The Ultimate Guide to Hiring a Virtual Assistant
In the beginning, there’s just you.
Small business owner. Indie business owner. Solopreneur. Founder. Whatever your official title, you’re also the dogsbody; you do everything. Creating, marketing, networking, writing, email management. The list is endless.
Eventually, it’s time to delegate some business necessities. Those tasks that need doing but take up too much of your time. After all, you didn’t start a business just to live in your inbox. You need an assistant.
Perhaps you’re not ready to hire somebody full-time. Maybe you run a home-based business or your brick-and-mortar shop doesn’t have room for another person. Help is still available.
Have you considered a Virtual Assistant?
As the name implies, virtual assistants offer virtual support, accessing the necessary tools and accounts online, like email, shared calendars, and project management programmes.
You don’t need to share your space or spend money on an office because virtual assistants work from their own homes or office space.
When to hire a virtual assistant
If you could delegate boring tasks to someone else and focus on just the fun stuff, would you? It’s a no-brainer, surely. But there are other factors to consider. Answering the following 8 questions can help you decide. Read the questions and answer each one with a yes (Y) or no (N).
8 questions to answer before hiring a virtual assistant
Need time to create/grow
Do you need more time to focus on new ideas, developments and business growth? Y/N
Missing deadlines
Have you missed one too many deadlines because you’re so busy or distracted? Y/N
Procrastinating tasks
Do you find yourself putting off tasks you can’t do or don’t enjoy? Y/N
Too much administrative work
Are you spending too much time tackling admin and there’s a lot of admin? Y/N
Ready to scale
Is it time to scale up your business in the next few months/year? Y/N
Making too many mistakes
Are you regularly missing spelling and grammar mistakes or you’ve emailed the wrong paperwork to a client (again)? Y/N
Overwhelmed
Have the extra hours, stress and endless to-do list become too much? Y/N
Financially stable
Is there enough money to hire someone? Y/N
If you’ve answered ‘yes’ to most of these questions (including question 8) you’re likely ready to hire.
The next step is to decide what tasks you need or want to delegate. You need to create a task wish list.
Creating a Task Wish List
Write down all the tasks you do and how long each usually takes. Look at the list. Which tasks could you delegate? Think back to question 3 ‘procrastinating tasks’ and list the tasks you’re putting off for any reason. Now, mentally let go of those tasks.
How do you feel now you don’t have to do them? How much time would this free up to focus on growing your business? Add those tasks to your task wish list. Now you need to future-proof your task wish list.
Consider the next step in your business plan. What projects haven’t you gotten around to yet? What networking opportunities have you been putting off because there wasn’t time?
Write down the tasks involved in your future projects. Now, mentally delegate the tasks that don’t excite you or that you’re uncertain about how to do. Estimate how long these tasks will take.
Remember, this is a wish list, not a final list. It’s still possible that you’ll do some of these tasks yourself. One task might be a great learning opportunity that opens doors for you. Another task might just be good business sense for you to do as the business owner.
You now have a future-proof task wish list. Now it’s time to find the right virtual assistant for you and your business.
Which type of virtual assistant does your business need?
When you’re ready to hire a virtual assistant, which kind do you hire? What business support do you need, both now and in the near future?
This is where your Task Wish List comes in. Look through the list of tasks and arrange them in categories that make sense to you. These could be general admin, marketing, social media.
Typically you’ll have a lot of general admin tasks. This could mean you need a General Admin Virtual Assistant who can:
respond to customer emails.
book appointments.
prepare documents.
create forms and surveys.
draft standard operating procedures and training materials.
take meeting notes.
If you need help with general admin support and perhaps marketing or social media, you may benefit from a virtual assistant with a specific niche. You may need a virtual assistant that offers more.
One of the most sought-after types of virtual assistants for indie businesses, small businesses and startups is a copywriter.
Copywriters are skilled at writing persuasive copy and content that attracts your target audience. A copywriter will advertise your business and help you sell more. Copywriting is a specialised skill which can include understanding SEO (Search Engine Optimisation) and making your business easier to find online.
