Staying competitive in a dynamic business landscape requires a level of efficiency that can be hard to achieve single-handedly. This is where the trend of hiring a virtual assistant comes in! Virtual assistants offer business owners a flexible, cost-effective solution for managing various tasks.
That said, finding the best virtual assistant for your business has its challenges. You might (and will) make mistakes in hiring a VA, but some problems can be avoided or dealt with quickly if identified early in the process.
If you haven’t hired a virtual assistant or had a prior adverse experience with it, we’re here to point you in the right direction! In this blog, learn how to hire a good virtual assistant to save more on the resources you expend on talent acquisition!
- Virtual assistants are remote workers who provide administrative or technical support.
- VAs can be categorized as either general virtual assistants (for administrative services) or specialized virtual assistants (for expertise in specific areas like social media management or customer service).
- Preparing to hire a virtual assistant successfully involves a series of strategic steps, from recognizing your goal with outsourcing to effectively managing offshore assistants.
- In hiring a VA, consider the daily task you want to delegate, the hours you require, your budget constraints, and your capacity for training and evaluation to guide you toward a well-informed decision.
What is a Virtual Assistant?
Before we take on the techniques of how to hire a virtual assistant efficiently, let’s define the role first.
A virtual assistant is a highly skilled professional who remotely provides administrative or technical support to a business. They are usually independent contractors with hourly rates or even project-based rates.
Virtual assistants offer a wide range of services, from appointment setting to project management. That’s why you should also consider what type of virtual assistant you should hire:
- General Virtual Assistant: They handle routine administrative tasks that don’t directly affect revenue but are critical in keeping operations streamlined.
- Specialized Virtual Assistant: They have specialized skills and expertise for certain processes, such as social media management, customer service, bookkeeping, and sales.
All in all, a VA serves as a versatile extension of your team by helping in areas crucial to your business’s functioning. Of course, there are many more benefits of hiring a virtual assistant for business owners, from cost savings to improved products and services.
Best Practices on How to Hire a Good Virtual Assistant
Hiring an assistant just because your competitors did or a friend advised you to can lead to trouble. VAs are a more cost-effective option than in-house employees but that doesn’t mean you should hire one on a whim. Without a proper business case, you run the risk of losing more time and money.
Hiring a VA involves careful planning and execution to pave the way for a productive and harmonious partnership. So, here are five best practices you should employ:
Set Your Objectives and Budget
Before you even begin your hiring process, you should define your objectives and budget. List down the tasks you intend to delegate to your VA. It also helps to include your goal with outsourcing, such as streamlined workflows or cutting down costs.
Virtual assistant services could range from administrative tasks like:
- email management,
- calendar management,
- data entry and word processing,
- travel arrangements, and
- research and reporting
to more specialized functions such as:
- executive assistance,
- content creation,
- social media management,
- project management,
- customer service,
- sales, and
- bookkeeping.
Aside from specific tasks, other things you should think about for your virtual assistant job description post are:
- Your business background (industry, products and services, client or customer base, company size, etc.)
- Level of education, experience, and skills relevant to the role (plus additional training, if any)
- Integration tools, apps, and software to be used
- Time zone of working hours
- Language proficiency
Get Help from Virtual Assistant Companies
Utilize reputable virtual assistant websites or platforms to find prospective hires. These companies already have pre-vetted virtual assistants, ensuring a higher level of talent and expertise. Some platforms where you can find a VA are:
- Upwork: An online freelancing platform where you can find offshore assistants with pricing based on their skills and experience. Since this is just a virtual assistant marketplace, you need to post a job description and screen prospective hires yourself.
- Belay: A contract agency for virtual assistants based in the US. They also provide social media management and accounting services.
- Magic: A fast-growing VA outsourcing company with pre-vetted virtual assistants with a college education and extensive training to succeed in their work. You can be matched with a VA suited to your business in 72 hours.
Do a Background Check and Assess Relevant Skills
When screening prospective hires, you should verify their credentials and experience. Look for specific skills that align with the tasks you need assistance with, such as proficiency in software programs, communication style, or project management expertise.
The essential skills and qualifications for the best virtual assistant include:
- Strong interpersonal and communication skills
- Time management and organization
- Multitasking
- Tech savviness
- Attention to detail
- Problem-solving abilities
- Adaptability and flexibility
- Discreet handling of confidential information
- Resourceful research and information gathering
Offer the Top Candidate a Trial Period
While it’s often unheard of, especially with a direct hire, having a trial period for the role is a strategic move that benefits both you and the top candidate.
A trial period serves as a mutual assessment to see if you and your VA are a good fit for one another. It also reduces your risk of wasting time and money on someone who can’t meet expectations. You can start by delegating daily tasks like inbox management before moving on to high-value tasks like customer service and project management.
With Magic, you can be confident that you’re getting the best fit for your unique needs and preferences. We provide instant virtual assistant replacement service if ever you think a VA is not suited for you.
Provide Clear Instructions and Training
When bringing a remote employee on board, you should have clear instructions and comprehensive training for a successful work relationship.
A standard operating procedure (SOP) eliminates the unnecessary back-and-forth on particular details, thus, making communication more efficient. It also ensures productivity and streamlines workflows.
While it’s good to cultivate trust and freedom in working remotely, it’s also vital that you create SOPs for your virtual assistants. Here are some things to take into account:
- Document the process you want to outsource: Explaining their tasks in one meeting isn’t enough; record your screen while explaining your process. You can also create a comprehensive guide or FAQ for them to use as a reference when faced with a setback.
