You know you need a
Virtual Assistant.
You've probably
already identified a list of tasks you want to delegate and perhaps even found
someone who seems like the perfect fit…
However, just like
any other hire in your business, it's important to thoroughly vet the candidate
before making a commitment. From understanding their work processes to
clarifying the specifics of their services, you need to dot the I’s and cross
the T’s before signing any contracts. This guide will walk you through the
important considerations and questions to ask before hiring a VA, ensuring a
productive and professional collaboration.
1. What are your
rates?
The first question
on everyone's mind is usually about cost. Rates for VAs in the UK typically
range from £25-£35 per hour, depending on their experience and expertise.
However, it’s essential to understand what’s included in the rate. Does the fee
cover additional services such as phone calls, postage, or the use of specific
systems and software? Some VAs might offer package deals or retainer agreements
that could provide better value for ongoing work. Clarifying these details
upfront will help you budget appropriately and avoid unexpected charges.
2. What are your
lead times and turnaround times?
For specific
projects, understanding lead times and turnaround times is important. While
some tasks are difficult to estimate, a professional VA should provide an
estimate based on a sample of the work or by completing a short trial task. Be
prepared to compensate them for this initial assessment. Additionally, ask how
they manage their time. Some VAs may work part-time or have set hours during
the week for client tasks. Others may have cut-off times for next-day delivery.
Knowing these details will help you manage your deadlines and set realistic
expectations.
3. Do you have
insurance?
Professional
indemnity insurance is a must for VAs, as they often handle sensitive
information and data. This insurance protects both parties if something goes
wrong. Always ask to see proof of their insurance policy to ensure they have
adequate coverage. This not only protects your business but also demonstrates
the VA’s professionalism and commitment to their role.
4. Are you a
solo VA or part of a team?
The structure of
your VA’s business can impact how you will work together. A solo VA offers
consistency and a personal touch, like having a right-hand person who becomes
an integral part of your team. However, this could pose a problem if they are
unavailable due to illness, holidays, or other commitments. A team of VAs can
provide better capacity and availability but might face challenges with
continuity and quality control. Ask about their processes for managing these
issues to determine which setup aligns best with your needs.
5. What are your
security procedures?
Data security is
vital when working with a VA. Ask about their security measures, such as
professional anti-virus software, secure cloud backups, and compliance with
data handling regulations. Ensure they are registered with the ICO’s data
controller register and fully understand their responsibilities regarding data
protection. Strong security protocols will safeguard your sensitive information
and provide peace of mind.
Hiring a VA can
significantly enhance your business operations, providing valuable support and
freeing up your time to focus on core activities. It’s crucial to ask the right
questions and thoroughly vet potential candidates. By understanding their rates,
turnaround times, insurance policies, business structure, and verifying
security procedures, you can make an informed decision.
If you're looking
for a reputable VA, the Society of Virtual Assistants
(SVA) is an excellent
resource. All SVA-approved VAs are UK-based, registered with the ICO as Data
Controllers, securely back up data off-site, only take on tasks they are fully
capable of completing, and carry suitable professional indemnity insurance.
Starting your search with SVA-approved VAs can provide an additional layer of
trust and assurance.
Feeling bogged down
by your to-do list? As a dedicated and hard-working solo Virtual Assistant, I
offer a personalised service and reliable support tailored to your unique
business needs. Whether you're overwhelmed by daily tasks or missing out on
important goals, I can help you save time, money, and stress, allowing you to
unlock time for more productive tasks. Let's shorten that to-do list and
rediscover calm in your business. Contact me
today to discuss how I can support
you and bring order to your workload.
