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How to hire a virtual Assistant: Entrepreneur's Guide to Outsourcing

Apr 20, 2022

Hiring a Virtual Assistant is one of the first, yet most important choices you'll take as an business owner. Until you have someone on your team to delegate specific tasks to, you'll be wasting valuable time and energy on activities that don't actually contribute to the growth of your business.

Solopreneur vs Entrepreneur

One of the major differences in a "solopreneur" (someone that is sole individual in the business) as well as a business owner/entrepreneur is that they work as a group. Business owners don't have to handle all the work. They create systems and employ employees to handle tasks for them. These are essential steps for developing a company that grows even when it's not in operation.

The hiring of a team member is crucial to making the transition from solopreneur to a business owner - or as Michael E. Gerber, author of the best-selling business book The E-Myth says: switching from working within your company to working in you business. The addition of other members to your team can reduce your workload so you can devote your time to activities that will have the biggest influence on your business's income.

In this post I'll take you through the process involved in hiring a Virtual Assistant and share some specific tips and tools that can help you manage virtual staff efficiently.

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After you have hired the first Virtual Assistant, you can use the same process to identify even more tasks to delegate, create new roles for your company and recruit more employees until you occupy just one position in your business: the role of CEO.

But for now we'll tackle the hiring of your very first Virtual Assistant.

The benefits of employing virtual employees

If you employ one virtual assistant or you build an entire team of virtual staff, outsourcing to remote team members can be a major factor in your productivity and the growth of your business.

Here are a few of the major benefits of hiring a Virtual Assistant:

  There is no need for a physical office  

Based on the location you reside in the cost of renting office space can be quite expensive. Hiring a Virtual Assistant enables you to begin building your staff while keeping costs low. Apart from some software tools that assist in communicating with and managing the virtual team the main cost for hiring virtual staff is the amount you spend on their time.

  Virtual Assistants aren't expensive  

Virtual Assistants offer a low-cost alternative to regular employees. Most Virtual Assistants work as freelancers and, depending upon where they reside, their hourly rate can be substantially cheaper than the amount a local employee would cost you. A virtual Assistant working in the Philippines as an example will typically cost just a fraction of the price an equivalent Virtual Assistant in North America costs for the same tasks and responsibilities.

  There is no limit to the local talent (hire only the very best of the most talented)  

There are many entrepreneurs who do not have access to a local talent group of skilled candidates to fill an exact job. Virtual Assistants can be employed from any place within the world, providing they have an internet connection. Being able to work without having to employ someone locally increases your number of candidates you could consider for certain job roles dramatically.

ConvertKit Remote Team

  Delegation helps prevent burnout  

Giving specific tasks or the responsibilities of others can be a significant step towards getting rid of burning out. Unfortunately, there are a lot of entrepreneurs that feel they have to handle all things themselves. This is the exact thing they are doing. It leads to long workdays, lack of energy, feeling overwhelmed and a lack of time to other areas of their life including activities, exercise, and the family.

  Make sure you spend longer in your zones of strength  

There is no way to be an expert of everything, nor should you strive to be. Each and every job necessary to run your company (including those you hate or are terrible at doing! ), there are other professionals who can handle those tasks and actually enjoy these tasks. Hiring people to delegate tasks allows you to concentrate on the things you enjoy and that you're skilled at.

  Concentrate on high-value, income generating activities  

Finally, when you engage a Virtual Assistant You free up time to focus on activities which add worth to your company than the ones you delegated to the Virtual Assistant. That is, you have more time to work on projects which have an impact on your income.

"Your most precious resource as a human being (not just a business owner) is time. The less you commit to, the greater your focus. More focused you are and the bigger impact you can have with your time. For this reason alone, every person should employ at least one Virtual Assistant."
- Matthew Turner

Different types of virtual assistants

One of the most important questions you're probably asking yourself when you think about employing a Virtual Assistant is what can they provide for you?

There is pretty much anything.

Insofar as they possess the appropriate training, abilities, and tools, a Virtual Assistant can technically do anything that does not require their presence in person that, when you think about it can be quite a bit.

There various types of Virtual Assistants. You need to understand which Virtual Assistant is best suited to your specific tasks that you're planning outsourcing.

