Technology allows us the ability and flexibility to accomplish a variety of tasks much more efficiently that we used to… which is amazing, right? Technology also has a tendency to divert our attention and demand our time. (I mean, who hasn’t gotten sucked into social media or sorting through emails only to find the hours in your day waste away all too quickly?)

As a business owner, chances are you wear many different, if not ALL the hats. You’re the creative mind AND the practical thinker, the accountant AND the marketer. With so much going on, it can be easy to see what it is you’re really passionate about doing fall by the wayside and end up spending the bulk of your time doing anything BUT what you really love doing!

Luckily, technology also makes it possible for you to connect with people all over the world… people that have skills and talents that you might not have, or at least enjoy spending their time supporting ambitious entrepreneurs like you in the journey to grow a business.

If you’re ready to offload some of those daily and weekly to dos and get a little more of your time back, hiring a virtual assistant is a great option to consider.

Now, before you give in to the fear of handing off important tasks or trusting your business to a stranger, we want to let you know that every fear and hesitation you’re feeling is TOTALLY NORMAL! As business owners ourselves, we feel the same things! Just know that honest, talented, trustworthy, and reliable assistants DO exist and our mission is to prove it to each and every one of our clients.

That said, whether you choose us or find your perfect assistant elsewhere, we want you to feel confident in your search for a VA. So, we have gathered some of the most commonly asked questions about hiring a virtual assistant and want to share some of our best advice and a few insider tips to help set you up for success in finding the right virtual assistant for you.

How do I know when it’s the right time to hire a VA?

This is a tricky one. As small business owners, we know it can be difficult to balance income and financial obligations with the need for extra support. It’s important to consider the financial side of things, but we always advise people to take a step away from the money perspective and look at the sacrifices and pay offs of what they’re doing.

What should I have a VA do for me?

The answer to this question is as unique as you and your business. Here’s a quick exercise to help narrow down some items that might be good to hand off to a virtual assistant.

• Start making a list of all the things you do for your business every single day – don’t skip anything, no matter how big or small. Some of these things might include sorting your email inbox and responding to emails, coordinating and scheduling appointments, posting on social media, writing blog posts, updating your website, making phone calls, meeting with partners or clients, etc. Do this for 3-5 full days or until you feel like you’ve gotten a thorough list of all the tasks that take up your time.
• When you’re finished with your list, review it and break it down down into the following categories (you can either add the letter next to each task on your list or create a new chart to organize your list with):
  • a) Things you love to do. Things that make you feel motivated, inspired, and happy about your biz.
  • b) Things you really don’t like to do, but really need to get done for your business to run smoothly – the “obligatories and mandatories” that really to pay off in the end.
  • c) Easy, repetitive tasks that don’t bother you, but are super simple and basic – anyone could do them and, while business doesn’t depend on it, they do need to get done.
  • d) Things that should be done or getting worked on, but you don’t know how to do them or don’t have the resources to do them.
  • e) Things you would love to do and would help your business, but you just don’t have time for right now.
  • f) Things you would like to have done for your business in the future – things on your “someday list,” but that you haven’t had time, resources, or skills to make them happen.
  • g) Things that you do, but don’t really need to do at all – things that can be eliminated altogether.
• Once you have your tasks broken down into those categories, pay special attention and review lists B, C, D, and F. This is a great way to determine where to get some help from a VA! These lists will also help you know what kind of VA you need – a marketing VA, a general VA, etc. (Yes, there are different types of VAs! You’ll want to be sure that you seek out someone that has experience, skills, and interests in areas directly related to the areas you need the most help with.)

Many of our clients begin with tasks like blog or podcast assistance, social media management, website support, and email automation, but you should hire an assistant that can relieve you of the tasks you don’t love to do or that make the most sense for you to hand off. In other words, your goal should be to find someone that can do what they’re good at and enjoy doing so that you can spend more of your time doing what you’re good at and what you love the most.

How much should I pay a virtual assistant?

