The biggest mistakes people make when they outsource to a VA

So, you’ve made a decision, you are going to outsource some of your tasks to a Virtual Assistant (VA). You’ve found someone work with. How do you try to guarantee it’s all going to work out? Well, we can’t provide you with a guarantee, but we can share with you the common mistakes people make, and how to avoid them.

We’ve all heard at least one scary story where the outsourcing journey with a VA resulted in costly mistakes, lost time, and more stress, rather than increased productivity and stress relief.

Common mistakes of outsourcing

Embarking this journey without understanding the potential problems can lead to a bumpy ride. These hiccups often stem from misconceptions or a lack of experience in managing the relationship. Here are some of the most common mistakes you want to be aware of.

1. Misunderstanding the role of a VA

When you think of a VA, what comes to mind? A distant person silently handling tasks that you’ve delegated in the background?

A VA does much more than execute your outsourced functions; they become an extension of your business. They bring their unique expertise and perspectives to help you expand and meet your goals.

One of the most common mistakes businesses make is misunderstanding the role of a VA, treating them merely as a cost-cutting or time-saving instrument, rather than a strategic partner. This narrow viewpoint can lead to disappointment, ineffective collaboration, and, potentially, failure.

So, how do we avoid this misunderstanding involve them, invest time in them, explain why you are employing them, how what they are doing impacts the rest of your business. Have open communication with them, and understand their role.

2. Selecting the wrong VA

You must know what you want from a VA. VAs come with all different experience and skill sets. You wouldn’t order a pizza and tell the delivery company to surprise you. And then just hope for the best they deliver a pizza the size and with a crust and topping you like. You’d specify exactly what you want on your pizza. You need to do the same when explaining what you are looking for in a VA. They must have the skills and expertise you are looking for.

But also, have you ever heard the phrase, “You get what you pay for?” That phrase rings true in the world of outsourcing too.

When choosing a VA, it’s a massive oversight to base your decision on cost alone. A VA might offer a great deal, but if they’re not the right fit for you and your business, then it won’t work. The VA you pick should being able deliver the tasks you need carried out, to the quality you need and align with your business values and goals.

To avoid falling into the trap of selecting the wrong VA, consider the following during the selection and hiring process:

  1. Experience and Skills: Check if the VA has a track record of managing similar tasks and projects. Do they have the necessary skills and expertise? Ask for references and testimonials.
  2. Flexibility: A good VA will be able to adapt to your business’s changing needs. They should have a proactive approach.
  3. Quality over Cost: Yes, outsourcing to a VA is a great way to save time, and be more productive. But none of this should be at the expense of quality. You need to strike a balance between cost and quality.

3. Not setting clear expectations with the VA

As a small business, entrusting a VA with your data, setting clear expectations is a fundamental part of your outsourcing strategy.

The mistake of not communicating expectations effectively often leads to confusion, inefficiency, and poor output quality. This might result in a project that strays off course, fails to meet objectives, or, worst-case scenario, jeopardizes your business operations.

Here are some tips for setting and effectively communicating clear expectations with your VA:

  • Define Goals Clearly: From the outset, ensure you have crystal clear objectives for the project. What is the final deliverable? What is the timeline? How does this project align with your overall business goals?
  • Communicate Effectively: Maintain open lines of communication. Regular check-ins and updates can help keep the project on track and identify potential issues early on.
  • Provide Detailed Guidelines: The more information you provide, the better. Detailed guidelines can help the VA understand exactly what you expect from them. Don’t leave them fumbling around in the dark.

4. Lack of effective communication with the VA

In any relationship, be it personal or professional, communication is critical. The same goes for the business relationship between you and your VA. Insufficient or ineffective communication can be a huge mistake in outsourcing.

So, how can you communicate effectively with your VA? Here are some suggestions:

  • Regular Updates: Schedule frequent and regular calls or meetings to discuss the progress of the work. This helps keep everyone on the same page and allows any adjustments or feedback to be implemented promptly.
  • Clear and Concise Messages: Ensure your instructions and expectations are clearly and explicitly communicated. Avoid using jargon or technical terms that could be misunderstood.
  • Feedback Mechanism: Encourage a two-way communication street. Allow your VA to ask questions, provide feedback, and suggest improvements. This fosters a positive working relationship and better results.
  • Use Technology: Leverage communication tools that are easy to use and accessible to everyone. This could be anything from emails to project management software to video conferencing tools.

5. Not treating the VA as part of your team

How do you see your VA? As an independent unit? Or as an integral part of your business operations?

The answer to this question could determine the success of the arrangement. Unfortunately, some people make the mistake of treating their VA as separate from their in-house staff. This often results in a disconnect, leading to miscommunication, misunderstanding, and lacklustre performance.

In the beginning, people typically focus on the tasks to be outsourced. While these are essential considerations, ensuring the VA feels like a part of your team is equally important. This sense of belonging can significantly improve their motivation and productivity.

Here’s how you can integrate the VA into your team:

  • Inclusion in Communication: Include your VA in relevant meetings, discussions, and decision-making processes. This will make them feel involved and valued.
  • Establish a Company Culture: Make efforts to extend your company’s culture to the VA. This could be through training or simply sharing updates about your company’s achievements and events.
  • Mutual Respect: Treat your VA with the same respect and consideration as your in-house employees. Remember, they’re equally crucial for your business’s success.
  • Provide Feedback: Regularly providing constructive feedback to your VA can help them improve their work and align it more closely with your expectations.

6. Outsourcing core business functions

Understanding the nature and purpose of core business functions is vital when considering what to outsource. Your core business functions are activities central to your company’s value proposition and differentiate you from competitors. They are often closely linked to your company’s core competency and core values.

One mistake people often make is outsourcing these core functions, which can lead to losing control over quality and the unique value your company provides. Outsourcing should allow you to focus more on these core functions by taking care of the peripheral tasks that support them.

How do you identify what to outsource and what to keep for yourself? Here are a few tips:

  • Identify Your Strengths: Determine what your company does best and what differentiates you from competitors. These are the core competencies that you should retain in-house.
  • Analyse Costs and Benefits: Evaluate the costs and demands of performing non-core functions in-house versus outsourcing them. Consider factors like speed, efficiency, and the skill level required.
  • Consider Control and Quality: If a function requires a high level of control to ensure quality work or involves confidential or sensitive information, it’s often better to keep it in-house.

I hope these tips, and the mitigations suggested to counter them are helpful.

Has reading this made you feel any better? Are you less worried about delegating some tasks to a VA? Are you ready to outsource any of your tasks to a VA?  If you are, and want to get in touch to discuss your requirements, please let me know.

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