  The General Virtual Assistant  

The most commonly used form of Virtual Assistant is known as the General Virtual Assistant (aka a General VA). A General VA is someone that can handle routine tasks and procedures that are important for running your business , but are not focussed on increasing it.

The tasks that you would give to General VA General VA typically are specific and repetitive like managing your emails or travel schedule, scheduling your appointments, data entry, researching, scheduling your posts on social media, and on.

  The Specialized Virtual Assistant  

A Specialized Virtual Assistant one who has specific skillset and is better at managing a specific procedure in your business. They are generally more expensive than General VAs since they possess specialized skills and require only minimal education from your side.

tasks like bookkeeping, customer service, video editing, and managing projects, for instance would be better handled by a Specialized VA.

  Tasks outsourced vs. the results  

When you hire the help of a General VA, it's best to contract out certain tasks and processes as well as offer them training in how to perform those duties and procedures correctly.

If you have a specialized VA it's best to outsource certain outcomes. The Specialized VA should be more skilled than you (that's why you should hire them!) for the tasks and processes that are an element of their job. As you're trusting their experience and skills in the specific tasks and processes, you should explain to them how to do to but rather than how to do it.

The increase in Twitter followers of 10 10% per month, for instance, is an result. Importing a blog post to Google Drive to WordPress, for example, is a job to be completed. Do you see the differences?

How to become the Chief Executive Officer of your own company

Unless you immediately hired the team immediately after the business was launched You'll likely be taking on the duties of many duties. This means that you're wearing many different hats which means that your time can be split between multiple tasks and duties.

To become the CEO of your company, and to spend your time only in the areas that a CEO should spend their time it is necessary to assign specific tasks and responsibilities to other people.

It boils down to basic math.

If you're trying to earn more than 100k in annual revenues, for example that's a lot of money to accomplish this goal with the help of tasks that are worth $20 per hour. If you're not able to complete for 5,000 hours over a 12 month period (unlikely), the math does not add up. You need to spend your hours on tasks that earn you more hours of work.

One of the reasons why business owners are hesitant to employ help is because they view hiring other people as an expense rather than an investment. If you've been in this mindset regarding hiring people, this exercise should be helpful for you.

  Find your Hourly Target Rate  

The rate you set for your target hourly rate is the price at which your work time, as director of your company should be valued at so that you can reach your goals for income.

For calculating your Target Hourly Rate, take the monthly (or annual) earnings goal, and then divide it by the total number of hours you plan to work during that period of duration.

For example: $250,000 (annual income target) multiplied by the number 2,000 (the number of working hours) equals $125 an hour

"Personally I started hiring way before I thought I was ready to have an assistant. I also encouraged others to do the same. The majority of individuals wait until they're at a specific revenue, or have been operating for a set time period. There's no "magic" date when hires support and only if it lets you focus on what you do best, it's not going to cost you for this while the time you save frees you up to be able to concentrate on the activities that bring in revenue It's the right time to hire."
- Trivinia Barber

  Every task in your company has an estimated cost in dollars  

As an entrepreneur your responsibility to determine the activities which add the greatest benefit to your company and spend the majority of your time on those tasks. Anything that isn't in line with your goals or do not meet your target Hourly Rate should be delegated to another person.

If you're not achieving your income goals, and I'm pretty sure it's because you're not spending enough time in activities that are worth your while.

  High and low value tasks  

Tasks with low value must be completed to run your company but don't directly increase revenue. Some examples of low-value jobs are customer support, bookkeeping and graphic design and editing.

Tasks with high value directly contribute to increasing revenue. Examples of high-value tasks are the marketing of leads and lead generation and selling, as well as launching new services or products, as well as forming strategic partnerships .

The quickest way to increase your earnings as an entrepreneur is to delegate less-valuable tasks and fill your calendar with as many high-value jobs as possible. Utilize the earnings you earn from tasks that are high value to pay for the outsourcing of low-value tasks.

What are the best tasks and processes to outsource

Each business is armed with a lengthy list of tasks and processes that are involved in operating the company. For you to decide which tasks you should outsource and which ones you should be doing in the future, you should begin with categorizing your activities and procedures.

  Each task and every process that you conduct in your organization is part of the following groups:  

1. Tasks that you should do High-value jobs you love and are something you're good at.

2. Tasks that you should not complete: jobs that aren't worth your time and are not the best use of your time, even if you're good in them, or enjoy performing them. (These are among the most difficult tasks to outsource!)

