Let’s face it – running a business is no easy feat. There are always a million things to do, and sometimes it feels like there just aren’t enough hours in the day. This is where virtual assistants (VAs) come in to save the day. VAs can help boost productivity, streamline operations, and free up your time to focus on growing your business in any capacity that may be.

Throughout this article, we’ll guide you through the finer points of finding, hiring, and nurturing a trusted and skilled virtual assistant. We’ll share some practical tips that show you how a virtual assistant can add value to your life and your business.

Remote skilled professionals

Virtual assistants are experts in their fields, and this is why. They can tackle various duties and responsibilities, such as data entry, research, social media management, customer support, and administrative functions like managing your overflowing inbox to organising your busy schedule, all while working from their own remote locations. 

The beauty of VAs lies in their flexibility. Whether you need someone to help out for just a few hours a week or if you’re looking for full-time support, they can help. This adaptability makes them a perfect fit for businesses of any size – even if you’re a one-person show or a multinational corporation.

Now, you might be thinking – “Are virtual assistants up to the task? Can they really handle the workload?” Well, you’d be surprised. Remote assistants come from diverse backgrounds and bring a wealth of experience and expertise to the table. Many have honed their skills through years of working in various industries, and some are even specialists in specific areas like marketing, bookkeeping, or graphic design.

Not only can remote assistants help you with everyday tasks, but they can also provide a fresh perspective on your business. Sometimes, an outsider’s view can spark innovative ideas and approaches you might have never considered before. It’s like having a team member who’s not afraid to think outside the box and challenge the status quo.

Hiring a full-time, in-house employee comes with a hefty price tag – salaries, equipment, office space, and all the rest. But with VAs, you can skip the overhead costs and pay only for the hours they work or the specific tasks they handle. It’s a win-win situation for your business and your budget.

Identifying your business needs

  • Your to-do list: Take a moment to assess your business requirements. What tasks are bogging you down, stealing your precious time, and making you wish for an extra pair of hands (or two)? Jot down everything that comes to mind, from the mundane day-to-day stuff to those bigger projects that keep getting pushed aside.
  • Prioritise: Highlight the tasks that are essential for your business’s smooth functioning and growth. These are the ones that, when handled efficiently, will give you the most headway.
  • Get specific: Once you’ve identified your top-priority tasks, it’s time to pinpoint the skills and expertise you’re looking for in your virtual assistant. Do you need someone with killer organisational skills to manage your schedule and keep things running like a well-oiled machine? Or perhaps a whiz at social media to take your online presence to the next level? Make a note of these desired qualities – they’ll be your virtual assistant’s key skills.
  • Create space for innovation: Now, don’t be afraid to think outside the box. You might find someone with experience in your industry who can bring insider knowledge to the table. Or maybe you’d prefer a VA with a fresh perspective and a wealth of knowledge from working with diverse clients.
  • Creating a job description: Outline the tasks you need to be handled, the skills required, and any specific software or tools familiarity. The more specific you are, the easier it’ll be to find that perfect fit for your business.
  • Personality: Remember, it’s not just about skills and expertise – personality matters too. Think about the type of person you’d enjoy collaborating with. Are you a laid-back, creative type looking for someone who is similar? Or maybe you prefer a highly organised and detail-oriented individual to keep you on track. Finding someone whose work style aligns with yours can make all the difference in building a successful partnership.

Finding the perfect match

  • Freelance platforms: One of the easiest and most popular places to start your search is on freelance platforms like Upwork, Freelancer, and Fiverr. These sites are teeming with talented virtual assistants from all corners of the globe, ready to take on your tasks. You can browse through profiles, check out reviews from past clients, and even initiate direct communication to get a feel for each candidate.
  • Virtual assistant agencies: If you prefer a more hands-off approach, virtual assistant agencies can be your go-to option. These agencies have already done the heavy lifting of vetting and selecting top-notch virtual assistants for you. Just let them know your requirements, and they’ll match you with the perfect fit for your business needs.
  • Networking and referrals: You might be surprised at how many people have had great experiences with virtual assistants and are more than happy to recommend them. Plus, a referral from someone you trust adds that extra layer of confidence.
  • Social media and online communities: Hop onto your favourite social media platforms and explore groups or communities where entrepreneurs and business owners are active. Many virtual assistants participate in these communities, showcasing their skills and availability.
  • Your own website: Believe it or not, sometimes your ideal virtual assistant could be right under your nose – on your own website. If you have a contact page or a “Work with Us” section, mention that you’re open to virtual assistant collaborations. You never know who might stumble upon it and turn out to be the perfect fit.