- Invest time in training virtual assistants: Take the time to show how things are done in your company to prevent errors in the long run and also help build rapport.
- Give access to the necessary tools and information: To get work done properly and efficiently, provide access to necessary information, such as passwords to relevant tools and sites, company data, and the like.
Magic virtual assistants are not only sourced and screened meticulously but also given comprehensive training, which they must complete before being assigned to a client. We provide our assistants with the tools they need (e.g., Magic AI) to work efficiently on a wide range of business tasks.
Customize Your Virtual Team Based on Your Needs
What Not to Do When Hiring a VA
In pursuing a successful partnership with a dedicated assistant, it’s equally important to be mindful of what to avoid. Recognizing these potential pitfalls is a crucial step in ensuring a smooth and effective process of hiring a virtual assistant:
Don’t Rush the Hiring Process
Yes, time is of the essence, but it doesn’t mean you should rush! Rushing the process can lead to hiring a VA who may not be the best fit for your business. Take the time to thoroughly review applications, conduct interviews, and assess prospective hires.
Don’t Overlook Language Proficiency
Effective communication is essential for virtual assistants. Make sure your VA’s language proficiency matches your requirements to avoid miscommunications. With Magic, you can work with the top 3% of our talent pool who can fluently speak English to collaborate effectively with you and your team.
Don’t Neglect Proper Documentation
With remote work, there’s little to no in-person interaction between you and your remote employee. The lack of an established process will yield misunderstandings, unsatisfactory results, and even wasted resources.
Don’t Micromanage
Constantly overseeing every detail can hinder your VA’s productivity and morale. Give your dedicated assistant the autonomy to complete tasks in their own way as long as they meet your standards.
Intervene only when necessary or if they raise any questions or concerns. That said, you should specify how and when you will communicate. Set expectations for response times and preferred communication channels for a streamlined workflow.
Don’t Be Afraid to Delegate
Once you’ve hired a virtual assistant, trust them with all sorts of tasks. Maximize their value through effective delegation. Avoid the temptation to hold onto everything yourself. After all, the ultimate goal of outsourcing to a VA is to offload work!
Be sure to encourage your virtual assistant to seek clarification and provide updates on their progress proactively. It will help build trust and ensure they complete tasks effectively.
5 Questions to Ask Yourself When Hiring a Virtual Assistant
As we continue to clear out how to hire a virtual assistant, you may have questions that come to mind. Let us help you refine your search and lay the foundation for a seamless work relationship with a VA by answering these questions:
1. How many hours do you want them to work?
By defining the expected workload of the VA, you can identify whether you need a full-time employee, a part-time worker, or seasonal help.
For example, a full-time assistant might be necessary if you need an executive assistant to support C-level management. On the other hand, task-based virtual assistants may suffice if you only need a bookkeeping assistant to help with tax preparations.
2. What is my budget for a virtual assistant?
Calculate how much you’re willing and able to invest in a virtual assistant. This way, you can look for prospective hires with virtual assistant rates you can afford. Take into account not only their hourly rates but also any additional costs like software, tools, or subscriptions they might need.
Want to know how much you can save with virtual assistant outsourcing? Check out our ROI calculator to find out!
3. Do you have the bandwidth to train them?
Training is crucial for a virtual assistant’s success. Assess whether you have the time, resources, and expertise to onboard them properly. It can involve creating training materials, conducting video calls, and providing access to the tools they need.
That said, you don’t have to worry about it if you get help from a trusted virtual assistant marketplace like Magic. We have ongoing training and tools to ensure the success of our VAs.
4. How will I evaluate their performance?
Performance management is crucial to maintaining the caliber of outsourced virtual assistant services. The first step is to set key performance indicators (KPIs) like task completion rates, quality of work, communication effectiveness, and meeting deadlines.
Use time-tracking tools or task management systems to monitor their progress and ensure they use their time efficiently. Regular check-ins and feedback sessions are also needed. With Magic, you can get a dedicated account manager to help you with remote performance management.
5. How will I handle onboarding and managing remote workers?
A structured approach to onboarding virtual assistants ensures they are integrated effectively into your team and workflows. Arrange virtual introductions with team members and encourage open communication and collaboration.
If they encounter challenges, address them promptly. You should also provide constructive feedback and acknowledge their achievements to foster a positive work relationship. A dedicated account manager can handle all of these once you get started with Magic.
Hire Pre-Vetted Virtual Assistants with Magic
Hiring a virtual assistant represents a powerful paradigm shift in the modern business landscape. It offers a cost-effective solution that marries expertise with flexibility to increase business productivity.
Of course, there are a lot of considerations in taking the proper steps on how to find a virtual assistant. But by following the dos and don’ts outlined in this guide, you’re poised to succeed from hiring to working with a VA.
Start your journey to a more efficient business by hiring a skilled virtual assistant with Magic! We provide a cost-efficient solution to small business owners, entrepreneurs, and established businesses alike. Check out our hiring guide to learn how we can help.
Hop on a call with us today, and we’ll bear the brunt of hiring and onboarding a VA for you! With a wide range of services and features, Magic strives to be the best place to hire a virtual assistant for your business.
Match With a Vetted Virtual Assistant in 72 Hours!
