Did you know that approximately 37% of small businesses outsource at least one business process?
If you’re needing a few extra hands and wanting to streamline your operations, hiring a virtual assistant (VA) could be the game-changer you’re in need of. But how do you ensure you’re hiring ethically? Let me guide you through the essential steps, ensuring you find the perfect VA and also maintaining ethical hiring practices.
By the end of this, you’ll know how to:
- Determine your business needs for a VA.
- Carry out an ethical hiring process.
- Ensure a successful and productive working relationship (this is the most valuable part of the process).
1. Let’s have a look at your needs.
Before you begin your search, clearly define what tasks you need help with. Are you looking for someone to manage your emails, handle customer service, or assist with community management? List down all the tasks, and a rough time frame on how long you spend on those tasks that you do in your business each day. This will give you a clear picture on where you’re spending the most time, and you’ll also be able to determine where you’re losing time from your money generation activities.
Common Tasks for Virtual Assistants
- Email and diary management
- Travel arrangements
- Customer support
- Community engagement
- Project management
- Content creation
- Course creation
- Automation set up and review
- Copywriting
Consider the skillset you’re wanting to bring in
Once you have your task list, identify the common skills required to perform these tasks efficiently. This will help you narrow down your search to candidates who are best suited for your needs.
Remember – there is no such thing as a unicorn! You will get rockstar VAs, but we’re humans, and we’re skilled in many, many ways. Each of us offer different services, just as a regular bricks and mortar business.
Essential skills for VAs
- Strong communication
- Organisational skills
- Technical proficiency
- Problem-solving ability
2. Finding the right VA for you.
When hiring a VA, it’s crucial to ensure that the process is fair and transparent. This includes offering fair compensation and respecting the VA’s work-life blend.
What is fair compensation?
This can be tricky, because as freelancers, there is no set rate. However, as a guide, expect to pay between $60-$80 per hour for experienced assistants here in Australia, up to around $150 per hour on average for project management, OBMs or more for Integrators.
Be clear on the tasks you’re needing help with
Write a detailed list that outlines the tasks and expectations such as deadlines (especially important if you have a launch or time critical event). This helps contractors understand if they are a good fit for the role. Be prepared to have teams support you, depending on what your list entails.
3. Where to find Virtual Assistants.
There are several platforms where you can find qualified VAs. Consider using reputable websites to ensure you connect with professional candidates.
Recommended platforms
- Facebook groups
- Local networking events
- VA websites such as Virtually Yours
4. Interviewing and selecting a VA.
Interviews are crucial for determining a candidate’s suitability – however, this is a 2-way interview. The VA is going to be assessing you as well to make sure that you connect. Connection/discovery calls are a ‘fit’ or ‘vibe’ check, as much as they are a skillset discussion.
Go into it with questions that focus on their experience, skills, and ability to handle the tasks listed in your search.
Suggested questions
- Can you describe your experience with managing **insert tasks eg: emails and schedules**?
- How do you handle multiple tasks with tight deadlines?
- What tools and software are you proficient in?
- What is your availability?
- What are your rates?
5. Ensuring a successful working relationship.
Establish clear communication channels and regular check-ins to ensure tasks are being completed as expected.
Communication tools
- Slack
- Zoom
- Asana
Setting Expectations
Define clear expectations regarding deadlines and deliverables. Your VA should have this outlined on their agreement with you, which you both sign in agreement. Document expectations, and any changes to scope, in writing to avoid any misunderstandings.
Providing feedback
Regular feedback is essential for continuous improvement. Depending on the hours/type of support, schedule catchups to discuss performance (they could be weekly, fortnightly, monthly), address any issues, and set new goals.
Hiring a virtual assistant can significantly enhance your business efficiency, especially if you approach the process ethically from the get-go. By being clear and understanding your needs, listening to what your VA can also hear that you may need, maintaining clear communication, you can find the perfect VA to help your business thrive.
Ready to have some additional support in your business operations? Book a connection call with me and let’s see what you’re needing.