From web copy to blog posts, email promotions to item descriptions, a virtual assistant copywriter or freelance copywriter will write whatever your business needs. They can even support your social media campaigns.
If you need a virtual assistant who is also a copywriter, I have great news. I’m a virtual assistant and copywriter.
Whichever type of virtual assistant you choose, there are certain traits or characteristics all Virtual Assistants need to have.
Essential Characteristics of a Virtual Assistant
Reliable - complete tasks, protect your information and represent your business.
Organised - utilise systems that track information and tasks for multiple businesses.
Resourceful - find solutions to ongoing issues and know where to look for answers.
Self-motivated - drive and discipline to get tasks done on time, make progress, even in the face of setbacks.
Time Management - prioritise time-sensitive requests while still completing other work on time.
Communicative - strong verbal and written communication skills, maintain regular contact with work updates.
Detail-oriented - ask clarifying questions to fully understand tasks, catch mistakes before they become public.
Creative - brainstorm ideas, help create new initiatives.
Task management - complete similar tasks in one go or block out time for focused work.
An example of task management is email management. Rather than waiting for and responding to clients' emails as they come in, virtual assistants designate time throughout the day to manage email correspondence. This method reduces the time and energy wasted in switching between tasks, helping to improve focus and productivity.
Where to find a virtual assistant
Once you know what type of virtual assistant you need, it’s time to find one. And it’s important to make time to look for one.
4 ways to find a virtual assistant
Advertise - Let people know you’re looking. Add the job description (with benefits and perks) to your website and share a link on your social media. The best-case scenario is a fan of your business is exactly who you need and would love to work with you. You can also advertise on job boards or groups, such as Facebook.
Inbox - Virtual assistants look for work in different ways. The adage “if you want something, ask” is exactly what “cold outreach” is - contacting businesses and asking if they need business support. Check your inbox (including spam) as someone might have already been in touch asking if you need help.
LinkedIn - The platform is primarily used for professional networking. Search for virtual assistant plus the niche you want, for example, “virtual assistant” “general admin” “copywriter”. Read about their experience and visit their website. Don’t forget to check their social media too. They might be all business on LinkedIn but more personal on Twitter or Instagram. Imagine hiring someone who is great at their job and also loves [that thing you love]. If you like what you see, reach out and let them know about the position.
Network - Ask around your network for any referrals. Friends, relatives, and fellow small business owners. Someone might already be working with the virtual assistant that’s right for you. And they already come with built-in approval. Social proof at its finest.
And the next time you’re looking for a new team member, your virtual assistant could do all this for you.
Once you’ve found someone you think would be a good fit, the next consideration is cost and hiring.
Costs and Contracts
How much does a virtual assistant cost? First, consider that a Virtual Assistant is not your employee, they are a contractor. So you won’t have to pay any National Insurance contributions, staff benefits, or payroll administration costs for them.
A virtual assistant works virtually from their location with their equipment, so you don’t have to pay for desk floor space or office equipment either.
When it comes to the actual money cost, Virtual Assistants typically have two different kinds of billing models; hours-based or deliverables-based.
An hours-based package is when you pay for a set number of hours worked per billing cycle.
A deliverables-based package is when you pay for specific outcomes, tasks or results.
You can hire a virtual assistant for a short period or one project to see how well you work together.
Explain what you need. Share your task wish list and business objectives in as much detail as you feel comfortable. The Virtual Assistant will take this information away and provide you with a proposal, listing what they can do and what it will cost.
When you see the price, it may be a bit of a surprise. A decent virtual assistant is not cheap; you’re paying for their experience and skills.
Consider the value a Virtual Assistant brings to your business. What are they taking off your plate? How much experience do they have in those tasks? How long have they been a Virtual Assistant? Remember, you’re investing in your business and your peace of mind.
Once you agree to the proposal, the next step is your contract. A contract protects both you and the virtual assistant. It details your expectations, deliverables, timescale and payment.
