In the whirlwind of managing a small business, there comes a
time when the constant weight of tasks begins to overwhelm even the most
dedicated and hard-working business owner.
It's that familiar sinking feeling when the to-do list grows
longer by the minute, and the inbox is overflowing with a never-ending stream
of demands. The realisation hits hard - there simply aren't enough hours in the
day to keep the business running smoothly.
Making the decision to hire a Virtual Assistant is one of
the most important decisions you can make as a small business owner. Because if
you want to grow your business, you’re going to need to delegate…
So, if you find yourself in this position, I’m pleased to
say you've come to the right place. Read on to discover 6 essential steps for
finding the perfect Virtual Assistant and how you can make sure your first hire
is as stress free as possible.
My blog is packed with compelling reasons why teaming up
with a Virtual Assistant is a game-changer, but here are just some of the key
benefits.
Building a scalable business requires delegation, and that's
where a Virtual Assistant comes in. When you try to juggle everything on your
own, you run the risk of filling your calendar with time-draining chores that
don't drive revenue or business growth.
Think about it – do you really need to be the one drafting
content for LinkedIn or researching a new platform when your time could be
better spent elsewhere? By bringing onboard a trusted VA, you can transition
from being buried in the day-to-day grind to focussing on activities that truly
move the needle in terms of business impact and income.
It's all about leveraging your expertise where it matters
most and delegating tasks that don't necessarily require your direct attention.
Hiring a Virtual Assistant follows a process similar to
bringing on any other team member. However, what sets them apart is their
flexibility and cost-effectiveness, as they don’t carry the hefty overheads
associated with full-time, permanent staff.
While the tasks assigned to a Virtual Assistant may evolve
over time, they maintain a defined role within your team structure. By
integrating them into all team communications, they gain an in-depth
understanding of your business and develop a genuine investment in your
operations. Therefore, it's crucial to prepare thoroughly and treat the hiring
process with the same care as you would for any other team member. This ensures
a successful hire and allows you to get the very best from your Virtual
Assistant.
Let’s dive into the process...
Before you start your search for a VA, it's important to
pinpoint the specific tasks you're looking to delegate. This initial step lays
the foundation for finding the right fit for the job.
Begin by assessing your workload and determining which tasks
could be effectively handled by a VA. Are you seeking assistance with
traditional secretarial duties like diary and inbox management? Or perhaps you
require someone with a knack for creativity and strategic thinking?
Consider the below as a good starting point for identifying
the sorts of tasks that you can easily get off your
plate:
1. Repeatable tasks:
These are the routine
tasks that need to be done regularly.
2. Tasks you don't enjoy:
When you don't
enjoy doing a task, it's surprising how much time you can waste procrastinating!
3. Tasks you lack the skills for:
Finding a
VA with the right skill-set to carry out these tasks will be the first step in
lightening your workload.
Another approach involves jotting down every task you tackle
over the span of a week - regardless of size or significance. Once you've
compiled this list, categorise each task accordingly:
1. Tasks only you can do:
These are
responsibilities inherently tied to your role that cannot be delegated.
2. Tasks you'd eventually like to delegate:
Identify tasks you're open to passing on but prefer to establish a solid
rapport with your VA first.
3. Tasks suitable for delegation:
The tasks
that don't necessarily require your direct involvement.
When you have categorised these tasks, you’ll begin to have
clarity on what to outsource.
If you want your VA to hit the ground running, it’s
important to have clear processes and guidelines in place. For example, if
you’re looking for a VA to help with branding and creative work, make sure that
your brand guidelines are up to date.
To get the very best from your VA, provide them with
documented processes if possible – it will shorten the time it takes them to
get the hang of things. This can either be written or presented as a video
tutorial – and it doesn’t need to take up too much of your time! For example,
when I started working for one of my clients, I hadn’t used Wix before. My
client very kindly provided me with a video tutorial on the process for
publishing a blog article on her Wix site. And the great thing is, it didn’t take
up any of her time – she simply filmed her screen as she went through the
process herself. It meant that when she handed that task over to me, I didn’t
have to keep bothering her with questions every five minutes!
By proactively documenting tasks and procedures at this
stage, not only will this inform your job description, but when you do hire a
VA, it will empower them to work autonomously and alleviate the need for
constant supervision or clarification.
With your list of
tasks to delegate in hand, it's
time to craft a comprehensive job description for the role.
