How to find and hire the right virtual assistant for your business
By Eloiza Mariano Serate
If your goal is to expand and thrive, delegation becomes a necessity. Whenever you’re running a business, every entrepreneur eventually reaches a realization that they cannot handle all tasks single-handedly. This realization often occurs when you find yourselves overwhelmed with paperwork, meetings, calls, emails, or invoices, and you come to the understanding that the available hours in a day are insufficient to accomplish all the necessary tasks for ensuring the smooth operation of your business.
One of the first and essential measures you can adopt is employing a Virtual Assistant (VA). By acquiring a dedicated team member capable of managing repetitive tasks, you minimize the possibility of spending valuable time on activities that do not foster the growth of your enterprise. Finding the perfect VA for your business needs can sometimes present a challenge. At Virtual Champions PH (VCPH), we are establishing ourselves as a reputable company that delivers top-notch VA services to cater to the needs of both local and international digital entrepreneurs and business owners. One of our goals is to assist you in making the optimal hiring choice for your business.
We have assembled the following insider tips for selecting the right VA for you!
Tip #1: Determine your NEEDS and OBJECTIVES.
Start by deciding on what needs to be done, what projects you need help with, and which tasks you can delegate. There are different tasks that are delegated to VAs and most of our clients hire VAs for tasks ranging from basic administrative tasks such as report and documentation creation and formatting, to schedule management tasks, email management, content writing, video/ audio editing, graphic/website designing, website marketing, social media management, customer support, and executive assistance. Having a clear understanding of your needs will help you find the perfect VA with the right skill set and experience tailored fit for your needs.
Tip #2: Create a JOB DESCRIPTION and determine your BUDGET.
Write a detailed job description that outlines the tasks, skills, and qualifications you’re looking for in your preferred VA. It is also important to determine your target budget when hiring a VA. Here at VCPH, to ensure that we can provide you with the best Virtual Champion, we require our client to be specific about the software or tools a VA should be familiar with, any industry-specific knowledge required, and any preferred communication methods. By doing this, you can establish your expectations and limit your choices to ones that fit within your budget. Remember that VA rates can differ significantly depending on where they are located, their experience level, and their skill set.
Our VA Needs Form captures all this information down to a T.
Tip #3: Choose a HIRING PLATFORM
There are several platforms where you can find VAs – each with its own strengths and weaknesses, fees and services offered. Such include VA agencies like us VCPH, freelance marketplaces, or specialized VA websites. You can check this website and we can help you look for and filter VAs that align with your needs and budget.
Tip #4: SCREEN your applicants.
The ideal VA for your business is someone who can fulfill your requirements. Look for someone with expertise or a keen interest in your specific industry, and one who shares your ethics and personality traits. Review the applications and resumes you receive, and shortlist candidates who match your requirements. Conduct interviews, either through video calls or phone calls, to assess their skills, experience, and communication abilities. You can also ask for work samples or references to verify their previous experience.
Tip #5: Assess COMPATIBILITY and decide if location is a factor for you.
Once you have reviewed your applicants, it is crucial to evaluate the candidate’s abilities and assess their compatibility with your needs. Similarly, when hiring a VA, the location typically doesn’t hold much significance in selecting the ideal candidate for your business. However, occasionally it does influence your decision-making process. You may consider factors such as the VAs work style, availability, and time zone. Ensure that their working hours align with your business needs, and verify their internet connectivity and technical setup.
Tip #6: TEST their skills
As their future employer, you can conduct paid skill assessments, request work samples, and contact their previous employees for character reference in order to evaluate their performance and determine if they meet your expectations. This may include business communication, time management skills, technical skills, attention to detail test, problem-solving skills and tool administration, depending on the specific tools you expect your VA to utilize. Requesting candidates to complete an actual assignment will aid in identifying the most suitable candidate.
Tip #7: Provide CLEAR explanations and guidelines regarding the terms and conditions.
Whether it’s going to be long term or a short term project, you’ll be working closely together with your VA, so before signing the contract, discuss and agree on the terms and conditions of your working relationship. This includes payment rates, working hours, communication methods, and any confidentiality agreements. Ensure that both parties are clear about expectations and responsibilities to avoid conflict and at the same time will help you maintain a good relationship with your VA.
Tip #8: Start with a TRIAL period
It’s often a good idea to start with a trial period for your VA of choice. As a company that provides VA services, we highly recommend this. Take advantage of an extended probationary period to make sure you’re making the right choice. Industry standards usually set a one to three months period but this still depends on your and your VA’s preference. This will help you evaluate how well the VA performs and fits into your business and how well you get along. Use this time to provide feedback and make any necessary adjustments with your VA.
Tip #9: Evaluate and create a CULTURE OF FEEDBACK
In order to foster a constructive and favorable connection with your VA, it is crucial to establish an atmosphere of transparent communication. Foster an environment where they feel encouraged to express ideas, seek clarification, and offer feedback on a consistent basis. This does not only apply to the trial period but to ensure a longer and stronger relationship with your VA. This will also help your VAs improve and ensure that they are meeting your expectations. Encourage open communication and address any concerns or issues promptly if necessary. By implementing these practices, you can improve your ability to supervise effectively and ensure that your employees feel a sense of fulfillment and appreciation in their work, thereby promoting long-term retention.
Tip #10: Maintain a GOOD working relationship.
Once you’ve found the right VA, maintain a good working relationship by keeping communication lines open, providing clear instructions, and fostering a positive and respectful environment. Regularly assess their performance and consider providing opportunities for growth and development. You can consider implementing quarterly review meetings as a means to exchange feedback, set new objectives for the upcoming quarter, and enhance your managerial skills.
Keep in mind that it might require a certain amount of time and dedication to find your ideal VA. However, the advantages of having a dependable and competent assistant to assist your business can be a game-changer to your business.
If you’re ready to collaborate with a Virtual Assistant that can contribute to the growth of your business, provide assistance during your expansion, and enhance your productivity, why not reach out to us? Visit our page, to learn more. Directly send inquiries to earl@virtualchampions.ph
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