As a business owner, finding and hiring the right Virtual Assistant can be tough and is never easy, let alone if you are doing it for the first time. Virtual assistants come and go, and there are many ways to find them. But the real challenge is: How do you find a long term VA who will stick around for the long term?
Having worked as a VA for 2 years, I understand the difficulties business owners have in finding a Virtual Assistant (VA) who will stay with them long term.
That is exactly why I want to share all the tips and tricks that I learned to help you find your next reliable long-term VA.
- Who Is a Virtual Assistant and How Can They Help You in Your Business?
- How to Hire a Long-Term Virtual Assistant
- How to Know the Tasks to Outsource to a Virtual Assistant
- How to Keep a Virtual Assistant for Long-Term
- Mistakes to Avoid When Hiring a Long-Term VA
- How Much Does Hiring a Virtual Assistant Cost?
- Hire Me!
Who Is a Virtual Assistant and How Can They Help You in Your Business?
A Virtual Assistant or in short a VA is someone who takes off the loads of your everyday tasks, think of it like a remote helper for your online business.
They can do things like answering emails, managing your schedule, handling customer inquiries, and even assisting with social media or research tasks. Basically, they take care of various administrative tasks so you can concentrate on growing your business.
There are also specialized VAs, graphic design, web development, SEO, social media advertising, YouTube or blogs management, and the list goes on.
How to Hire a Long-Term Virtual Assistant
Do You Want to Hire an Agency or an Independent Virtual Assistant (VA)
In order for you to hire your virtual assistant, there are many questions that you should ask yourself. One main important question is do you want to hire a VA through an agency or independently?
Because there are a lot of factors to consider that can significantly impact your hiring experience and the quality of service you will receive, hence your long term VA.
Here some of the pros of cons of each:
Hire a VA Through an Agency:
| Pros: | Cons: |
| Convenience: Agencies often make the hiring process so much easier by providing a pool of pre-vetted VAs, saving you time and effort. | Higher Fees: The convenience and assurance provided by agencies come at a cost (obviously) as they typically charge higher fees or take a percentage of the VA’s earnings. |
| Professionalism: Agencies typically have stringent vetting processes to ensure their VAs possess the necessary skills and experience, giving you peace of mind about the quality of service. | Less Control: While agencies match you with VAs based on your needs, you may have limited control over the selection process and may not have the opportunity to handpick your VA. |
| Backup Support: In the event that your assigned VA is unavailable due to illness or any other reasons, agencies can often provide backup support to ensure continuity of service. | Limited Long-Term Fit: While agencies strive to match you with suitable VAs, it can be challenging to find a long-term Virtual Assistant. Despite their vetting process, you could discover compatibility issues or mismatches in working styles only after starting the work with your newly hired VA. |
| Limited Knowledge: This is linked to the cons before it. You may not gain a comprehensive understanding of your VA’s capabilities and work ethic until you start working together. This lack of upfront knowledge can create challenges in establishing a long-term, and productive partnership. |
2. Independent VAs:
| Pros: | Cons: |
| Flexibility: Hiring an independent Virtual Assistant allows you to directly negotiate rates, terms, and the scope of work, which will give you greater flexibility and control over the hiring process. | Time Investment: Finding the right independent VA requires investing tons and tons of time in screening, interviewing, and testing, which can be more time-consuming compared to hiring through an agency. |
| Direct Communication: Working directly with an independent VA fosters more personalized and direct communication, enabling quicker feedback and adjustments. | Guidance and Supervision: Independent VAs may require more guidance and supervision when you start with them, as they may not be as familiar with your business processes and expectations. Usually, an onboarding process from your part will solve this solution. |
| Tailored Selection: You have the freedom to handpick a VA who aligns with your specific requirements, skills, and working style. | Lack of Backup Support: Unlike agencies that may have a team of VAs available to provide backup in case your primary VA is unavailable, independent VAs typically work solo. |
| Long Term Relationship: Having a direct relationship with your independent VA will have the potential for a long-term partnership. You can build trust and continuity over time, leading to a more enduring and mutually beneficial relationship. This long-term commitment can result in better understanding, efficiency, and synergy between you and your Virtual Assistant, ultimately enhancing productivity and success in your online business. |
How to Craft the Perfect Job Description for Hiring Your Long-Term Virtual Assistant
Let’s break down the essential elements of a perfect job description for hiring your long-term VA. I want you to use simple and straightforward language.
Here are the key point that your VA job description should have:
1. Start with a Clear Introduction:
Start your job description with a brief introduction that outlines who you are, what your business does, and why you’re looking for a virtual assistant. Keep it concise and engaging to grab the attention of your potential candidates.
2. Outline Key Responsibilities:
Next thing, you want to clearly outline the tasks and responsibilities the Virtual Assistant (VA) will be expected to handle. Be specific about the daily, weekly, and monthly tasks they’ll be responsible for, including any specialized skills or software knowledge required.
3. Specify Qualifications and Skills:
Detail the qualifications, skills, and experience you’re looking for in a long-term VA. This will help your potential candidates understand if they’re a good fit for the role and ensures you attract applicants with the right background and expertise.
4. Emphasize Long-Term Commitment:
This is a huge keypoint! Make it clear in your VA job description that you’re seeking a virtual assistant for a long-term partnership. Highlight the benefits of a stable, ongoing collaboration, such as consistent work, opportunities for growth, and a deeper understanding of your business needs.