3. You don't wish to perform: work that you aren't a fan of however, others will.

4. Tasks that you can't do Tasks that require the necessary knowledge and skills to perform correctly.

If you're not already made sure that you have downloaded the Outsourcing Worksheet. The table we included will help the user to categorize and list your processes and the jobs you perform within your company.

"The things you don't like doing or can't do should be at the top of your list of tasks to delegate. The harder tasks to part with are those that you can do and may even be enjoying however, you aren't worth it."
Nick Loper Nick Loper

What is the best way to find a virtual Assistant

Virtual staff hiring for certain roles on your team is different from for specific projects.

When you employ freelancers for a certain assignment, that job has an initial date as well as an deadline. And since most freelancers have multiple clients, you won't always be their first priority.

When you hire a Virtual Assistant is making an additional team member. Even though the tasks you delegate to them may be different as time passes, they'll remain in a certain position on your team. This doesn't mean that they won't be found on an online freelancer site like Fiverr or Upwork. There are numerous virtual assistants looking for tasks on these websites who are able to meet your demands.

6 steps to hiring virtual Assistant

  Step 1: Document the work you wish to outsource  

Start by making a list of the various tasks and procedures you're planning to transfer to your Virtual Assistant. In the event that these tasks are ones that you're already doing your own, you should create training materials (aka Standard Operating Procedures) for these tasks. To learn how to write powerful Standard Operating Procedures, check out this guide.

If you're using a Specialized Virtual Assistant, document the outcomes you want them to accomplish rather than specific duties or procedures.

  Step 2: Write an employment description  

When you've got the list of tasks you want that you'd like to delegate, you'll have to create a job description for the role who will have responsibility for those tasks.

tasks that require specialization should not be included in the job description for a General Virtual Assistant. The tasks you delegate to the General Virtual Assistant should share the same level of skill and hourly rate.

Your job description should include:

  • The background information you have about your business (your business, your industry, the product you offer, and who your clients/customers are)
  • Experience, education level, and/or skills required
  • List of duties and responsibilities
  • List of any apps or tools they'll be using

This is an illustration of a properly composed Virtual Assistant job description that we borrowed from Shopify's guide to hiring Virtual Assistants:

  Step 3. Create a job posting on the internet  

Once you have your job description ready then the next thing to do is to put it on the internet and then begin to accept applications. You can post your job description directly to Craigslist (post within the country or city you'd like to employ in). A different option is to utilize a Virtual Assistant hiring service or directory.

These are other well-known directories and sites you can utilize to search for Virtual Assistants:

"It's important to create detailed job description so expectations are satisfied from both sides. It is my practice to ask those who I am acquainted with first for references. Virtual assistants must be able to provide some references as well as examples of their tasks. Speaking with them by telephone is a great way in getting to know them and their personality to see if it's a good combination."
" Sue Canfield

  step 4: Review applications and plan interviews  

Check the resumes that come through, and set up interviews with the best five to 10 candidates. I suggest conducting video interviews with the top applicants. A video interview is equivalent to interviewing someone in person. You can figure out the instant you are in love with someone and communicate well with them on a video call. If someone isn't willing to take part in a video chat with you, that's a red flag and you ought to not employ the person.

When you are interviewing the candidates, don't simply question them about their previous work experiences and abilities. You should ask them about their ambitions and interests, as well as how they like to work as well as how they would like to be managed. You could even ask your candidate to complete an free personality test. It will allow you to gain a better understanding of their character, strengths, and how they operate.

"We ask a very specific collection of questions to determine how an individual would be treated by another human being. We also have "automatic disqualifiers" that remove individuals of our process right away based on what they have answered. We are able to avoid talking with someone who does not share our value system, without us being slick about their resume. It's saved us from so many poor hires, and helps our screening process more quickly."
- Trivinia Barber

  Step 5: Take your best candidates a test  

Prior to committing to hiring a specific candidate, give your top 3 candidates a task to complete to test their skills. Choose a task that would be a part of their regular responsibilities in the first place, and then observe the way they do in this job. The task you ask your candidates to complete an actual task can help you determine who most qualified candidate is.

