Hiring and Working with a Virtual Assistant: A Guide for Business Owners and VAs

Questions to Ask When Hiring a VA

Your VA will become a key part of your team, so it’s vital to hire someone who understands your business and your goals. Here are some questions to guide your interview:

1. Experience and Specialisation
   
   • How long have you been in business?
   • Where are you based, and what industry do you generally support?
   • Do you have a niche? Be that sector, service, location, software etc?
2. Availability and Working Hours
   
   • What are your working hours, and do you work at weekends?
   • What is your turnaround time for tasks?
3. Pricing and Contracts
   
   • How do you charge for your work (do you have an adhoc hourly rate, sell your time in retainer packages of x hours per month, per project?)
   • Do you track your time using software?  Do you include a copy of that timesheet with your invoice so I can see where my time is being spent?
   • What are the terms of your contract (is there minimum length of time we need to work together)?
   • Do you have a confidentiality agreement?
   • Do you provide the data processing agreement?
4. Skills and Tools
   
   • What programmes and tools are you most experienced in?
   • Will you be doing the work yourself or do you have a team?
5. Communication and Reliability
   
   • How often do you stay in contact, and what is your preferred communication method?
   • What is your standard response time to emails and phone calls?
   • What plans do you have to ensure my work is completed if you are ill or on holiday?
6. Billing and Testimonials
   
   • Do you invoice upfront or after the work is completed?
   • What are your preferred payment methods?
   • What happens if I don’t use all my retainer hours – do you carry them forward to another month?
   • Do you have client testimonials, and can I contact those clients directly?

Preparing Yourself to Hire a VA

Before starting the interview process, consider these questions to ensure you are ready to bring a VA into your business:

1. Desired Qualities and Skills
   
   • What kind of person do I want to bring into my business?
   • Do I want someone I can train, or someone with experience who can work independently?
   • What specific skills do I need them to have?
   • Are there specific core values that I need them to have?
2. Budget Considerations
   
   • Can I afford a Virtual  Assistant?
   • Determine a realistic budget and think about whether you need someone for occasional tasks or on a retainer basis.
3. Task Delegation
   
   • What tasks can a VA perform for me?
   • Identify tasks that are often left undone or those you tend to avoid. This will help you find the right VA for your needs.

Tips for the Interview Process

When interviewing candidates, pay attention to their professionalism and commitment to their clients. Here are some tips for a smooth interview process:

• Professionalism: Look for a VA who treats your business with care and respect.
• Interview Process: Don’t hire the first person who shows interest. Advertise the position, interview candidates who meet your criteria, and seek recommendations and testimonials.
• Technology: Use video calls to get to know each other better.  Research tells us that body language is 55% of the process when we communicate, 38% is the pitch and tone of voice someone uses, and only 7% is the words we use…  When hiring a new team member, I always want to meet them in person or via zoom / MS Teams.  Part of this is to check it’s their name when they log in to the system. 
• Check website and social media content.  Look for a clean, professional design that reflects their brand and expertise.
• Clear Services Offered: Ensure their website clearly outlines the services they provide and any specialisms they may have.
• Client Testimonials: Check for reviews or testimonials from previous clients that highlight their skills and reliability.
• Relevant Experience: Look for case studies or examples of past work that demonstrate their experience in your industry or with similar tasks.
• Communication Style: Assess their tone and communication style on social media and their website to see if it aligns with your preferences.
• Engagement and Activity: Observe their level of engagement on social media; regular posts and interactions can indicate a proactive approach.
• Content Quality: Evaluate the quality of their content, such as blog posts or articles, to gauge their knowledge and expertise in relevant areas.
• Professional Credentials: Check for any relevant qualifications, certifications, or memberships in professional organisations that enhance their credibility.  Do they share their Insurance, ICO registration details for you to see?

In Summary

Hiring a VA can greatly improve your business’s efficiency and growth. By asking the right questions and preparing yourself properly, you can find the right VA to support your needs. Remember, this is a partnership, so take the time to ensure both parties are a good fit.  The VA is interviewing you as much as you are interviewing them.  

If you are looking for some support in finding your VA – I offer support to you – it’s a brainstorm / coaching call to make the whole process a little easier.  At the end of the session I will go away and research 2 or 3 Virtual Assistants who may be a good fit for you.  Ultimately the decision lies with you who you choose to support you.  Click here to book a “Hiring a VA / OBM Session.”

If you are a VA reading this, can you answer all of these questions should someone ask you them.  Do you make it easy for someone to find this information on your website or do you make the whole process a little difficult? 

As part of The VA Membership, we are committed to helping you build and grow your Virtual Assistant business. We understand that staying motivated and focused on your goals is the key to your success.

The VA Membership is the only UK VA business accelerator designed specifically to help you create recurring revenue and consistent growth through regular action. With over 150 hours of courses, weekly co-working sessions, group coaching calls, a private support group, and a pay-as-you-go option, we’re here to support you in becoming the “Go-To” Virtual Assistant. Join us today, and let’s embark on this journey together!