No More Wasted Hours: How I hired my first virtual assistant successfully!

by | Jun 21, 2024

Imagine this: It’s 2 AM, and I’m hunched over my laptop, bleary-eyed, juggling customer emails, social media posts, and inventory spreadsheets. Sound familiar? That was me, Sarah, a passionate entrepreneur drowning in a sea of tasks that kept me from focusing on what I do best – growing my business. Little did I know, my life was about to change dramatically, all thanks to a Virtual Assistant. Let me take you on a journey of how I reclaimed my time, supercharged my productivity, and revolutionized my business.

Breaking Point: When I Knew I Needed Help

It was during a particularly chaotic week when I realized something had to give. I was working 80-hour weeks, missing important family events, and still feeling like I was always playing catch-up. That’s when a fellow entrepreneur mentioned how hiring a VA had transformed her business. Intrigued but skeptical, I decided to explore this option.

The Big Idea: Discovering VAs

As I delved into the world of Virtual Assistants, I discovered a game-changing truth: by delegating tasks to a skilled VA, I could free up my time to focus on high-value activities that actually grow my business. But the journey wasn’t without its challenges.

Here’s what I learned along the way:

1. Overcoming the “I Can Do It All” Mindset
The first hurdle was mental. As entrepreneurs, we often fall into the trap of thinking we need to do everything ourselves. Letting go of this mindset was crucial. I had to recognize that delegation isn’t a sign of weakness, but a strategic move for growth.

2. Identifying Tasks to Delegate
I started by listing all my daily tasks and categorizing them:

  • Must be done by me
  • Could be done by someone else with proper training
  • Definitely should be delegated

This exercise was eye-opening. I realized that nearly 60% of my tasks could be handled by a skilled VA.

3. The Hunt for the Perfect VA
Initially, I tried to hire a VA on my own. I spent countless hours sifting through profiles, conducting interviews, and testing candidates. While I found some good options, the process was time-consuming and often frustrating.

Eye-Opener: The HireTrainVA Calculator Surprise

That’s when I stumbled upon the HireTrainVA Calculator – a tool that would completely change my perspective on hiring a VA. This innovative calculator broke down exactly how much time and money I could save by hiring a Virtual Assistant through their service.

Here’s how it worked:

  • I entered my hourly value – the amount I could earn per hour focusing on revenue-generating activities.
  • I input the number of hours I typically spent on tasks that could be delegated.
  • The calculator showed me the total cost of hiring on my own, including the time value of my hours and the missed opportunity cost.
  • It then displayed the potential savings I could achieve by hiring through HireTrainVA, both in dollars and hours saved.

The results were staggering. Let me break it down for you:

  • My hourly value: $100
  • Estimated hours to find the right VA on my own: 80 hours
  • Time Value to Hire on My Own: $8,000 (80 hours x $100/hour)
  • Missed Opportunity Cost: $6,400 (80 hours- 16 hours) x $100/hour
  • Total Cost to Hire on My Own: $14,400

Now, here’s where it gets interesting:

  • Cost of Hiring with HireTrainVA: $1,997
  • Savings with HireTrainVA: $12,403 and 68 hours of my life!

These numbers were a wake-up call. Not only could I save a significant amount of money, but I could also reclaim 68 hours of my time – time I could invest in growing my business or spending with my family.

Try It For Yourself! Add Your Numbers Below…

$ /hr


Cost to Hire on your own:

DIY Cost

How did we get this number?

Time Value
Time Cost
Missed Opportunity
Missed $

Save with

$ Savings
Time Saving



Bonus: 30 days free replacements

   This simple calculator made me think… If I’m looking to get back my time through delegation? Why not start with the hiring process itself. Instead of spending hours and hours of my precious time to figure out what and how to do, why not delegate it to the pros?

My Journey: Working with HireTrainVA

Convinced by the calculator’s results, I decided to give HireTrainVA a try. The process was smooth and efficient:

  • Needs Assessment: They took the time to understand my business needs and the specific tasks I wanted to delegate.
  • Matching Process: Using their extensive network, they matched me with VAs who had the skills and experience I needed.
  • Interview and Selection: I interviewed the top candidates, all pre-screened and vetted by HireTrainVA.
  • Onboarding Support: Once I selected my VA, HireTrainVA provided support during the onboarding process, ensuring a smooth transition.
  • Ongoing Support: Perhaps most valuable was their 30-day replacement guarantee, providing peace of mind that I would find the perfect fit.

Life With a VA

Within weeks of hiring my VA through HireTrainVA, I noticed dramatic changes:

  • Reclaimed Time: I suddenly had hours back in my day to focus on strategic planning and business development.
  • Increased Productivity: With routine tasks off my plate, I could dive deep into projects that truly moved the needle for my business.
  • Improved Work-Life Balance: I was no longer working late into the night or on weekends. I could attend my kids’ school events without guilt.
  • Scalability: As my business grew, my VA took on more responsibilities, allowing for seamless scaling.
  • Fresh Perspectives: My VA brought new ideas and approaches to tasks, often improving our processes.

Lessons Learned: What I Learned Along the Way

Looking back, here are the key takeaways from my VA hiring journey:

  • Start Earlier: I wish I had considered hiring a VA sooner. The positive impact on my business and personal life was immediate.
  • Be Clear About Expectations: Clearly defining tasks and expectations from the start is crucial for a successful working relationship.
  • Invest in Training: Taking the time to properly train your VA pays dividends in efficiency and quality of work.
  • Embrace Technology: Utilize tools for communication, project management, and time tracking to ensure smooth collaboration.
  • Trust the Process: Let go of the need to micromanage. Trust your VA’s abilities and give them room to excel.
  • Calculate Your Savings: Use tools like the HireTrainVA Calculator to understand the real value of hiring a VA.

Looking Forward: My Plans for the Future

Today, my business is thriving, and I’m more focused and energized than ever. Hiring a Virtual Assistant wasn’t just about delegating tasks; it was about transforming my approach to business and life.

If you’re standing where I once stood – overwhelmed, overworked, and unsure about hiring help – I encourage you to take that first step. Use the HireTrainVA Calculator to see how much time and money you could save. The results might surprise you, just as they did me.

Ready to reclaim your time and revolutionize your business? Don’t let another day go by drowning in tasks that keep you from your true potential. Consult with Hire Train VA today and discover how the right Virtual Assistant can transform your work life. Book your appointment now and take the first step towards a more balanced, productive, and successful future for your business.

Remember, the journey of a thousand miles begins with a single step. Your step towards freedom and growth starts with a Virtual Assistant. Are you ready to take that step?

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Valentina Brega
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