How to Choose a Virtual Assistant

For over 15 years I worked with an assistant who came to my home office and helped me with the administrative side of my business. When I moved away from the area 18 months ago, I lost her services.

I had two choices: look for another administrative assistant nearer to my new home office, or delve into the world of "virtual assistants." A virtual assistant does not come to your office. Instead he or she works from their own office and assists you via phone, internet, fax, and email.

When I looked through the list of all the tasks I wanted an assistant to perform, there was no reason why this person couldn't be located anywhere in the world. After careful research I hired an assistant who lives 2,500 miles away, and although we've never met in person, we've formed a strong foundation which helps my business run smoothly.

The Benefits of Using a Virtual Assistant

There are many benefits of using a "virtual" assistant versus bringing an assistant into your home office.

• You don't have to share your computer, or set up a second computer, for the assistant to use. A VA uses his own equipment and computers. In addition, you don't have to set up an extra desk in your office for an assistant.


• Instead of having a fixed schedule of hours each week, with a VA you only pay for the hours you use.


• You can hire a VA to work a specific numbers of hours per month on a retainer which guarantees availability. Some VAs work on a per-project or per-hour basis as well.
  You can find VAs with specific skill sets, from certified QuickBooks specialists to those with graphic, internet, marketing, or technical skills.


• VAs own their own business, so they know what it's like to be self-employed.


• A VA works as a consultant, not as an employee. Therefore, you won't have to pay employment taxes or benefits for your VA. (It's critical that you understand the government rules about employees versus sub-contractors; in the USA, check out the IRS website for the rules www.irs.gov).

Some of the Drawbacks of Hiring a VA

Not all VAs are created equal and you don't want to be paying someone to learn on the job. Some are new to the assistant industry and have a lot to learn about helping a self-employed small business owner. Some have excellent technical skills while others labor with using a computer or the internet. Some have great customer service skills while others struggle to keep in touch with you about the status of your projects. Some work part-time and are only available for limited hours per week. We'll talk further about selecting a VA below, but be aware that it's up to you to interview the VA and determine if his skills match your needs.

Some VAs are taught that they should be a "partner" with you in your business. On the surface, this sounds great. However, I have heard too many horror stories about VAs who did things without asking permission, from modifying website text to changing established class titles. Make sure you are clear about the boundaries of what your VA can do without your permission. I prefer that my VA takes the extra time to ask my permission, rather than taking it upon herself to do something that might negatively impact my business. Many self-employed people are not looking for someone to "take over" running their company; instead they want a professional who can assist them with specific tasks and projects.

When Is It Time To Hire A VA?

It's a rare entrepreneur who doesn't feel overwhelmed wearing all the hats and doing all the tasks alone. But when is the right time to hire a VA?

First, look at your task list and determine which tasks should be delegated. Don't fall into the trap of thinking, "I can do this so much faster and better, I won't delegate this task." The question isn't whether you can do a task; the question is whether you should be the one to do the task. Think how you will use all the time you free up from administrative tasks to create more income for your business.

Second, look at your budget. How much can you afford to spend? Remember to add into your budget calculations the fact that you'll be able to generate more income, and design more products and services, with the time that is freed up by hiring a VA.

• Read the rest of the article to learn how to find and select a VA, and what to expect to pay them.