Evaluating trustworthiness and reliability

When it comes to hiring a VA, trustworthiness and reliability are the bread and butter of a successful partnership. You want someone who’s got your back and can handle your business with care. 

  • References and reviews: Don’t be shy to ask for references from potential VAs. A good assistant should have a list of happy clients eager to sing their praises. And while you’re at it, do some online sleuthing – check out reviews and testimonials to get a sense of their track record.
  • Background Checks and Credentials: It doesn’t hurt to verify a remote assistant’s credentials. If they claim to have specialised skills or certifications, ask for proof. It’s all about covering your bases and ensuring you’re hiring someone who’s the real deal.
  • Non-Disclosure Agreements (NDAs): Your business’s sensitive information deserves protection. Don’t be afraid to have a virtual assistant sign a Non-Disclosure Agreement (NDA). It’s a small step that can give you some much-needed peace of mind.
  • Communication skills: Trustworthy VAs should be excellent communicators. They need to keep you in the loop, respond promptly to messages, and ask questions when needed. 
  • Cultural fit: You want a virtual assistant who understands your business’s brand and can align with your values. A virtual assistant who “gets” you is more likely to have your best interests at heart.

At the end of the day, trust and reliability aren’t just empty words. They’re the backbone of a strong business relationship. So, take your time to evaluate, ask the tough questions, and choose a virtual assistant you can rely on, like your morning cup of coffee. With the right remote assistant by your side, you can conquer your business goals.

Pricing and budgeting 

When it comes to pricing, remote assistants offer various options to suit your needs. Some charge by the hour, others by the project, and some might have retainer packages. Take the time to explore these models and figure out which one aligns best with your business requirements.

Hourly rates vs project-based pricing 

Deciding between hourly rates and project-based pricing is like choosing between à la carte and a buffet. Project-based pricing might be more cost-effective if you have specific, one-time tasks. On the other hand, hourly rates could be the way to go if you need ongoing support and tasks with varying time requirements.

Setting a budget

Budget – the backbone of your decision-making process. Determine how much you’re willing to invest in a virtual assistant. Consider the value they’ll bring to your business and the potential time and money saved by outsourcing tasks. It’s all about getting the most out of your investment.

Value vs price

Here’s the golden rule – don’t let price be the only factor in your decision. While affordability is important, the value a remote assistant brings to your business is equally crucial. Consider their skills, experience, and track record – sometimes, a slightly higher price can be well worth the investment.

Avoiding hidden costs

Sneaky hidden costs are like unpleasant surprises – nobody likes them. Clarify all terms and conditions upfront to avoid any unexpected expenses. Ensure you’re clear on what’s included in the pricing and what might incur additional charges.

Remember, pricing and budgeting are about finding that sweet spot where you get top-notch assistance without breaking the bank. Take your time to explore your options, and invest in a virtual assistant who’ll elevate your business.

Time to build a long-lasting partnership 

We’ve discovered VA’s incredible benefits – increased productivity, cost-effectiveness, and with a vast skill set, the freedom to focus on growing your business and achieving your goals.

But remember, the journey doesn’t end with hiring – it’s only the beginning of an exciting adventure. Embrace clear communication, trust, and collaboration as the cornerstones of your partnership. Treat your virtual assistant as a valued team member, and you’ll witness the magic they bring to your business. As you embark on this virtual assistant expedition, keep your eyes peeled for those standout candidates who not only have the skills you need but also share your business’s values and enthusiasm.

Work with the best
of the best,
for less

Many businesses struggle to find high-quality support at affordable rates,
slowing their growth.

Since 2015, we’ve empowered thousands of businesses to scale efficiently and
optimise their operations with seamless access to a pool of quality remote
talent through a flexible subscription model.

Download our free guide to find out more.

"*" indicates required fields

Download Our Guide


By submitting this form, I consent to contact via phone and email, as per Outsourcery's Privacy Policy.

This field is for validation purposes and should be left unchanged.


Get virtual support


Join our team