How to Find the perfect virtual assistant.

You’ve been thinking about hiring a Virtual Assistant. You keep putting it off because you have no idea where to start. No problem. I’ve got you covered! The real secret to finding the perfect Virtual Assistant is knowing what you need before you start looking.  I’ve created a list of 10 questions you should ask yourself before you start interviewing potential Virtual Assistants. I’m going to help you find your dream VA on the first try!

1 – What tasks will you delegate to a Virtual Assistant? 

Make a list of the tasks you do on a daily, weekly, or monthly basis. Can you delegate any tasks to your Virtual Assistant? This will help you narrow down your Virtual Assistant choices to Virtual Assistants who specialize in providing the services you are looking for.

2 – What skill set do you require your Virtual Assistant to have? 

Different Virtual Assistants specialize in different areas. From accounting to social media support you can find a Virtual Assistant to partner with you on any task.

3 – How many hours a day/month do you expect to need your Virtual Assistant?

As a small business owner, your Virtual Assistant probably has other clients besides you. Give your Virtual Assistant a general idea the number of hours you will be using them. This allows them to schedule your tasks efficiently.

4 – What is your preferred method of communication with your Virtual Assistant?

Virtual Assistants are flexible communication wise. We willing to communicate in the way you feel most comfortable. Whether that’s by email or video conference use the method that works best for you.

5 – How often would you like to receive updates from your Virtual Assistant on the tasks you have delegated to them?

Getting updates from your Virtual Assistant is essential to making your partnership work. Whether you prefer daily or weekly updates let you Virtual Assistant know so they can set up an update schedule that works for you.

6 – What is the time frame expectation for your Virtual Assistant to deliver completed tasks to you?

Now that you’ve decided on what tasks to delegate to your Virtual Assistant decide how long of a time frame they have to complete those tasks. Your Virtual Assistant has other customers so make sure your delivery time frames are realistic.

7 – Have you determined how you will train your Virtual Assistant on your processes and systems?

Gather examples of reports, emails, and any other deliverables you expect your Virtual Assistant to assist you with. This will help your VA know what you prefer when it comes to formatting and design. Put together a list of all systems you use that your Virtual Assistant will need access to and possible training for. While your Virtual Assistant probably has a basic knowledge of the systems you are using they do not know the specific processes you have developed around those systems. Once your VA is up to speed on your processes and preferences be open to suggestions for improvement. That’s just part of what we do.

8 – Have you prepared clear step by step instructions for the tasks you are delegating to your Virtual Assistant?

Virtual Assistants are great at problem-solving but you want to give them as many clear step by step instructions as possible so the end product is what you were looking for. Don’t assume your Virtual Assistant knows what you want the end result to be and how you expect them to get there. This could lead to wasted time on everyone’s part.

9 – Have you decided on set time limits for each task so your Virtual Assistant can contact you if they feel like a task is taking longer than you think it should?

Don’t assume your Virtual Assistant can complete the tasks you delegate to them as quickly as you do. No one knows your business and your processes like you. Set realistic expectations regarding the amount of time it should take your Virtual Assistant to complete a task. Make sure they contact you if it’s taking them longer than the time you estimated.

10 – Do your personalities mesh?

We’ve all worked with someone we didn’t really like. When it comes to being an entrepreneur we get to choose who we partner with. Make sure you partner with a Virtual Assistant who is on your wavelength. It will make staying on the same page when it comes to your business a breeze.

Choosing the perfect Virtual Assistant can be a daunting task. By delegating some of your administrative duties to a Virtual Assistant you can relieve stress, free up time to focus on the business tasks you love, and maybe even grab several hours of me time while someone else focuses on the blah.


Kelli is the COO or Captain of Operations at Even Keel Ops. Her passion is helping overwhelmed entrepreneurs get their operations organized. When she’s not busy helping others unload their overwhelm you can find her on the beach with a book.
How to Find the perfect virtual assistant.

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