive into how you can free up more than 20 hours a week by integrating a VA into your daily operations.

Step 1: Audit Your Weekly Processes

Begin by evaluating your weekly tasks to determine what you can delegate.

List all the recurring tasks you perform each week and highlight those that are routine and don’t necessarily require your personal touch or a thoughtful strategy.

Think:

• Email Management
• Social Scheduling
• Data Entry
• Managing You Calendar

This step is crucial as it sets the foundation for what you can offload to a VA, effectively freeing up your schedule.

Step 2: Record Videos & Create SOPs

Before you bring a VA on board, prepare by creating Standard Operating Procedures (SOPs) and instructional videos.

These resources are vital as they ensure consistency in task execution and help your VA understand exactly how you want things done.

Pro Tip: DO NOT skip this step. You don’t want to be paying a VA to learn on the job.

Where to Store Your Videos/SOPs

Choose accessible and secure platforms like Google Drive or Notion to store these documents and videos.

These tools not only facilitate easy access and organization but also allow for real-time updates and collaboration.

From there, you can simply share those documents with your new VA!

Step 3: Find Your VA

Finding the right VA is pivotal for ensuring that the relationship adds value to your operations.

My favorite places to find a VA are platforms like Upwork and OnlineJobs | ph.

Upwork

Upwork offers a diverse pool of freelancers where you can post your job description, review applications, and select candidates based on their skills and previous work experiences.

OnlineJobs | ph

A platform focused on Filipino talent, OnlineJobs | ph provides access to skilled VAs who often have experience in various administrative tasks, all at competitive rates.

Step 4: Assess Your VA

Hiring the right VA involves thorough assessment through interviews and practical tests.

Interview Your Potential VA

Conduct a standard interview to gauge their understanding of the job and to assess their communication skills.

It’s an opportunity to understand their problem-solving abilities and their comfort with the tasks at hand.

Typically, this can be conducted over a 20 minute Zoom call.

The biggest things you’re looking for are:

• Their ability to perform tasks (ask for examples)
• Communication skills
• How timely & accurate they are with the “homework.”

Test Period & Homework

Assign a short-term project or set of tasks as a trial period.

This phase is critical to observe their working style:

• Do they proactively ask questions?
• Are their questions pertinent and demonstrate a clear understanding of the tasks?
• How do they manage updates and communications?
• Assess the time they take to complete tasks and the quality of their work.

Pro Tip: Set Expectations. Don’t be vague. Tell them what the outcome of the project should look like, and when you need it done by.

Step 5: Hire Your VA

BOOM! If you’ve done everything correctly, you’re on your way to hiring.

What’s a Fair Rate for a VA?

A fair starting wage for a VA can vary but typically starts around $800-$1,000 per month.

However, rates can adjust based on skill level, task complexity, and market standards.

When you’re hiring a VA, start out on the lower end of the price spectrum, and bake in bonuses as you go.

Remember, a $200 bonus is HUGE on top of an $800/month salary.

VA Hiring Tips

I’ve been through the ringer with crappy VA’s. Here are a few things I wish I knew in advance.

Ask for Samples First

Before finalizing your VA, ask for samples of their previous work to assess their competency and quality.

Be Overly Detailed

When assigning tasks, the more detailed you are, the better the outcomes.

Clear instructions eliminate ambiguities and increase efficiency.

Give Clear Feedback

Constructive feedback is essential for growth and improvement.

Communicate openly about what’s working and what’s not.

BONUS: Use Your VA as Your “Help Desk”

Once you’re satisfied with your VA’s work output, you can use them as a client help desk (if applicable).

In the past, I’ve setup a help @ email address and let clients directly send my VA small tasks/asks.

Pro Tip: Communicate what can/can’t be sent to the help desk with your clients. You don’t want them asking for a brand new website (I’ve had this happen)!

What Can a VA Help You With?

A VA can dramatically lighten your workload by taking over:

• Customer support and client management.
• Full inbox and calendar management—imagine never having to open your email!
• Tedious data entry tasks.
• Preparing daily briefings so you start your day organized.
• Booking travel, restaurants, managing itineraries, and even purchasing gifts.

The sky is the limit!

Remember:

The goal is to get you OUT of the day to day nitty gritty.