So you are overworked. Your to-do list isn’t getting any shorter. Some days in fact you feel you are only ever adding to your list and never ticking anything off. Some of the things on your to-do list have been there for months because you aren’t sure how to tackle them. Sound familiar?
So you need help. You need some assistance. But you can’t recruit anyone because you don’t know what the job entails, and anyway you can’t afford to commit to pay someone a regular wage, and all the admin and other costs that come with employing staff. So you just carry on.
But there is help out there. You need a VA! A Virtual Assistant, or VA, can work alongside you in your business and can pick-up varying tasks from your to-do list. Depending on the VA, they will offer different services, depending on their expertise, experience and niche.
But how do you go about finding the right VA? We see VAs offering different services, at very different rates/prices. So how do you know what you should be looking for, and who should you pick?
There are so many ways you can use a VA. From customer service to administrative duties to research to design work. While each VA possesses their own unique skill set and offers slightly different services, there are some must-have qualities that every VA should have. Here’s what to look out for in a VA.
Reliability – Reliability is essential. You need to be able to rely on a VA to report on the progress of a project or answer your emails in a timely manner. As your VA is likely to be working remotely, they need to exhibit a level of responsibility and autonomy to perform the tasks assigned to them. You need to feel confident they can produce high-quality work on your behalf.
Excellent Communicator – VAs need to demonstrate effective communication skills in responding to your emails or phone calls. An inability to communicate could result in misunderstandings that delay processes, generate extra costs, and affect your relationship with clients. Make sure your VA is comfortable navigating the different methods of communication you wish to use – whether that is WhatsApp, FaceTime, Zoom, the specific email provider you use, project management software, etc.
Resourceful and Proactive – The last thing you want is to hire a VA who simply goes through their checklist without investing time in producing quality work or putting in extra effort. The whole point of employing the help of a VA is to have a helping hand to carry out assigned tasks, find solutions, and solve issues that may arise. While it’s unrealistic to assume your VA will know how to do everything, they should be resourceful. They can enquire about how to do a particular task on a VA forum, watch a YouTube tutorial, or research into the necessary information. Virtual Assistants that are experts at their craft will proactively stay on top of industry trends, their competition, and the latest technology. VA’s who can solve problems, think of their feet, and use their initiative to deliver the highest quality work will save you time and potentially your sanity.
Trustworthy and Honest – When working with someone in a virtual capacity, honesty is more important than ever. Your VA is bound to make a mistake or error on occasion. The difference is, a good VA will come to you about any problems that arise or delays that prevent them from completing the work on time. Many VAs use time tracking systems to track their time and progress and ensure they are recording the correct hours.
Able to Multitask – If we were to list out the top five areas a virtual assistant must excel in, multitasking would most definitely be one of them. After all, they will likely have multiple projects or tasks on their plate and must be able to stay organised, keep things moving forward, and juggle multiple clients, all in a days work. Keeping a good schedule, knowing what to prioritise, and working efficiently is a vital component of a successful VA.
Works Well Under Pressure – Things may get a little chaotic, but you never want clients to see what’s going on behind the scenes. This is important for your VA to understand. They should place an emphasis on making each client feel as though they are the number one priority – regardless of how hectic the workload may be. Instances may occur where there’s a short turn-around time or a higher workload than normal, and your VA should be able to not only handle the pressure but not pass on any stress or negativity to a client. Think swans.
Follow-Up – When you find a VA who can stay on top of all their tasks, even when a client may not. Sometimes things fall through the cracks, but your VA should reach out and follow up – rather than just sitting on a task and waiting.
A virtual assistant that is skilled at their job will ultimately help your business grow. Whether it’s because they freed up your time to pursue new opportunities or their outstanding work resulted in an upsell or client referral. VA’s can contribute to your profitability when they possess the right skill set.
Taking on a VA can feel like a fairly daunting task. As, you want to find a qualified candidate that you can work with. If you keep these qualities in mind while you’re on the look out for a VA, it should make your search slightly easier.
So to summarise, when looking for a VA, you should be asking candidates to demonstrate:-
This blog, or the short list above, might help you work out some of the questions you might ask a potential VA candidate.
Good luck.