The cost for a VA can range anywhere from $8 per hour to $40 per hour. It really just depends on what level of skill and other qualifications you’re looking for. Here are a few things to consider:

• International VAs are an option for very simple, basic tasks for which there’s a repetitive process or a set of instructions to complete. Keep in mind that language and time difference barriers can be difficult to overcome. Prices typically fall between $4-10 per hour.
• Beginner/Basic Level VAs can have anywhere from a High School to College-level education, but don’t necessarily specialize in anything in particular. They should be reliable with language and time, and are great for basic office support, but aren’t generally relied upon for higher level tasks, client facing communication (unless it’s being reviewed in advance), or any system-specific work.
• Business/Intermediate VAs usually charge more like $20-$30 per hour. These are people with professional experience, skills, and qualifications. This is a great level to hire with things like email automation, social media management, and other brand, content, and marketing-related tasks.
• Specialized/Expert VAs offer specific services based on their skill level in one area. Web and graphic designers, professional copywriters, and SEO experts fall within this category. Hourly rates typically fall between $30-60 per hour.

At VAology, we have Junior (Beginner) VAs, Senior (Intermediate) VAs, and Specialized (Expert) VAs. Our team members are people we have known and have worked with for extended periods of time. As business owners, we know the importance of trusting and getting along with the people you work with. We wouldn’t place your needs or business in the hands of anyone we wouldn’t place ours with first.

What should I know or have in place when I’m ready to hire a VA?

We recommend “interviewing” or scheduling a consultation call with at least a few different virtual assistants before committing to one. We believe that finding a VA with a personality and vibe that fit with yours is every bit as important as finding one with the skills and talents you need and speaking with them directly is the best way to get a feel for their personality up front.

It’s helpful if you have an idea of some things you’ll want help with and what you’re looking for before you talk with a VA candidate. Look back at your task list, then make a list of skills, abilities, and personality traits you feel are important for someone to have in order to contribute to your business.

Also, think about how often you’ll want to communicate with your VA. We usually offer weekly or monthly calls to touch base with our clients and adjust our goals or focuses as needed. Open communication is key in any working relationship, and we always want to stay on the same page and make sure we’re making progress and using hours in the best way possible.

Be sure that your VA will be available during the days and times that you might need their support, and that they’re open to communicating when and how fits your schedule and style. Do you prefer email, text message, or phone calls? Are you open to working with a VA who has an unusual schedule or likes to work late at night, or would you prefer that they be available during specific hours? Think through these and similar questions prior to your interview calls and be sure to bring them up in each conversation.

Here are a few great questions to ask a VA to better understand if they’re the right for you:

• How long have you been in business?
• What is your prior experience?
• What hours do you work? What days do you take off?
• What is the best way to reach you? OR Are you willing to communicate primarily via (insert your preferred method – email, phone, text, etc.)
• Will you be completing all of my work alone or will you have team members helping out? (Note that sometimes it’s better to have a team, rather than just person, depending on the variety of tasks you need done and the turn around time you request.)
• What programs, apps, or tools are you familiar with. (Be sure to mention any programs or tools you use regularly.)

Be sure to end the call with a clear idea of next steps and what working together might look like.

Many virtual assistants will prefer to review your needs before providing an exact quote, but should be able to provide a proposal or service agreement outlining expectations, terms, policies, and payment information within a reasonable period of time.

When you do find a great match and are ready to hire a virtual assistant, you’ll want to have them complete the appropriate tax or employment forms. Most VAs provide their own contracts, which should include specific things like payment and default policies and a termination clause. You may also want to have them sign a non-disclosure agreement, depending on the nature of your business. Having a contract with clear terms signed by both parties is the best way to set the relationship up with integrity, trust, and accountability.

Freedom, Relief, and Support

Remember that it takes time to get into a groove and there’s always a learning curve with new business relationships. We typically ask for a 3-month initial commitment, just to allow all parties the time to learn and adjust. Ultimately, your virtual assistant should provide you with an added sense of freedom, relief, and support in your business. If that’s not happening, it might be a good idea to have an open discussion about expectations and head back to the drawing board with your task list and goals.

If you have other questions about hiring a VA or would like to bounce ideas off of an actual VA to learn more about how that working relationship might look, please send an email to info@vaology.com and we’ll be happy to help!