Want to Hire a Virtual Assistant? The Ultimate Guide

Recently, there have been many questions in the forums regarding virtual assistants. It seems that we all inherently understand the value of paying others to do tasks we either dislike or need to get away from in order to grow our businesses. The problem is that this can go extremely poorly and cost you more time, money, and energy if not done correctly.

Trust me, I learned the hard way. I’ve hired several virtual assistants (VAs) while running a content agency–let me tell you, not all assistants are created equally. However, finding a talented VA is extremely doable if you follow the outlined points below.

Where to Find a Great Assistant

Virtual assistants come from all over the world and can be found in person or online. Here are a few sites that can help you get started on your search:

• -Upwork
• -Fiverr
• -Onlinejobs.ph

Keep in mind that depending on what you’re outsourcing, one might be better than another. For example, having someone write a blog post for you requires a strong command of the English language, whereas creating infographics might not.

Personally, I’ve had the most success finding talent such as an email assistant, bookkeeper, and SEO researcher using Onlinejobs.ph. This website encompasses people from the Philippines who have just about every skill that you can imagine. Filipinos typically know English well (it was a US colony until the end of WWII, so that’s partially why) and many are accustomed to working US workdays to accommodate their clients’ needs.

The Vetting Process

When vetting a virtual assistant from another country, it's important to take a thorough approach to ensure that you find the right person for your needs. Here are some key steps you can take:

1. Determine your requirements. Before starting your search, determine the specific tasks you want your virtual assistant to perform, and the skills and experience you require. This will help you to create a clear job description and identify the right candidates.

2. Research potential candidates. Look for candidates with positive reviews, high ratings, and relevant experience in your industry or field.

3. Conduct interviews. Once you have a shortlist of candidates, conduct interviews to assess their skills, experience, and communication abilities. This can be done via email, messaging apps, or video conferencing tools like Zoom or Google Meets. I recommend the latter because you want to ensure that they are who they say they are, have a strong internet connection (yup, that’s not always a thing in other places), and high quality English.

4. Check references. Ask for references from previous clients or employers, and follow up with them to verify the candidate's skills and experience.

5. Test their skills. Ask candidates to complete a task or project that's relevant to the role you're hiring for. This will give you a sense of their abilities and help you determine if they're the right fit for your needs.

6. Review their work. When reviewing the candidate's work, pay attention to their attention to detail, communication skills, and ability to meet deadlines.

7. Set clear expectations. Once you've hired a virtual assistant, set clear expectations and communicate regularly to ensure that tasks are completed to your satisfaction.

Paying Your VA

Paying a virtual assistant can be flexible and negotiable. In fact, I’ve found that they expect that you negotiate– it’s more culturally acceptable in some countries than others. As you negotiate, perhaps you can offer more hours in exchange for a lower rate or give incentives based on clear performance milestones. Always find ways to make this a win-win for everyone involved to get the best results.

There are a few more things to keep in mind as you set expectations in VA pay:

• -You can do hourly and choose how many hours or more of a salary structure, or even based on results (X amount of output for X amount of dollars). It’s all very negotiable depending on the individual’s circumstances.
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  -Payment methods should be something you can keep track of. I used Paypal to make payments and it was extremely easy. I just had them send me an invoice for my record keeping.
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  -Set up a system where they get paid retroactively like most jobs. Every X amount of weeks they get paid, which gives them time to complete the tasks at hand.

Onboarding

It’s important to create systems before you hire a VA. If you haven’t done this yet, stop and take the time to do so. Giving someone else a disorganized mess will only perpetuate more of the same.

Assuming you’ve done some systematizing, it’s time to onboard your newest talent. Onboarding a virtual assistant from another country can be a slightly different process compared to onboarding a traditional employee. Here are some ways to onboard a virtual assistant from another country:

1. Provide detailed onboarding materials. Provide your virtual assistant with detailed onboarding materials that include information about your company's mission, values, policies, procedures, and expectations. This can include company manuals, training videos, or other resources that can help your virtual assistant understand their role and responsibilities.

2. Use technology to facilitate communication. Use technology tools like video conferencing, messaging apps (slack), and project management software to facilitate communication and collaboration. These tools can help to bridge the distance between you and your virtual assistant, and ensure that tasks are completed on time and to your liking.

3. Provide ongoing support and feedback. Give your virtual assistant ongoing support and feedback to help them improve their skills and performance. Regular check-ins, progress reports, and constructive feedback can help to build trust and ensure that your virtual assistant is meeting your expectations.

By giving detailed onboarding materials, using technology to facilitate communication, and providing ongoing support and feedback, you can onboard your virtual assistant from another country in a way that's efficient and effective. This can help to ensure that your virtual assistant is able to integrate seamlessly into your team and become a valuable asset to your business.

Leverage Other People’s Time

Time is a finite resource. With an assistant taking care of routine tasks, you are able to delegate work to others and free up more of your own time to focus on high-priority activities. This means that you can get more done in less time, and achieve better results overall.