Things to Consider Before You Hire a Virtual Assistant

As a business owner, you have a lot on your plate. You’re responsible for managing your team, keeping up with industry trends, and ensuring that your business is operating efficiently. With all of these responsibilities, it can be overwhelming to handle everything on your own. That’s where virtual assistants come in.

Virtual assistants (VAs) are a cost-effective and flexible solution to help you manage your workload. According to a study conducted by Small Business Trends, hiring a virtual assistant can save small business owners up to 78% in operating costs. 

The study found that virtual assistants can perform a variety of tasks, including administrative, customer service, and marketing tasks, freeing up business owners to focus on higher-level tasks. The study also found that virtual assistants can improve productivity and increase revenue for small businesses.

However, before you hire a virtual assistant, there are some important things to consider. In this article, we’ll discuss the key factors you should keep in mind to ensure that you’re making the most of your virtual assistant’s expertise.

Things to Consider Before You Hire a Virtual Assistant

What is a virtual assistant?

A virtual assistant is a remote worker who provides administrative, creative, or technical support to businesses or individuals. Virtual assistants can perform a wide range of tasks, including email management, scheduling, social media management, bookkeeping, and research. They can work independently or as part of a team, and their services can be customized to meet the unique needs of each client.

Benefits of hiring a virtual assistant

Hiring a virtual assistant can offer several benefits to businesses, including:


Virtual assistants are typically less expensive than hiring a full-time employee. You only pay for the time that the virtual assistant works on your projects, rather than paying for benefits, equipment, and office space.


Virtual assistants can work on an as-needed basis, which allows you to scale your support up or down based on your changing needs. You can also hire a virtual assistant for a short-term project, rather than committing to a long-term hire.

Access to specialized skills

Virtual assistants can offer expertise in areas where you may lack experience or skills. For example, if you’re not familiar with social media marketing, a virtual assistant with a background in that area can help you improve your online presence.

How to find the right virtual assistant

Finding the right virtual assistant can be challenging. Here are some steps you can take to ensure that you’re selecting the right fit for your business:

Determine your needs

Before you start searching for a virtual assistant, it’s important to identify the tasks that you want them to perform. This can help you narrow down your search and find a virtual assistant with the specific skills and experience you need.

Research and compare VA providers

There are several websites and agencies that connect businesses with virtual assistants. It’s important to research these providers and compare their services and fees before making a selection.

Evaluate VA qualifications and experience

Once you’ve identified potential virtual assistants, it’s important to evaluate their qualifications and experience. Look for virtual assistants who have experience in your industry and can provide references from past clients.

Communicating effectively with your virtual assistant

Effective communication is key to maximizing the productivity of your virtual assistant. Here are some tips to keep in mind:

Establish clear goals and expectations

It’s important to establish clear goals and expectations for your virtual assistant. This can include specific tasks, deadlines, and performance metrics. Make sure your virtual assistant understands what you expect from them and what success looks like.

Set up regular check-ins

Regular check-ins can help you stay up-to-date on your virtual assistant’s progress and address any issues that arise. Schedule weekly or bi-weekly check-ins to review completed work, discuss upcoming projects, and provide feedback.

Use communication tools effectively

Communication tools like email, instant messaging, and video conferencing can help you stay connected with your virtual assistant. Make sure you use these tools effectively, setting expectations for response times and communication protocols.

How to train and onboard your virtual assistant

Once you’ve hired a virtual assistant, it’s important to onboard and train them properly to ensure a smooth transition. Here are some tips to keep in mind:

Provide clear instructions and guidelines

Clear instructions and guidelines can help your virtual assistant understand what is expected of them. This can include a detailed job description, an overview of your business and its goals, and specific instructions for tasks.

Assign tasks and deadlines

Assigning tasks and deadlines can help your virtual assistant prioritize their workload and manage their time effectively. Make sure you provide clear instructions and expectations for each task, including any relevant deadlines.

Establish a feedback loop

Establishing a feedback loop can help you provide ongoing guidance and support to your virtual assistant. Make sure you provide regular feedback on completed work, addressing both strengths and areas for improvement.

Managing your virtual assistant

Managing your virtual assistant effectively can help you build a productive and successful working relationship. Here are some tips to keep in mind:

Build trust and rapport

Building trust and rapport can help you establish a positive working relationship with your virtual assistant. This can include getting to know them personally, being responsive to their needs, and providing recognition and appreciation for their work.

Provide ongoing support and feedback

Providing ongoing support and feedback can help your virtual assistant improve their skills and increase their productivity. Make sure you provide regular feedback and support, and be willing to invest in training or professional development opportunities.

Track performance and adjust expectations as needed

Tracking your virtual assistant’s performance can help you identify areas where they excel and areas where they may need additional support. Use this information to adjust your expectations and provide guidance as needed.


Hiring a virtual assistant can be a valuable investment for any business owner. By following these guidelines, you can ensure that you’re selecting the right virtual assistant. 

With the right virtual assistant, you can maximize your efficiency and productivity, allowing you to focus on growing your business.


Q: What kind of tasks can a virtual assistant perform? 
A: A virtual assistant can perform a wide range of tasks, including administrative tasks such as email management, scheduling, data entry, and research, as well as more specialized tasks such as social media management, graphic design, and content creation.

Q: How much should I expect to pay for a virtual assistant
A: The cost of a virtual assistant can vary depending on factors such as their experience, skillset, and location. In general, you can expect to pay anywhere from $15-$50 per hour for a virtual assistant.

Q: How do I know if a virtual assistant is a good fit for my business? 
A: To determine if a virtual assistant is a good fit for your business, it’s important to consider factors such as their experience, skillset, and communication style. You may also want to ask for references or work samples to get a better sense of their capabilities.

Q: What are some common challenges of managing a virtual assistant, and how can I overcome them?
A: Common challenges of managing a virtual assistant include communication barriers, time zone differences, and maintaining accountability. To overcome these challenges, it’s important to establish clear communication protocols, set expectations for response times and availability, and use project management tools to track progress and deadlines.
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