What is a Virtual Assistant? (and What Do They Do?)

Step 1: Decide what tasks should be delegated

Part of delegating tasks is figuring out what tasks are most urgent. To make sure you don’t miss anything important, it helps to keep track of things you need to do for yourself. This way, you won’t forget about something that needs attention.

Here are a couple of ways you can figure out what to out source:

1. Create a master to-dos list.
2. Start by writing down everything that needs to be done for your business on a day-to-day, week-by-week, and month-by-month basis.
3. Organize your tasks into groups. For example, one group could include marketing activities, another might be administrative work, while others could be related to specific projects or clients.
4. If possible, assign each task to someone else. When assigning tasks, consider how much time it takes to complete the job.
5. Once you’ve assigned tasks, check off items as they’re completed.

Step 2. Determine who to hire

The next step is to determine who to hire. You’ll want to find someone with experience and knowledge in the field you’re working in. This way, you know there are no surprises.

You might think that finding the perfect candidate is easy. After all, you’ve been doing it for years. But there’s always something else to consider. Like how much money you’re willing to spend. How long you’d like the hiring process to take. And whether you prefer to work with someone located locally or remotely.

Here’s where things start getting tricky. If you don’t know exactly what you’re looking for, you could end up wasting hours searching for candidates who aren’t a good fit. So make sure you define the must-have qualities above. Once you have the list ready, you can begin narrowing down your options.

Then, once you’ve identified qualified candidates, you can begin the interview process. Here are some traits every great employee shares:

1. Reliability

A great employee is reliable. They show up on time, work efficiently, and complete tasks accurately. This trait doesn’t just apply to employees; it applies to customers too. A reliable customer service representative won’t let you down. She’ll always return calls and emails promptly.

2. Resourcefulness

Great employees are resourceful. They don’t rely on others to help them accomplish tasks. Instead, they take initiative and look for ways to solve problems themselves. When faced with a problem, they ask questions to determine the best solution.

3. Flexibility

Step 3. Assess their skills and abilities

When you interview a potential virtual assistant, there are three things you want to find out. First, do they meet your requirements? Second, does their personality mesh well with your team? And third, are they able to handle the tasks you assign them? If you don’t check off each box, you’ll end up hiring someone who doesn’t work out.

You’ve probably heard horror stories about people who hired VAs without doing proper research or vetting their resumes. You might even think you’re immune because you’ve never had trouble finding qualified candidates. But I’m here to tell you that you’re not.

In fact, you’re likely to run into problems long before you actually hire anyone. For example, many companies require that applicants submit a resume. This makes sense — it helps weed out those who aren’t interested in the position and gives you something to look over. However, it also creates a problem. Many people assume that they can just copy and paste their resume onto a form and send it along. Unfortunately, this isn’t true. In most cases, you’ll need to make some changes.

Here are some common mistakes that people make when creating a resume:

1. They include too much information. Don’t worry about including every single skill you ever learned. Instead, focus on highlighting the ones relevant to the role you’re applying for.
2. They don’t include enough information. While you shouldn’t list every single thing you’ve ever done, you should definitely highlight the ones related to the position you’re applying for. Include keywords that describe the type of work you did and why you enjoyed it.
3. They include irrelevant information. There’s no reason to mention your favorite sports teams or hobbies unless they relate to the job you’re applying for. Otherwise, you risk coming across as unprofessional.

Step 4. Come up with small sample tasks

Small sample tasks are a great way to test out potential hires without having to spend too much money. They’re also useful for determining whether or not someone knows how to use Excel or Word. You don’t want to hire someone who doesn’t know how to work with basic programs like those.

The best part about small sample tasks is that they’re simple enough that anyone can complete. There’s no reason why someone who works in marketing shouldn’t be able to answer some questions about social media.

You need to make sure that the sample task isn’t something that falls outside of the person’s job description though. For example, it wouldn’t be appropriate to ask someone who does accounting to write code. If you find yourself in this situation, you might consider hiring another individual to perform the task.

How to work with a virtual assistant

A virtual assistant helps you manage tasks and projects, schedule meetings, track expenses, and much more. But how do you know if you’re getting what you pay for? Here are some questions to ask yourself before hiring one:

1. What does my job look like?
2. Do I want someone else managing my calendar, email, and social media accounts?
3. Will I trust my virtual assistant enough to give her access to my bank account?
4. Can she help me grow my personal brand?
5. Does she have experience working with clients like me?
6. If we don’t connect, will it matter?

Set specific goals and deadlines for tasks, such as sending emails, scheduling meetings, or creating documents. This way, both parties know exactly what to expect. And if you don’t meet those expectations, you won’t feel pressured into doing extra work.

• Be realistic.
  
  

If you think you’ll be able to handle every aspect of your business without assistance, you probably won’t find anyone willing to do the job. A good virtual assistant will be excited to learn new skills and grow alongside you.

How to hire a virtual assistant

A virtual assistant can free up time so you don’t have to work constantly. You’ll still want to put some effort into marketing your product or service, however. If you do decide to outsource part of your workload, it’s important to find someone reliable. Here are five things to consider when hiring a virtual assistant:

1. What tasks does he or she perform well?
2. Will he or she help me grow my business?
3. Can I trust him or her?
4. Is there a trial period?
5. Does he or she offer references?