How to Choose a Virtual Assistant

There may come a time as your business develops that you are faced with a decision: look for an administrative assistant nearby your office, or delve into the world of "virtual assistants." A virtual assistant does not come to your office. Instead he or she works from their own office and assists you via phone, internet, fax, and email.

When looking through the list of all the tasks you want an assistant to perform, you will likely find that there is no reason why that person couldn't be located anywhere in the world. 

The Benefits of Using a Virtual Assistant

There are many benefits of using a "virtual" assistant versus bringing an assistant into your office.

• You don't have to share your computer, or set up a second computer, for the assistant to use. A VA uses his own equipment and computers. In addition, you don't have to set up an extra desk in your office for an assistant.
• Instead of having a fixed schedule of hours each week, with a VA you only pay for the hours you use.
• You can hire a VA to work a specific numbers of hours per month on a retainer which guarantees availability. Some VAs work on a per-project or per-hour basis as well.
• You can find VAs with specific skill sets, from certified QuickBooks specialists to those with graphic, internet, marketing, or technical skills.
• VAs own their own business, so they know what it's like to be self-employed.
• A VA works as a consultant, not as an employee. Therefore, you won't have to pay employment taxes or benefits for your VA. 
  

When Is It Time To Hire A VA?

It's a rare entrepreneur who doesn't feel overwhelmed wearing all the hats and doing all the tasks alone. But when is the right time to hire a VA?

First, look at your task list and determine which tasks should be delegated. Don't fall into the trap of thinking, "I can do this so much faster and better, I won't delegate this task." The question isn't whether you can do a task; the question is whether you should be the one to do the task. Think how you will use all the time you free up from administrative tasks to create more income for your business.

Second, look at your budget. How much can you afford to spend? Remember to add into your budget calculations the fact that you'll be able to generate more income, and design more products and services, with the time that is freed up by hiring a VA.

What Should You Consider When Hiring A VA?

• Personality.  You want someone who is friendly, enthusiastic, and detail-oriented, with extraordinary customer service and follow-up skills. He should be confident without being arrogant, articulate, a good listener, and comfortable to speak with.
• Professionalism. Does the VA answer her phone professionally? Does she put you on hold to take another call? Does she treat you with respect? If she treats you well in your initial conversations, then it's likely she'll treat your customers well, too. 
  
• Project Management. It helps if the VA has good project management skills, understanding priorities and deadlines.
• Skill Set. There are many, many tasks that you can delegate to your VA. It helps if you have a list of tasks you want your VA to perform, and make sure during the interview process that you review that list with a potential VA to determine if she can do all those tasks. 
  
• Technology Skills. It's critical that your new VA have excellent technical skills. Ask him what software products he knows how to use, and how well he knows them. Make sure your new VA uses the same software that you are using, so that you can share files. If you have a website, ask the VA if he knows how to do website maintenance.
• Availability. Does the VA work full-time or part-time? Is he available evenings and weekends? What time zone is the VA located in? 
  
• Experience. It's important to determine how long the VA has been doing this type of work. While it's helpful to know how long she has been a VA or an administrative assistant, it's more important to learn how long she has done the tasks that you want her to do.