You need to delegate tasks to a virtual assistant. How do you find the right one for your business?

A VA will be useful if you can determine what you need to outsource, your budget and the skills the VA will need to accomplish the given tasks. Some tasks may require virtual assistants who are experts in their fields while others you would only need a VA who knows enough and can figure out the rest as you go. Also remember the soft skills such as reliability, communication, that suits your unique situation.

If you are still trying to figure out where to start, I suggest to prospective clients to make a list of everything they don't like doing in their business. Is it checking email on a daily basis or calling leads? Is it creating social media posts or responding to your following on social media? Whatever it is, writing down what you don't like doing will lead you quickly to what needs to be delegated.

Begin by detailing the tasks the virtual assistant would be required to perform. Thereafter create the persona of your virtual assistant, clearly describing the technical and soft skills you require. I think that for a virtual assistant, soft skills are more important, skills such as communication, organisation skills, planning among others.

Defining your needs begins with defining your goals. When you create plans of action to reach specific and attainable goals in your business, you can better see where you need to place your efforts and attention. As a business owner, you want to focus your time and energy into your business. The tasks required to make your business function, but do not directly require your attention in these action plans can be delegated to a VA.

In oder to choose the right VA you need to be able to clarify your needs and know exactly what you want from a VA. Besides that how much are you willing to pay?

The thing about using virtual assitants is that some of the work you might want to delegate may be dear to your heart and you would not want any kind of person to handle those tasks. The objective of any wise business owner who wants to use the services of a Virtual Assistant is to find someone they know, like and or trust. However, there are situations when it is difficult to find someone you know, like or trust but you can recruit through an agency you know or through your network. Once this is done, the onus is on you to find out if you like them and if you can trust them with your work.

Utilize platforms like Upwork, LinkedIn, or VA agencies that specialize in your industry. Hiring through an agency comes with the added advantage of easily replacing a VA or having a backup, which ensures continuity in your operations. Recommendations from your network can also lead to trustworthy candidates. Posting a detailed job description attracts those who are not only skilled but also genuinely interested in your business. Initiating this search effectively is key to finding a VA who aligns with your business’s culture and values, setting a strong foundation for a productive partnership.

Es gibt tatsächlich viele Möglichkeiten online eine VA zu finden. Zum Beispiel eine Billigkraft über Feverr, mit der die Kommunikation schwierig ist, weil irgendwo auf der Welt sitzt und auch grade schläft, wenn du sie erreichen willst. Oder über Agenturen, die völlig überteuert sind und die VA's ausbeutet. Du kannst dein Gesuch aber auch einfach in Gruppen wie "Virtuelle Assistenz suchen und finden" bei Facebook veröffentlichen, in der sich unzählige qualifizierte VA's tummeln und die selbst aussuchen, welche am besten zu dir und deinem Business passt. 😉

4. Review Profiles: Evaluate the profiles of potential candidates. Look for relevant experience, skills, and positive reviews from previous clients. Pay attention to communication skills, reliability, and professionalism. 5. Interview Candidates: Conduct interviews to assess candidates’ suitability for your business. Ask about their experience, availability, and how they handle tasks and deadlines. Consider conducting a trial task to evaluate their capabilities firsthand. 6. Establish Expectations: Clearly communicate your expectations, including task requirements, deadlines, communication preferences, and confidentiality agreements.

Être assistante c'est collaborer avec nos clients et pour ça il y a besoin d'avoir confiance. Il y a des plate forme de mise en relation, mais pour moi, passer par son réseau est un plus, surtout si la personne a déjà travaillé avec cette assistante. La confiance est le cœur de notre métier.

A paid trial project is an essential part of hiring a new VA. It gives you both a chance to assess that you'll be a good fit to work together before commiting to a longer term relationship.

