A virtual assistant is a common first hire among many entrepreneurs. If you’re struggling to find time for everything on your to-do list, then hiring a virtual assistant is a no-brainer. Why virtual assistants?

Well, because first of all, you have access to a global pool of talent, which – let’s admit – it’s much bigger than the pool within a 20-mile radius from your office.

Secondly, virtual assistants have an amazing work ethic and are grateful for the opportunity to work remotely.

Last but certainly not least, it’s a lower cost of doing business for companies. A virtual assistant can help you save money in the long run, which leaves you with more capital to invest and grow your business.

“Why do I feel that there’s a ‘but’ coming?”, you might ask.But… working with people can be tricky and it might take a few trials before you find the one or the few people that will take your business to the next level. Once you find the perfect match, it’s totally worth it! So don’t give up and keep looking for the right talent. This is not exclusive to VAs only – any good hire, whether local or international, might take some time.

To make it easier for you, we have compiled the ultimate checklist you will need to make sure you are hiring and keeping the best virtual assistants.

Pre-Hire Phase

  • Evaluate your personal and business goals

  • Identify the tasks to outsource (check this video for more clarity on what and how to delegate)

  • Define the type of personality that would perform these tasks

  • Have a structured tutorial/checklist (preferably short video walk-throughs) of the task

  • Communicate the importance (the WHY) of the task

  • Know what metrics the VA will have to report at regular intervals

  • Prepare a Non-Disclosure Agreement (NDA)

  • Know the software needed for the tasks

  • Determine a communication channel with the VA (Slack, Whatsapp, etc)

  • Write ads to find VAs or get in touch with us to help you find a good candidate (check out this article on how to write the best ad)

Interview Phase

  • Review applicants that follow your instructions

  • Invite candidates to Interview 1 (quick step to identify A-players)

  • Invite the shortlisted candidates to interview 2

  • Get to know the candidates from a personal and professional point of view

  • Give your top candidates a task to perform

  • Agree on working hours, compensation, and bonuses

  • Hire the person that is the best fit

Onboarding Phase

  • Create a company email for your VA

  • Give the VA access to your tools and systems

  • Discuss company policies and set clear expectations

  • Communicate regularly (via Slack/Whatsapp) and inform of the goal for the day

  • Check on your VA if there is anything he/she needs and get a status update on tasks

  • Monitor performance and give feedback

  • Set up weekly meetings to discuss scorecard, performance, and the company’s goals

  • Have monthly (or weekly) 1-on-1 meetings to build a stronger relationship with your VA and foster their loyalty

  • Continuously Train your VA!

And most importantly, treat your Virtual Assistants as employees that you groom and grow, rather than freelancers. This is the best way to foster their loyalty even if they might be oceans away.

Train your VAs regularly on their skills and mindset. If you are interested in having a professional company do it for you, schedule a call with us. We will show you what our training looks like and what your VA can accomplish in a short amount of time.

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