3 things to have in place before hiring a virtual assistant
Recently, I had a discovery call with a former VA client of mine. On the call, she mentioned one of the reasons we didn’t work out then was because she didn’t know what she needed support with. She had just been told to hire an assistant, without really understanding all that went into it. Now, she’s back in my inquiries, feeling prepared and ready to work with us!
Bringing on a VA to support your business is an exciting step, but if you hire too soon without the right foundation, you might find yourself overwhelmed rather than relieved, like my former client. Since you'll be managing your assistant, a lack of preparation can lead to frustration for both of you. Many business owners don’t even realize they weren’t fully ready until after the fact, so I want to help you avoid that mistake by sharing what I’ve learned.
Without proper systems and processes in place, you risk:
Underutilizing your VA and leaving hours unused
Spending too much time answering questions
Feeling frustrated with the lack of progress
Parting ways with your VA prematurely
To set yourself up for success, here are three steps to take before hiring a virtual assistant:
1. Create your task list
One of the most common things I hear from business owners is, “I know I need support, but I don’t know what tasks to outsource.” Having clarity on what you want your VA to handle will make their onboarding smoother and prevent extra stress on your end.
Start by identifying tasks that:
Are repetitive and time-consuming
Can be completed by someone else
You don’t enjoy or aren’t the best at
💡Tip: Once you have your task list, track how long they take to complete using a time management app like Clockify. This will help you determine how many VA hours to invest in as most work on an hourly retainer, so having an estimate will make budgeting easier.
2. Implement key tools
Using the right tools will make working with a VA much more efficient. While email is fine for general communication, there are better apps out there for task assignment and collaboration. There are many apps you could incorporate, but I would keep it simple and start with a project management and communication tool.
Asana or ClickUp as your project management tool to assign tasks, track progress, and collaborate. You can set up recurring tasks, plan projects, and store SOPs for quick reference.
Slack for real-time communication, file sharing, and quick check-ins. You can create different channels for various aspects of your business and use features like Huddle for impromptu voice and video chats, or the many app integrations.
💡 Tip: Customize your Slack workspace to match your brand! Haley, a short-term VA specializing in launch support, created this guide on making your workspace more engaging and fun.
3. Create SOPs for Key Tasks
SOPs (or standard operating procedures) make delegating easy by providing clear instructions on how tasks should be completed. They help a VA (or any other team member) step into their role without constant back-and-forth. SOPs are a living document that should evolve as your business grows.
If you don’t know where to start, and are looking to keep it simple, create SOPs for the tasks you’ll delegate first. You can even house the SOPs in your project management tool for easy access.
💡 Tip: Record a Loom video the next time you complete the task yourself. This gives your VA a clear visual guide and allows them to revisit the video as needed.
Final Thoughts
Taking a month or two to get organized before hiring a VA will save you time and frustration in the long run. By defining tasks, implementing a couple of tools, and documenting key processes, your assistant can integrate into your business smoothly, leading to less work and more efficiency for you!
Download our guide.
Want more in-depth help with preparing to hire a VA? Download our free guide: Are You Ready to Hire an Admin Expert? for step-by-step guidance on setting yourself and your VA up for success.
