Do You Need A Virtual Assistant?

One of the things that really helped me scale my business was hiring staff. A team is a game changer once you find the right fit for people. I have been fortunate enough to find two fabulous virtual assistants who have not just helped me scale my business but support my vision and increase my revenue. Do you need a virtual assistant? Maybe. I think a VA is one of the first people you should add to your team besides an accountant.

I asked my VA Rachael Hunte to share her expertise as a VA coach of what you should be looking for and how to manage your expectations.

What is a Virtual Assistant?

A virtual assistant (VA) is a person who provides a range of services to business owners. VAs typically work from home but can work from any location with an internet connection and a laptop (or other such devices). Some virtual assistants may be available for physical meetings, “office days”, or if there’s a particular event the VA needs to oversee, however most VAs work completely remotely. 

Hiring a Virtual Assistant

Hiring a VA (Virtual Assistant) should be the same process as hiring any other person to work in your business. People have different skills and abilities and have different personality types. All of this must be considered when hiring a new VA. 

Before delving into hiring a new VA, you must ensure you have a clear idea as to what tasks you need this person to be responsible for. 

There are many areas where a VA can support you as a business owner. Here are just a few areas:

• Email marketing – the VA must be strong in copywriting. 
• Customer service calls – the VA must be well trained in dealing with difficult customers and have a pleasant, approachable phone presence. 
• Sales calls – the VA must understand the sales process and be able to push through rejection and get those calls done. 
• Bookkeeping – the VA must be great at data entry and have strong attention to detail. 
• Social media management – the VA must be strong in copywriting and understand the specifics of the social media platform that is being managed.

This is a shortlist of services! So many virtual assistants are competent in different areas. I usually advise business owners to think about what they need, then search for a VA instead of the other way around. Why? There’s a VA out there who can handle the job, so don’t get boxed into the idea that a virtual assistant can only provide a small set of services. 

Can you find a VA that will fit all the needs of your business? 

It depends. You may get a VA to cover all the bases of your business or you may have to expand as you go along. It all depends on how much you need to delegate to your new VA. You can search for a person who is skilled in all the areas you need, or you can hire multiple people to carry out different tasks. Hiring multiple people as opposed to one VA will not necessarily be a huge financial difference because you can split up the working hours based on the time it takes to do each job. If you hire one person for sales calls and another person for social media management, then they can both work a half-day shift, instead of one person working all day. That way, you get each person performing at his/her best, and you are not breaking the bank!

Personality Types

Let’s talk about personality types when hiring a new VA. There are introverts, extroverts, and lots of variations in-between. Some people would be happy to sit behind a screen and type all day, while others would love to be on the phone, building rapport with your customers. 

You have to determine what type of person would best fit your business and what type you would prefer to work with since you will have to interact often with your new VA. Choosing the right personality type that fits your business can help make the process of onboarding your VA easier. You may prefer an assistant that is quiet and reserved or someone that outspoken and gregarious. Even though your VA is working from home, you still need to have a working relationship. This will include online meetings and training sessions if a new system or program is introduced into your business. You will need to communicate on the status of projects and be updated on work done. Therefore, choosing someone with whom you would be comfortable working closely should not be overlooked.

The skill level of the person you hire and the personality type are both very important aspects you need to keep in mind when interviewing persons to fill the virtual assistant position in your business. 

What else to consider

Here are a few more aspects to consider:

• Availability – do you need a VA all day or just for a few hours? Do you need someone consistently or just for projects?
• Finances – do you have the budget for an experienced VA, or would you be open to training someone who may be more cost-effective? 
• Location – will you require physical meetings from time to time or will you operate purely virtually? 
• Growth – are you looking for a VA to handle basic admin tasks or do you need someone who will grow with your business and take on more responsibility over time?

Answering these questions will put you in a better position to decide on the VA that will best fit your business. 

Once you bring on a new VA, you will need to provide relevant details to that person during the “onboarding” process. Depending on the level of tasks you delegate, you will need to put aside time during the first few days or the first few weeks to ensure your VA has all the information needed to get the job done well. 

A virtual assistant will be a new addition to your team. Choosing the right person for the job is the first step in having a positive work relationship as you grow your business. 

I have helped some very competent and knowledgeable people start their own VA businesses right here in Trinidad and Tobago. If you are looking for a VA, I’ll be happy to refer you to the VAs in my network. 

If you are considering starting your own VA business, you can also reach out to me for consulting services. Feel free to take a look at my package options here – VA Consulting Package Options

You can reach me on LinkedIn – Rachael Hunte, Facebook at VA Forward or via phone 1-868-346-2561