Top Ten Steps You Should Take Before Hiring a Virtual Assistant
by LauraJean

As business owners themselves, Virtual Assistants (VA) are professionals, with experience in what it takes to run a business, and the ability to do it from their own offices, using their own equipment. Thus, providing several benefits over hiring an employee. If you are left scratching your head at the thought of where to start, these steps will get you on the right track to finding your new VA. Plus, they will save you from wasting time and money when you do.

Virtual Assistants may specialize in a few niche areas, such as a Real Estate Virtual Assistant, or a Virtual Assistant for Internet Marketing, yet they also have skills in many other areas: Experience in administrative office procedures, and using new technologies to effectively market and grow your business. Therefore, you’ll want to understand what skills are most valuable to you, and best fit the future needs of your type of business.

If you follow these steps, the benefits will be more than you ever believed possible.

1.Write down the tasks you perform each day. You may want to do this over a week or two. Write down everything; checking email, calling customers, advertising, etc.

2. Go through your list and determine everything that is repetitive and/or can be considered a process, creating a new list.

3. As you perform each task on your new list, document each of the steps as they are performed, from start to finish.

4. Create a “Procedures” document for each task.

Now that you have your system’s processes documented, you’re way ahead of the game!

5. Next, make a new “To Do” list of all the things you should be doing but can’t seem to find the time, or that you lack some of the skills necessary to perform the desired task. It may be organizing your file system, getting your first website online, contacting previous customers, or researching new technologies.

6. Go through your “To Do’s” and determine the experience or skills that will be needed or can assist you to complete the projects (i.e. internet research, web design, customer service skills, etc.).

Now that you have all your processes documented, and you know the skills that you are looking for, you’re ready to find a VA that fits your needs.
Here are several resources you can use to find a Virtual Assistant.

1. Contact us.
2. Visit LauraJean Business Services at laurajeanbiz.com
3. Get referral from friends, family, or business associates
4. From a trade association or an organization you are a member of, or that may specialize in your type of business.
5. Virtual Assistant Organizations like, VANetworking, or do a Google Search from your Internet browser for “Virtual Assistant Directories.” Most VA Associations publish directories for Virtual Assistants, listing their skills and services they offer.
6. Classifieds. Check local and online classifieds like or Yahoo’s Business Directory, or CraigsList.org.

7. Do some research. From these resources, contact each prospective VA and ask them about their skills, check out their website, portfolio, get references and contact previous clients.

*Note: Although the VA industry is rapidly growing, your options may be limited within your local area, but don’t fret. VAs know how to use the newest technology to provide their services regardless of their geographical location. They are experienced in communicating via email, phone, fax, and using various online collaboration tools.

8. For each potential VA you are interested in, select a small task for them to do.  Contact them to get a request for pricing (RFP) and ask them about how they will complete the task. You’ll get a feel for how well you can communicate with them, and if they explain things in a way that’s easy for you to understand.

9.The Agreement. They may require you sign a contract and/or make a payment up-front. If so, you’ll be starting out with it covering only for the small task you’ve given them. They will probably agree to 50% down, and the remainder upon completion. As new projects come up, until you feel comfortable working with them, a work order or project description can be prepared to cover each project separately. You don’t want to get in too deep on a big project just to find out you can’t work with them, or that they don’t have the skills.

10. When you’ve found a VA that fits your business, build a relationship with them. Use them as a sounding board for your ideas, get feedback, ask them about new ways you can use new technologies to save money and grow your business. They probably have several ideas.

Finding a Virtual Assistant that fits your business can make an overwhelming impact on the success of your business.  You’ll have time to focus on the things you love, and for tasks that only YOU can do best, like building solid relationships within your business, creating loyalty, making sure your products and/or services are the best in your industry, and providing the solutions that your customers are seeking.

Once you have a good business relationship with your VA, you’ll wonder how you ever got along without them!