Are you drowning in tasks and considering hiring a virtual assistant (VA)? With over a decade of experience hiring thousands of VAs, we've uncovered the essential strategies that separate successful VA relationships from frustrating ones. Here are ten crucial secrets to help you find and hire the perfect virtual assistant for your business.
1. Specialize Your VA Roles Instead of Hiring a Generalist
One of the biggest mistakes business owners make is hiring a single VA to handle everything. Different roles require different skill sets:
Marketing VAs need creativity for social media and content creation
Administrative VAs excel at organization and daily operations
Customer Service VAs focus on relationship building
Sales VAs specialize in appointment setting and lead generation
2. Track Your Tasks Before Hiring
Before posting that job listing:
Document all your daily activities for one week
Circle tasks that you either:
Don't enjoy doing
Could easily delegate
Use this list to create a focused job description
3. Consider Time Zone Compatibility
When hiring from regions like the Philippines:
Verify candidates have experience working in your time zone
Confirm their willingness to maintain your business hours
Discuss scheduling expectations upfront
4. Assess Education and Experience
Key qualification checks:
Verify college education if required
Look for specific experience in your needed skill sets
Confirm practical experience with relevant tools and software
5. Implement Personality Testing
Use DISC profiling to match personalities to roles:
High D (Dominance) for office management roles
S-type personalities for administrative and customer service
Match personality types to specific job requirements
6. Verify Technical Setup
Essential technical requirements:
Check internet speed and reliability
Verify computer specifications
Ensure they have a private, professional workspace
Confirm access to necessary software and tools
7. Create a Multi-Step Interview Process
Develop a comprehensive screening process:
Initial application review
Skills assessment
Personality testing
Multiple interview rounds
Final executive interview
8. Set Clear Communication Expectations
Establish communication protocols:
Define preferred communication tools
Set response time expectations
Create reporting structures
Implement project management systems
9. Verify Tool Proficiency
Common tools to check:
Google Workspace (Docs, Presentations)
Project management tools (Asana, Trello)
Communication platforms
Industry-specific software (e.g., Premiere Pro for video editors)
10. Develop a Comprehensive Onboarding Process
Create a structured onboarding plan:
3-month training timeline
Clear performance metrics
Regular check-ins
Documented processes and procedures
Final Thoughts
Hiring a virtual assistant can transform your business operations, but success lies in the preparation. Follow these secrets to build a strong foundation for your VA relationship. Remember, investing time in the hiring process pays dividends in long-term productivity and success.
Looking to scale your business with virtual assistants? Contact us to learn how our proven VA hiring system can help you find the perfect match for your business needs.