  Step 6: Provide the top candidate a test period  

Pick the ideal person for the job and start them off on an initial trial (30, 60 or 90 days, for example). The trial period provides the Virtual Assistant additional incentive to perform a top-quality job to you knowing it could lead to a permanent role on your team. Make sure they sign a formal Service Agreement to avoid any issues at a later date.

How to manage your Virtual Assistant

Hiring a Virtual Assistant isn't the end of the story. Once you've added someone to your team, part of your job as an administrator is to maintain a productive, professional and beneficial partnership with your staff.

  Evaluate performance  

In the end, you should be judging the performance that you have achieved with the performance of your Virtual Assistant based on their efficiency. In order to do that, make sure you have clearly defined expectations, and/or Key Performance Indicators (KPIs) set up. If they're performing to your standards are you truly concerned about how many break-room coffees they make throughout the day?

  Don't micromanage  

If you have clear expectations with your Virtual Assistant and then evaluate them based on how well they meet those standards, there's no reason to supervise the virtual assistants. Sure, there are applications that allow you to "spy" on your Virtual Assistant's computer screen and keep track of the hours they spend doing their work. This isn't necessary if you are confident and set expectations of your Virtual Assistant. If you wouldn't like being managed in the manner you handle the management of your Virtual Assistant, you're probably doing something wrong.

  Schedule check-ins  

Use a communication tool like Slack, Google Workspace, Microsoft Teams, or Slack to schedule quick check-ins with your Virtual Assistant. It could be in the middle or at the end of their workday, or every second day, or even weekly. Whatever works best for both of you. Take this opportunity to ensure certain that they understand what they're working on and that nothing or anyone (including yourself!) hindering them from accomplishing the tasks they have during the day.

  Requires weekly reporting  

Each week, let you Virtual Assistant send you a account of the activities they took part in during the week. Provide them with an example of how for their reports. Here are a few questions that we would recommend asking your Virtual Assistant to address during their weekly report, along with any specific metrics or KPIs they're accountable for.

  • What projects or tasks did them accomplish?
  • How long did they devote to each job or undertaking?
  • What are they still working on?
  • Do they encounter any problems or challenges?
  • Do they have feedback, questions or suggestions for you?
  • Do they require additional instruction?

  Create a culture of feedback  

Create a culture with your Virtual Assistant (and anyone else you work with) of trust and clear communications. Encourage them to share ideas, have questions and provide regularly with feedback. Doing so will help you become a better manager and leader, which can help you build friendships that are mutually beneficial with your colleagues. We're huge supporters from Kim Scott's work Radical Candor as basis for providing and receiving feedback. to a point.

The best software for outsourcing and managing virtual staff

Although the idea of employing someone who isn't likely to have a conversation with may seem strange, with the right equipment, it is possible to establish and sustain productive and pleasant relationships with your virtual staff.

The main categories of tools that are required for effective collaboration in conjunction with virtual Assistants as well as remote team members include communication and project management, as well as sharing files and security (password protection). I've listed some of our favorite tools for each one below.

If you're interested in learning about even more programs and devices to help run your business, check out our list of the .

  Communications Tools  

  Tool for Project Management:  

  File Sharing & Security  

Employ a virtual assistant so that you are able to concentrate on what is most important to you

If you're exhausted and overwhelmed with building your business, you're not alone. Many entrepreneurs are working long hours simply because they're not able use their time effectively and delegate to others effectively. They suffer from what our colleague Chris Ducker, best-selling author of Virtual Freedom and Virtual Freedom, refers to as "Superhero Syndrome".

A lot of entrepreneurs think that they can do everything by themselves. And because of that belief, that's exactly what they are. While they aren't as efficient, they compensate for with the way they work, usually at the risk of becoming exhausted.

Your job as an entrepreneur does not only consist of creating an income for yourself. That's what freelancing and self-employment serve. An entrepreneur is someone that creates systems and recruits employees that help run their business for them.

Virtual Assistants may not be the only person you add to your team as you expand your business but they ought to be among the initial. Employing a Virtual Assistant can to free you to work on projects that have a greater impact on your life and business.

"One thing that we can take to prevent exhaustion is to be better delegators. At first, it's hard letting go, but trust me folks, once you begin to let loose of the wheel a little then you'll be looking to employ the full-time driver sooner, or later!"
- Chris Ducker

  The blog first appeared in May of 2018. The blog was updated in April of 2022.