Virtual Assistant Hiring Process: Quick Guide
So you’ve never done any kind of HR work in your entire professional life, and the whole idea of having to hire a Virtual Assistant seems more of a chore than an investment. For many, this is treading new territory and perhaps the work required just doesn’t seem worth your valuable time and energy. Well, we hear you, dear business owner, and we’ve got you covered.
The following is a quick and simple guide for how to hire a Virtual Assistant, what you need to prepare, how to screen applicants, and a few quick tips to make the collaboration a match made in virtual heaven
If you think it is difficult to hire a virtual assistant, here is a quick and simple guide on how to do it:
9 Steps for Hiring a Virtual Assistant.
1. Define the Job Description Clearly
This is your primary filter and concise job descriptions should be maximized for screening potential VAs effectively. Be as specific as possible, and include the following details:
Required number of working hours per week
Specific areas of responsibility
Specific tasks under each area of responsibility
Skill sets you are looking for
Software/hardware requirements
Best platform for communication
Best schedule to conduct meetings
2. Post Job Openings Strategically
There are several websites that act as virtual bulletin boards where employers can post their job openings. Simply google “virtual assistant” and a list of said websites will be made available for you to scroll through.
Tip: For efficiency’s sake, we advise that you choose a platform that caters specifically to your needs. Take SmartVAs, for instance. We are a virtual assistant agency that specializes in digital marketing services. A match between your job requirements and our menu of services can kickstart the search for your next VA in the right direction. The idea is to narrow the gap between you and the best VA for you.
3. Consider Budget and Time Zone Wisely
Set a budget range that you're willing to work within so that you get a variety of candidates in your potential VA pool. Now, while hiring a VA would essentially be cheaper than adding to your physical headcount, the catch is, your VA will likely be based across the globe, working out of a time zone opposite to yours. It would be best to consider how you will be collaborating with your VA given the time difference before you start interviews. The clearer the plan is, the fairer the arrangements can be.
4. Maximize The Screening Process Thoroughly
This is the part of the process where you need to roll up your sleeves and pay attention. Interviews conducted face to face gives employers a chance to get a vibe on the candidate, so to speak. Since you will be conducting your interviews sans the physical meeting, either over the phone or through video call, you will need to be more observant of things like the tone of voice, ability to engage in conversation, or facial expressions.
Include casual random questions such as, “What is your community like?” or “Are there popular local delicacies where you’re from?” These seemingly mundane questions actually give you the opportunity to test whether you are both able to communicate with each other well.
Tip: Find out whether the candidate has easy access to a strong internet connection since this will essentially be your lifeline to each other.
5. Discuss the Compensation Plan Plainly
Given the virtual nature of the relationship, this should be laid out as plainly as possible in order to establish clarity on both sides. Give potential VAs your requirements for billing and explain the process for remitting payment. Have them validate if they can guarantee compliance. This may be a painstaking conversation, but it is one that you must definitely have to ensure a good working relationship between you and your VA.
6. Handoff Tasks Incrementally
Upon hiring your VA, it would be beneficial to use the probationary period to observe his/her working style and capacity to take on tasks. Start small and build upon the responsibilities that you hand over, making sure to take note of what works and what doesn’t.
Has this post given you the confidence to take that next step? Are there other things you’d like to know about the hiring process? We’d be happy to discuss these with you! Come through here and we’ll be right with you.
7. Give your Top Candidates a Test
Give each of your top three or five prospects a trial exam to finish before deciding who you want to hire. To assess how well they do, choose a task that would be a part of their normal responsibilities in case they are hired.
You may find out who the best applicant is by having your candidates accomplish an actual task, but remember that you should also compensate them for their job.
For example, a good way to evaluate them is through their soft skills or their ability to organize tasks efficiently. Compare how they accomplish the task and which of them resonates with the type of VA you are looking for and choose the VA who can start for your business.
8. Choose the VA and Give a Trial Period
You can select the most qualified applicant for the position based on the outcomes of the trial task and interview!
After you've chosen your best candidate, give them a trial period, say for thirty, sixty, or ninety days. A trial period allows you to observe how your new hire performs in the capacity of the virtual assistant.
It also allows your chosen candidate to determine whether working for your company is the appropriate fit for them. This is a crucial time of adjustment when you can both get used to working together.
9. Hire Your VA to Focus on What Matters Most
You're not the only one who feels worn out and overburdened from growing your company. Simply put, most entrepreneurs put in a lot of overtime because they lack the skills necessary to efficiently manage their time and delegate.
Many business owners believe they can handle everything on their own, and that's precisely what they do. Because of that, most entrepreneurs experience burnout.
If you feel overwhelmed and tired, it's time to hire a VA and focus on what matters most. Employing a virtual assistant can help you focus more of your time on tasks that will benefit your life and business.
Allow SmartVAs to help you. Our process is quick and easy. Book an appointment today to find out more.
Should You Hire a Virtual Assistant?
There is a long list of reasons why it is beneficial for you to hire a virtual assistant. To start, it saves you money. Since your VA can work remotely, you don’t have to pay as much overhead.
Additionally, virtual assistants handle a variety of duties, such as organizing spreadsheets and handling email. You can be free of this redundant task thus becoming more productive by focusing on running your business.
Another benefit of hiring a virtual assistant is that you enjoy a work-life balance. Most business owners are so busy that they forget to spend time with their family, and friends, or even take a rest.
Virtual assistants can take off redundant tasks such as billing, invoicing, scheduling, and the like. So if you are vacation-deprived, having a VA is the best option.
Frequently Asked Questions:
1. What to expect when hiring a virtual assistant?
It is important that you and your VA have already discussed the tasks they need to do for you. But remember, there is an adjustment phase where your VA will start to get to know about the business, the tasks, and your work ethic.
Therefore, it is important not to set expectations too high and to allow room for improvement. Make sure that communication is always open and frequent. Ask questions to clarify anything that you or your VA do not understand.
2. What to consider before hiring a virtual assistant?
Think about the skill requirements, pay model (hourly, project-based, or contract-based), and employment type (permanent team member or freelancer) when employing a virtual assistant. Determine whether you require a generalist for a variety of duties or a specialist with knowledge of web research or bookkeeping.
3. Where to find the best VA?
While the internet can provide different sources easily. They can be found on different job boards and websites. But there’s no need to look further. Here at SmartVA, we provide the best virtual assistants the market can offer.
You can choose from our pool of expert virtual assistants who can help you grow your business. Visit our website to find out more.