On the spot tests are often more telling that testimonials and ratings. One thing I have found helpful is to assess the candidate on the spot. This way you can tell how proficient they are in the said skills you are recruiting for. However, we all know that exams are not always the best way to test intelligence. One reason is that the candidate might be nervous and do poorly even though they are skilled. So, see beyond the performance and look into the personality of the candidate. Try to find clues about the kind of person he is. Then, if you have the resources give a fair opportunity for the candidate to display proficiency and see how they perform.

Here are a few key steps, drawn from my 13 years of experience: 1. Start with simple tests to check their grasp of essential software. 2. Give them a small project to see their real-world skills. 3. Interview to reveal a lot about their communication and problem-solving. 4. Quick checks with past employers can clue you in on their reliability and work quality. 5. A brief hiring period helps test their fit with your workflow. 6. Watch their time management and communication - vital for remote work. 7. Make sure they’re up to speed with the necessary tech tools. 8. They should vibe well with your team and understand your company’s culture.

Il faut vérifier que les compétences de l'assistante correspondent à vos besoins. Comme dans beaucoup de métiers, certaines ont leur spécialité, dans ce cas il vaut mieux s'adresser à celles dont vous êtes la cible. Il vaut mieux toujours passer par une période d'essai, sachant que la mise en place d'une collaboration ça prend du temps.

In my experience, the interview determines who gets hired in most organizations. We often want to work with someone we can connect with on a emotional level to some degree especially if the work involves a 'close' relationship between the employer and the employee. So, at this stage it is smart to search for a candidate that fits the culture and values of your venture.

One of the most impactful things an employer can do for an employee is to train the employee. Employee training removes ambiguity from execution. Research has shown that most employees want to do well on their jobs so, training them empowers them with the right information to make the right decisions during the work process and gives them a scope to which they can take initiative. Training also helps reduce the incidence of small mistakes that when accumulated could cripple the organization. Thus after hiring a candidate, I recommend that you invest in training and retraining them periodically. It is in your best interest.

Have clear processes in place for your new VA. This includes task management systems, communication channels, and regular check-ins. Additionally, invest time in a thorough onboarding process to ensure your VA understands their role and your business. Mistake to Avoid: Don't neglect the onboarding process. A well-prepared VA will be more effective and efficient. If you’re not clear on what you want your VA to do, it will be imposible for them to complete tasks to your specifications and this can cause frustration on both sides.

Take the approach of seeking support in your industry that is familiar with both the language and the landscape. That is one less area they will need training in, which should be relegated more specifically to how your business runs

So once you've identified the right candidate, the following steps, documentation, and systems can help streamline the onboarding and training process: 1. Documentation & Contracts • agreement • NDA • Tax Forms 2. Onboarding Process • welcome pack • tools and access • data security protocols 3. Training System • SOPs • training vids • check-ins 4. Performance Management • KPIs • feedback mechanism 5. Communication • comm software • proj mgt tools • file mgt tools 6. Engagement Activities • team meetings • training + development opportunities 7. System Setup • tech • access rights • comm protocols Key for Success • be clear about your expectations • build a relationship • be patient

I began my business as a virtual assistant and have evolved my skill set to technology support as well as systems and strategy. It may be a better investment to seek out someone more well-rounded, rather than several people, which is dependent on your season of business and threshold of investment.

Puedes tener a diez personas y que cada una de ellas te haga un trabajo específico. O puedes tener a una persona que te haga esos 10 trabajos. ¿Habrá alguien especializado en esos 10 trabajos desde ya? Probablemente no, pero sí alguien polifacético que sea capaz de desarrollarlos de una forma eficiente y organizada siempre buscando la mejora continua. Para esto existen los asistentes virtuales, personas capaces de seguir aprendiendo siempre, añadiendo más y más especializaciones en su portfolio, ya que esa es la gracia del asistente virtual. Alguien capaz de aprender rápidamente a gestionar nuevas herramientas en un tiempo récord, de ahí la necesidad de la organización y con ella, entre otras cosas, la eficiencia.