4 Most Common Issues Clients Face When Hiring A Virtual Assistant | Magic Assistant Blog

4 Most Common Issues Clients Face When Hiring A Virtual Assistant

Franchesca Palattao
Franchesca Palattao
July 2, 2022
virtual assistant working from home

A virtual assistant can be an invaluable asset to your business but finding the right one has its own challenges. Aside from the skills of the VAs themselves, your management style and hiring practices also play a role. By looking at these common pitfalls, you can make more informed decisions when hiring a virtual assistant.

Issue # 1:Not having a business case for hiring a Virtual Assistant

Hiring a virtual assistant can improve your quality of life as a business owner. A VA can work on repetitive or time-consuming tasks, giving you more time to focus on urgent work. But it’s not always that simple. Without the proper business case, you run the risk of losing more time and money than you save.

Hiring a VA just because your competitors did or a friend advised you to can lead to trouble. VAs are generally a more cost-effective option than in-house employees. But that doesn’t mean you or anyone can hire one on a whim. You have to identify the problem you need to solve or if there’s any problem to begin with. Otherwise, you’ll end up spending resources on things that are not adding value to your business.

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What to do:

Not everyone is ready to hire a virtual assistant. It may be due to budget constraints, unstructured processes, or they’re simply not yet ready to scale. Here are some signs it’s a good idea to get a VA:

As a small business owner, a solopreneur, or a team leader, you’ll most likely be swamped with team management tasks. Hiring a virtual assistant can help you get things done without compromising your core responsibilities.

Do you find yourself working past your shift multiple times a week? Are you feeling overwhelmed with the amount of work you have to do?  If you resonate with these, adding another pair of hands to your workflow will help you clear tasks efficiently.

Virtual assistants can bring specific expertise to tasks you’re incapable of doing. For instance, you can hire a digital marketing assistant to manage your social media accounts, create analytics reports, and more.

Issue # 2:Delegating random tasks

While virtual assistants can take on a wide variety of tasks, you still need to set a clear job description for the role. A well-defined job description not only helps the candidate know if the position is right for them but also ensures that you, as the employer, have a pool of the most qualified applicants for the role.

What to do:

Before anything else, pinpoint what tasks you need to get done and then the role’s corresponding qualifications. Whether it’s for a specialized position or a general one, here are some things you need to include in your hiring post:

business owner looking problematic

Issue # 3:Not having SOPs

Given the nature of remote work, there’s little to no in-person interaction between you and your VA. Without well-established processes, not only will you receive unsatisfactory results from your VA, but you’ll also have to spend more time correcting them. Having a defined standard operating procedure (SOP) eliminates the unnecessary back-and-forth on particular details and, thus, makes communication more efficient on both ends. This also ensures their productivity and reduces errors by streamlining workflows.

What to do:

Given the limitations in the VA onboarding process, below are some ways you can establish your SOPs and processes with your remote team:

Explaining their tasks in one meeting is not enough for them to get the job done properly. For example, you can record your screen while doing the entire process. You can also create a comprehensive guide or FAQ for them to use as a reference when faced with a setback

While your VA may have the skills needed for the role, you’ll still need to show them how things are done in your company. Doing so will prevent errors in the long run and also help build rapport.

Trust is a critical component when working with virtual assistants and it is one that is difficult to form. But in order for them to get work done, you’ll have to provide them access to the necessary information to do so, such as passwords to relevant tools and sites, personal information, and the like. 

Issue # 4:Failure to thoroughly screen candidates

You have to treat your hiring process for virtual assistants the same as you would in-house employees. This includes conducting interviews and checking referrals in order to verify the candidates’ information. Otherwise, you might end up hiring a virtual assistant who fabricated their resume, will have the tendency to flake out, or does not meet the role’s expectations. These are all things you should look out for especially for roles that directly affect your income.

confused virtual assistant

What to do:

Before hiring a virtual assistant, identify which soft and hard skills they’ll need. Prepare your questions with that in mind. Some examples of general interview questions you can ask are:

Why Choose Magic

Magic provides a cost-efficient solution to small business owners, entrepreneurs, and established businesses alike. With Magic, you can tell us what your current business needs are and we’ll be the ones to vet the appropriate candidate for you. We have a diverse roster of virtual assistants that can tailor to departments such as:

Social media management, performance tracking, marketing analytics

CRM database management, data entry, data mining, lead qualification

Email management, appointment scheduling, account management, invoice processing

Cash flow management, bank reconciliation, payroll processing, tax filing

Magic Assistants are flexible when it comes to adapting to new processes and integrating into new software and project management tools. 

Lastly, Magic takes care of the hiring for you⁠. There is no need for sourcing and screening on your end. Just hop on a discovery call with us and we’ll find the best match for you among our pre-vetted virtual assistants.

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