Tips For Working With a Virtual Assistant
We all get to that point as entrepreneurs where we think about working with a virtual assistant. You know, the point when you have clients and you’re starting to make money. Small but important tasks slip through the cracks and don’t get done, and your calendar is a bit of a mess. Your responsibilities are increasing, and you begin to walk the line between task overwhelm and “I can handle this”.
The real question is, why would you? Why would you stress your self out, overwork, and deal with the exhaustion if you didn’t have to?
I understand the obvious hesitations - spending the money and finding the right person. What if it doesn’t work out and you have to start again training someone new? But I have seen a healthy number of clients wait longer than they should and then they feel pressured to hire quickly.
I went through a few VA’s myself. The good news is I have enough experience to give you some helpful tips on hiring and working with a virtual assistant effectively.
Many of my clients ask my advice on finding the best VA for them. They usually aren’t sure what to delegate, or how to delegate. It’s not always clear if a VA does the specific things you need for your business. The whole process can be stressful if it’s your first hire and you know nothing about it, so I have helped them through the process.
Here are my top tips for hiring and working with a virtual assistant:
Get your processes in order BEFORE you look for a VA
As you are documenting your processes, such as onboarding, consider all the tasks. It can be daunting to see the list of what’s required for you to maintain and grow your business!
Make your lists
Take all the tasks from your processes and divide them into two lists: “owner only” - the things you absolutely must do yourself, and “things you want someone to handle”.
Decide which type of person you need to hire
Look at your list of items to delegate and what type the majority of them are. Are they administrative, technical, or social media heavy? Then you can hire someone according to where you need the most help. Or maybe you need both a VA and a social media manager.
Go over your list on your interview calls
Let your potential hires know exactly what you’re looking for. This sets expectations right up front on both sides of this working partnership. And make sure you ask what they do and don’t have experience with. Just because they say they can do something, doesn’t mean they have yet.
Schedule a regular strategy session, and prepare for it
Once you’ve hired someone, you are a team, not a hierarchy. They need to know about your plans and strategy so they can see the bigger picture, too. Speak at least monthly about your goals and the steps you have to take to reach them. You want your VA to get to know you so they can take initiative.
Keep all of your notes, questions, and ideas in the same place
Another time saver for both of you. There will be a lot discussed and you’ll want to refer to what you documented. After your calls you will have assignments too, so you will want to have easy access to your discussion notes.
Determine how you are going to communicate
Sending tasks over too many platforms will get confusing. Things will get lost and you’ll waste time tracking down what you’re looking for. Make sure that both of you are comfortable with the communication platforms you choose so that it’s easy for you and your virtual assistant.
Establish a trial period
Make sure your contract clearly states that if it’s not a good fit after 30, 60, or 90 days either of you can end the relationship.
Where can you find the right virtual assistant? You can ask for referrals, and check in your networking groups. Word of mouth is an excellent way to find someone.
If you want help or need guidance with this, establishing your processes, and delegating tasks, you might be a great fit for my Path of Action Group. Schedule a call and I can tell you more.
P.S. Ready to stop spinning in place and get to the other side of your goals? Here are several ways I can help:
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