Your job
description should include the
following key elements:
- Background information: Provide an overview of your business, including details
about your industry, products or services, and target audience.
- Required experience and skills:
Specify the level of experience and any specialised skills necessary for the role.
- Duties and responsibilities: Outline the tasks and responsibilities the VA will be
expected to undertake.
- Tools and software: List any specific apps, tools, or software the VA will be using in their role.
While it may be
tempting to include the anticipated number of hours per week for the role, it's
important to remain flexible. Many clients find that their initial
estimates often fall short of the actual time required for tasks. Instead, consider collaborating with your
VA to determine a realistic timeframe. If their estimate exceeds your budget
constraints, you can always adjust the scope of work accordingly. Remember,
demanding more than what's realistically achievable may compromise the quality
of work delivered. Ultimately, the effectiveness of your VA hinges on the
support and resources you provide.
Now that your job description is polished and ready, it's
time to share it with your network via professional platforms like LinkedIn.
Start by tapping into your personal connections and asking
for referrals. People in your network who've had positive experiences with
Virtual Assistants can provide valuable recommendations. In fact, approximately
80% of my clients have come from referrals. Even when I'm at full capacity,
referrals continue to come my way. Should I ever be unavailable, I have a
network of trusted Virtual Assistants ready to step in. These connections have
been instrumental in delivering quality results, even when I’ve not been
available to handle a particular task myself.
If your network doesn't produce suitable candidates,
consider exploring the Society of
Virtual Assistants. Their extensive directory features vetted VAs capable
of handling a diverse range of tasks. Rest assured, anyone you choose from
their platform will uphold very high standards of professionalism and
expertise.
Sharing your job description online opens doors to a vast
pool of talented Virtual Assistants, ensuring you find the perfect fit for your
needs.
Once you've received a sufficient number of applications or
recommendations, it's time to narrow down your choices to a shortlist of 2-3
candidates who stand out to you.
A video call is a great way to get to know potential
candidates. It's the next best thing to an in-person interview, allowing you to
assess compatibility and determine if they're the right fit for your business.
During the video call, you can quickly gauge chemistry and assess their
suitability for the role.
In addition to reviewing candidates' work experience and
skills, delve deeper into their goals, preferred work styles, and management
preferences. Understanding their values, strengths, and preferred working
methods is crucial in finding a VA who aligns with your business needs and
culture.
Once you've
identified the best VA for the job, arrange a trial period. One of the key
advantages of working with a VA is their flexibility and willingness to
accommodate ad-hoc or short-term arrangements. This means that if things don't work
out during the trial period, changing your mind won’t be an issue.
The trial period
serves as a valuable opportunity for both you and the VA to assess
compatibility. It allows you to gauge their performance in the role while
providing the VA with insight into whether your business aligns with their
expectations and work style. This initial phase is important for settling in
and adjusting to working together effectively.
Before commencing
any work, ensure that the VA signs a formal Service Agreement and a
non-disclosure agreement (NDA), if necessary. These documents establish clear
expectations and protect both parties involved.
While the idea of
hiring someone you may never meet in person might seem unconventional, with the
right tools, you can cultivate a productive and enjoyable working relationship
with your Virtual Assistant.
Here are some of
the top tools I’ve used when collaborating with clients:
- Google Workspace:
A suite of productivity and collaboration
tools, including Gmail, Calendar, Meet, and more. Google Drive is great
for creating and sharing work from anywhere.
- Zoom:
Ideal for video calls and weekly check-ins.
- Slack:
Streamline communication and collaboration with your virtual team,
eliminating the need for excessive emails.
- LastPass or KeePass:
Secure, encrypted password managers ensure
the safety of sensitive information shared.
Feeling exhausted and overwhelmed while building your
business is a common experience among entrepreneurs and small business owners.
Many find themselves working long hours simply because they haven't mastered
the art of effective delegation. But
like I said at the start of this article, if you want to grow and scale your
business, you’re going to need to delegate…
It's not uncommon for entrepreneurs and small business
owners to fall into the trap of believing they can handle everything themselves
(I'm guilty of this myself!). However, this relentless work ethic puts many at
risk of burnout.
If this resonates with you, I'm here to help. Reach out to
explore how hiring a Virtual Assistant can free-up more of your time to
concentrate on activities that significantly impact your life and business.
Remember, growth requires mastering the art of letting go!
To kickstart outsourcing for your business, take a look at
my Outsourcing Exercises brochure.