A contract should list the expectations of both parties, including any boundaries. For example, a virtual assistant tends to choose their set working hours. Late-night calls about work or sudden video calls in the middle of the day would not be welcome. Your virtual assistant is entitled to a work/life balance. They’ll also be working with other clients. Take time to agree on what levelof contact you need and how to deal with emergencies.
If the contract feels good to you, sign it. If it doesn’t feel good, don’t sign it. Ask questions if you need to. The Virtual Assistant should be responsive and prepared to clarify any points you’re unsure about.
If you choose not to hire them, let them know. Don’t leave them in limbo or “ghost” them. They’re running a business too. How frustrated would you be if a potential client suddenly gave you the silent treatment? Please be professional, it’s better for them to know than to wonder what happened.
Onboarding
Now you’ve hired your virtual assistant. Congratulations! They are ready to work for you. It’s time to provide your new virtual assistant with the information and access they need to begin, also known as the onboarding process.
How to onboard a virtual assistant
Set up IT and permissions
Work won’t get done without appropriate access to your business programmes and email accounts. Set up IT access and permissions to the accounts your virtual assistant should access. You might want to give them a separate email account with your business domain name or give them sole responsibility for an existing inbox.
Discuss company culture
You’ll probably have already discussed some aspects of your business or company culture, but now’s a great time to repeat them. What are the goals of your company? Do you make a point of giving back to the community? Are you welcoming of new ideas and ways of doing things?
Introduce to the team
Your working team could be just you. But you also have a support network that helps you get the job done. Introduce your new virtual assistant to the people they’ll be working with or interacting with as part of their job.
Signpost training
A virtual assistant already knows how to do the basics. But there’s always new stuff to learn. If you use a specific newsletter service, share hacks or top tips. Training depends on you and your needs. The time it takes to onboard your virtual assistant will count towards their retainer hours (billing module) or be included in the pricing (deliverables-based.)
Provide checklists
You’ll probably have checklists for many of the tasks you regularly do. Share checklists before the task starts, giving your virtual assistant time to read through them. Don’t send all your lists through at once. Even the most experienced virtual assistant can be overwhelmed with too much information.
Set clear expectations
Some business owners prefer to delegate outcomes rather than tasks. Instead of “I want my blog in this typeface, this size, with images and full editing published by 2 pm on a Wednesday” try “ I want my blog posts to look the same and be posted on a similar, regular schedule.” That’s the outcome.
The level of autonomy will change depending on the project or the task. Make sure your virtual assistant knows how much autonomy they have.
Agree on a feedback process
All working relationships need good communication. Feedback helps your virtual assistant learn and improve. Two-way feedback allows your virtual assistant to share their thoughts and discoveries with you, including faster ways of doing regular activities.
Mutually agree on when and how to provide feedback. Your virtual assistant should be giving you progress updates, but you may have a preference for when and how you receive this information.
Share specific preferences
We all have favourites. If you’re looking to guest on a podcast, share a list of your favourite podcasts for your virtual assistant to research. If you’re trying to be more eco-friendly and need a new supplier, mention your preference for an eco-friendly supplier.
Depending on your business, there will be other things you’ll need to share. Stagger the onboarding process in a way that makes sense.
TL;DR How To Hire a Virtual Assistant
Sure, it’s a process. But hiring the right virtual assistant for your business is priceless. And with luck, you may only need to do this once. Just remember that each step along the way takes you closer to that ideal working partnership:
Six Steps to Hire a Virtual Assistant
Step 1: Know when you should hire.
Step 2: Understand which type suits your short-term needs and long-term goals.
Step 3: Recognise essential characteristics.
Step 4: Find a Virtual Assistant.
Step 5: Consider costs and contracts.
Step 6: Onboarding - give them what they need to do the job well.
Go forth and find the virtual assistant that will help you do more of what you love.
And if you’re looking for a virtual assistant who can also give you captivating copy and content, you’ve found one already.
Mary Wyrd provides business-boosting admin, copy and content for busy creatives