Expert Tips To Find & Hire the Best Virtual Assistant for Your Business

If you’re an entrepreneur, you may not have (or can’t afford) an in-office support network. This is one reason many business owners partner with a virtual assistant who utilize the internet to work with clients around the world. Because VA’s work virtually, they can be located in distant parts of the globe. You, as an entrepreneur have the world’s workforce at your fingertips. How cool is that?

A popular advantage of having a virtual assistant is that you can delegate administrative tasks that prevent you from working to grow your business.

Did you start your business to be swamped with administrative tasks such as posting your blog or answering customer service emails? Probably not. Your VA can handle those items that are, while necessary, not the best use of your time and probably not your strength. They can also keep your business running smoothly when you go on vacation or take other me-time. Some VA’s are highly skilled in areas like web design, content marketing or social media marketing which you may not be good at yourself.

Is there a downside?

There are a few disadvantages as well. Training and managing your VA can sometimes be a job in and of itself. The technology for communicating over long distances can be temperamental and there may be language or cultural barriers to overcome. (You can avoid this last issue by finding a VA who is from you’re country. ) Finally, you may have to give out sensitive information about your business that requires a great deal of trust.

What can a virtual assistant do for your business?

Your virtual assistant can handle many of the different routine and special tasks for your business and the benefits usually outweigh any of the challenges. Here are just a few of the tasks you can delegate to him/her.

Administrative:

• Proofreading
• Client Emails
• Email/fax replying and filtering
• Appointment scheduling
• Calendar Management
• Expense report processing
• Customer record update and maintenance
• Vendor research
• Event organization
• Document management
• Transcription
• Press Release Distribution
• Word Processing

Bookkeeping:

• Accounts Payable
• Accounts Receivable

Website:

• Website Design & Maintenance
• Sales Pages/Opt-In Pages
• Membership Site Setup and Moderator

Class/Teleseminar/Program Management:

• Registration pages and back office systems – including bridge lines, recordings and class materials
• Client Concierge: Manage client’s questions and program needs.
• Moderate calls
• Program Follow-Up Surveys

Social Media:

• Profile Setup
• Group Pages
• Fan Pages
• Posting to Facebook, Instagram, Twitter, LinkedIn, etc
• Creation of memes

Internet Marketing:

• Blog Marketing
• Email Marketing
• Internet Research

Other Services:

• Video Creation
• Ghost Writing
• Graphic Design: Logos, banners etc.

Note that not all virtual assistants will have expertise in each of these areas so be clear what you need when you start your search.

Budgeting for a Virtual Assistant

Before you jump onto the virtual train, stop and plan your next step. You need to make sure hiring a virtual assistant will bring a good, solid return on your investment – and that you can consistently afford to maintain wages or fees. Your next steps are:

• Determine the amount of money you can currently devote to outsourcing. Be realistic and base your figure on what you can afford right now. This number should not be based on what you think you will be able pay “when you get X more clients” or sell “Y number of products.

• Familiarize yourself with rates for the professionals you have decided you need. (Remember cheaper is not always better!) There are many reasons to hire a U.S. based VA opposed to one you find for $10 an hour on the internet. You also may find that rates vary greatly within the United States. So what’s the difference between a $20 an hour virtual assistant and one that is priced at the industry average or more? One word: experience.

Additional Items to Consider when Searching for a Virtual Assistant

• Determine: Whether or not you’d prefer to pay hourly, per project, monthly or per package and how many hours per month you can afford, based on current rates. Many virtual assistants have both types of rates however, some may only offer hourly or project.
• Find your perfect virtual assistant… online. Before you start to Google, however, check the social networks you use most.  Top contractors should have a visible professional presence there and how they handle their LinkedIn profile or Facebook Page should tip you off as to their competence and the way they do business.
• Check appropriate online directories such as IVAA.org or VAnetworking.com. These are both valuable resources in finding professional virtual assistants.
• Look for who you know – both business peers and contractors. Who do you talk to in your social networks and/or business mastermind forums? It’s possible that some of them are virtual assistants. The bonus here is you already are familiar with their personalities.
• Ask for recommendations. Let your needs be known in a straightforward manner – and finish by asking for recommendations. However, remember that because VA #1 is perfect for your colleague they may or may not be a good match for you.

Select your Top Three Candidates

Don’t stop at just one pick, unless that person promises to be beyond perfection or you know them and have already “clicked”:  Select several candidates to review in depth. Once you have found at least three or four likely candidates, it is time for you to make a more in-depth investigation and inquiries.

• Check the websites of likely candidates. Look for information on rates and don’t be put off if you see messages like “contact me for a quote.”  All this tells you is that this contractor has found projects highly variable, in which case flat rates don’t work.
• Match the contractor level to your business level. This one should be a no-brainer, but people have been known to “go for the cheapest” in the mistaken belief that they will save money.  In the long run, this will cost you money.

Characteristics to Look for in your Virtual Assistant

When choosing a VA, there are several key characteristics to look for. First of all, have an idea of what tasks you need done and make sure they have expertise performing them. It’s much easier if your VA is already experienced so that you don’t have to spend the time training them.

Your VA should be reliable and trustworthy, but how do you know at first? The best way to measure this is to start with a small task as a test run. If they do it well and in a timely manner, gradually delegate further tasks to them. You can also get an idea of their reliability by asking for references.

The Right Time to Hire a VA

Hiring a virtual assistant is a big step for any business. It’s something you should do once your business is making a profit and you’ve got the funds to invest. Many business owners set aside a portion of their profits each month just for reinvesting in their business in the form of outsourced help. The time will come when you realize that outsourcing daily routine tasks can free you up to focus on growing your business.

If you have any questions please leave a comment or message me on Facebook.