Deciding to hire a Virtual Assistant is an important choice that any entrepreneur can make. You will continue to waste valuable time and energy on activities that don’t actually contribute to the growth of your business until you have someone to delegate specific tasks to. When hiring a Virtual Assistant, you are hiring a team member. Their tasks may change over time, but they will occupy a specific role on your team.
Create a standard operating procedure
Document the process you would like to outsource by writing each step down, include screenshots when necessary and add detailed information on how you would prefer these tasks to be completed. You can also document the outcomes you want your assistant to accomplish instead of the specific tasks or procedures. This will give you a better idea of what skills and experiences will be needed.
Develop a job description
It is important to identify what tools your Virtual Assistant should be skilled in, such as Excel, PowerPoint, or Outlook. Your preferred experience levels and skills should be shared with a detailed list of the tasks they will be performing. In order to attract well-qualified candidates remember to describe the scale of your request.
Test the Applicants
Test the abilities of the applicants, this will allow you to distinguish those exaggerating their skills from the rest. Have the applicant’s answer a few fake email prompts or schedule several meetings on an imaginary calendar. Pick a task that would be part of their responsibilities, and see how they perform this task. This will help you to determine who the top candidate really is.
Include a keyword or “Easter Egg” in your job posting
Insert a line at the bottom of your job description asking applicants to “Include their favourite quote” in their reply. This helps you weed out assistants who are not detail-oriented. This is especially useful for sites where virtual job positions are posted and available job seekers apply.
Interview potential candidates
Conduct an interview when possible. Some virtual assistant companies will pair you with an assistant while others will allow you to meet. Video interviews can also be conducted. You can determine if you like someone and communicate well with them on a video call. Ask questions that can’t be answered by looking at their CV.
Start on a trial basis
If possible, start your candidate off on a trial period to decide whether you work well together. A trial period also gives your Virtual Assistant an incentive to do a good job, knowing that it may lead to a permanent position. However, not all companies allow you to trial an assistant. Make sure to communicate early in the process that both parties are aware there’s an exit if it isn’t a good match.
Train your virtual assistant
It is crucial your assistant is well-trained in order for this to work and for it to save you time. Take the time to answer questions, provide comprehensive documentation, and explain why and how you prefer each task to be completed.
Be Realistic
Don’t expect the same loyalty, understanding of your business, or rapport with your virtual assistant. There is a reason you decided not to bring this role in-house. Finding a healthy working relationship with your assistant is key, and can be done by keeping your expectations in perspective.
Don’t be afraid to move on
Sever the relationship if it is not working out. Hiring a virtual assistant should relieve stress, not create more work for you.
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