5. Provide Application Instructions:
Last but not least, outline the application process, including how they should apply, what materials they need to submit (e.g., resume, cover letter, portfolio), and any specific instructions or requirements.
By following these simple and easy steps with writing a clear, compelling job description, you’ll attract qualified VAs who are eager to join your team as a long-term virtual assistant.
How to Know the Tasks to Outsource to a Virtual Assistant
Here is how to identify the tasks you want your VA to tackle:
1. Take Inventory of Your Time-Consuming Tasks:
First thing first, start by making a list of all the tasks that take up a significant portion of your time but don’t necessarily require your personal attention, or you to do those tasks.
This could be administrative tasks, responding to emails, Social media management, graphic design, video editing or anything that feels like it’s eating into your daily productivity.
2. Identify Your Strengths and Weaknesses:
Considering your strengths and weaknesses as a business owner is super important when you want to bring onboard and outsource some tasks to them.
Ask yourself, what are the tasks that you excel at and enjoy doing? These are likely the tasks you should focus on and do by yourself. On the other hand you should delegate the tasks that you struggle with or find tedious to your VA.
If you are struggling with coming up with a list. Just go on with your week and whenever you do a task, not down the tasks you enjoyed doing and the ones you wished you could just procrastinate on or outsource to someone else.
3. What Your Business Goals:
Think about your long-term business goals and priorities. Which tasks align directly with these goals, and which ones can be outsourced to free up your time for more strategic activities? Prioritize tasks that contribute to the growth and success of your business.
Let me give you an example for this one:
- Goal: Increase online presence and brand visibility
- Task: Regularly posting on social media, engaging with followers
4. Start Small and Build Over Time:
Don’t overwhelm yourself or your Virtual Assistant by delegating too many tasks all at once. Start with a few essential tasks and gradually add more as your working relationship evolves and your VA becomes more familiar with your business processes.
How to Keep a Virtual Assistant for Long-Term
Soo, you’ve done all the work to hire your VA. Now comes the big question, how do you keep your VA to stay with you on a long term basis?
1. Fair Pay:
It’s simple and obvious, but many business owners tend to neglect the facts. Compensation plays a significant role in keeping your VA motivated and satisfied.
Make sure you offer competitive pay that reflects the value of their work and the skills they bring to the table. Remember, happy VAs are more likely to stay loyal to your business!
2. Cultivate a Friendly Atmosphere:
Don’t be just a boss – be a friend too!. Take the time to schedule activities or casual chats with your VA. Share stories about your weekend adventures and ask about theirs.
3. Communication is Key:
I love a good communicative client! Effective communication is crucial for a successful long-term relationship with your Virtual Assistant. Create a weekly or monthly feedback sheet where both of you can jot down what went right, what went wrong, and any ideas for improvement.
4. Stay Organized Together:
Investing in project management tools can work wonders for staying organized and on top of tasks with your VA. Use tools like Clickup or Asana to stay organized and keep track of tasks. It reduces confusion.
5. Match Tasks with Passion:
Give your VA tasks they enjoy. Nobody likes doing things they hate.
6. Invest in Their Growth:
Just like you invest in courses or trainings for yourself, consider sharing these opportunities with your VA. VAs are always eager to learn new skills and expand their knowledge base.
By investing in their professional development, you show that you value their growth and contribution to your business.
7. Build Trusting Relationships:
Trust is the foundation of any successful partnership. Be transparent, reliable, and respectful in your interactions with your VA. Trusting relationships lead to greater job satisfaction and loyalty from your VA.
8. Trial Period for New Tasks:
Before giving your VA new tasks, make sure they’re comfortable with them. Let them try it out first. This allows you and your VA to assess whether the task is a good fit before committing long term.
Mistakes to Avoid When Hiring a Long-Term VA
- Don’t hire a cheap VA
- Avoid micromanaging
- Don’t assign tasks outside their expertise
- Be honest about working hours in your job description. Don’t write you need 10 hours a week and then you only give them 3 or 5 hours.
- Remember they’re human too. Respect their personal time and boundaries, and avoid treating them like robots. A happy and well-rested VA is more productive in the long run.
- Don’t Overload Them with Last-Minute Tasks
How Much Does Hiring a Virtual Assistant Cost?
The cost of hiring a virtual assistant (VA) can vary depending on several factors, including their location, experience, skills, and the tasks you need them to perform. Here’s a breakdown of the typical costs associated with hiring a VA:
Hourly Rates: Many virtual assistants charge by the hour, with rates ranging from $10 to $50 or more per hour.
Flat Rates: Some virtual assistants offer flat or project-based rates for specific tasks or projects. For example, you might pay a flat fee for social media management, video editing, or administrative support. Flat rates can provide more predictability in pricing, especially for ongoing or recurring tasks.
Monthly Retainer: Another pricing model is a monthly retainer, where you pay a set fee for a certain number of hours or tasks each month. This arrangement provides consistency and stability for both you and the VA, as they know they have guaranteed income each month, and you have a set budget for their services.
Hire Me!
Need a helping hand with your business? I’m here to assist you as a specialized Virtual Assistant. With expertise in graphic design, video editing, and content repurposing. Check out my portfolio and reach out if you need any help.
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