I learned this after experimenting with my interns but have since learned to give them specific deadlines on each task. It is OK to give them some leeway if they are slightly late on non-timely projects but make sure you at least give them a deadline. It’s amazing how much quicker things get done this way.

Awesome post! I’m into wholesaling properties in the Chicagoland area. Instead of hiring VAs for your business, you should seriously consider hiring interns. I work with several interns across the country. Instead of paying them an hourly wage, I just pay them on a commission base (20-50% of the profits of the deals that come through them). Now, I’m really starting to see the value of interns and how building a team of them can really take your business to a whole new level.

VAs can be a big waste of time and money. The great thing about interns is, the worst that could happen is that you get a bad intern (I’ve had quite a few.) But in that case, just hire another one (or a couple more.) There’s no limit to how many you can work with and you don’t need to pay them unless they make money (in which case you both make money.)

I have a recently been helping other people hire their own interns by giving them all the files and resources that I use to hire and manage my interns (job descriptions, interview script, email templates, list of tasks, etc.) I’d be more than willing to share any and all these files with you or anyone else that desires them.

Let me know!

I’ve had terrific experiences with virtual assistants since this post thanks to the lessons learned from the not so great experiences Your tips are definitely excellent ones.

May I ask where you go to find your pool of VA applicants? Using a reliable VA for $3-4 per hour seems like a no-brainer. Thanks.

I do agree communication is almost always a problem, but if you are smart and understand that you get what you pay for, you can get amazing VA’s for only $3.00 or $4.00 an hour. I have found in my work with VA’s that if you go any lower than that the work is always shoddy. Also, another way to get work done faster is to offer a bonus program for speed or accurancy. If you are only paying a few dollars an hour then offering a bonus would be no real streatch. You would be amazing the kind of motivation $20 will bring.

1. The first hire is still part of my team as my audio transcriber. I tested all the candidates with the same test sample and he provided the best results. We’ve smoothed out our processes with great communication.

2. The second hire was a poser. After telling me he could complete the task, I then had to spend 3 hours training him. My failure here was not sending him a test project as I had done with the first hire. I would have seen quickly that this was a failure. He completed the project after training, but I had to slim down my requirements because I was tired of training him. After I closed the contract, he was begging me to change my ratings, and wanting more work. . . Fired.

3. The third hire – i tested. Out of 17 applicants, she passed. She completed the task I needed in one hour, no training needed. I’d rehire her again for that task.

4. The fourth one, I’ve hired and continue to use. Communication has been good and she fills a big need for a bi-lingual assistant.

I would agree with your lessons. Test before hiring. . .

Chris

Other tips I would add, besides getting/ calling references are:
1. Ask for a sample of work – if they don’t have one, offer to pay a VA to produce a small sample. Tell them hiring will be based on the result of that work.

2. Try hiring a VA overseas. Their hourly rates are lower. This way you can try several VAs out at a time and hire the cream of the crop.

3. Always document the work you give to a VA. By “document” I mean, write down, or create a short video that explains how to do an assignment. This way, if you lose or need to hire another VA, you can just send them that video that explains how to complete the task. (you can use Jing, which is free, to create up to a 5 min video) see techsmith.com for access to Jing. Also, some other useful resources in the videos I create.

4. Use a resource like Odesk (see my website below and videos on this) that remit secure payments to VAs that keeps your credit card information secure. ( < this was my biggest fear in hiring a VA – how to pay them so that my info was kept secure.)… I actually read the book "the 4-hour workweek" over one year before I took the leap into hiring VAs for just this reason and the fact that I never found a place I trusted to hire a VA. – … I know sceptic to the max… oh, well, you live. you learn.

Overall, my experiences thus far in using VAs has been great. I've lost a VA here and there that didn't want to do work I assigned, but what i have found is that if you establish ground rules up front re: communication as well as asking them if the assignment is one that they would want to do, your relationship will be long and fruitful.

Enjoy,
Ezra
a Virtual Assistant Junkie

I feel a virtual assistant should be considered like a business partner that is trying to help you grow your business. The right “fit” is very important for both parties.

Great article and don’t give up, the right assistant is there for you.