How to recruit a virtual assistant

Typically, we creative entrepreneurs are time-poor. Working solo is tough.

We are prone to feeling overwhelmed as a result of having to juggle so many different roles within our businesses. We are not only the creative and business development team but the finance team, the marketing team…the list goes on and on.

Plus, we are often juggling business with family. Working around school pick-ups and drop-offs while also trying to maintain a life outside of work; keeping in touch with friends and relatives, and fitting in exercise and hobbies. Phew!

Running a small, but growing creative business – whether alone or as part of a small team - is certainly demanding on an entrepreneur’s time and energy!

The benefits of outsourcing

It’s, therefore, understandable that many decide to outsource certain tasks to consultants, such as myself – a PR and communications specialist. Or to a virtual assistant (or VA) who can offer valuable support across a wide range of, typically administrative, tasks.

If you’re finding that you’re overwhelmed with all the different hats you are wearing within your business, perhaps you could outsource some of the work? Why struggle alone if you can alleviate yourself from the tasks in your business that you enjoy the least or that are draining of your time and energy?

Tips on how to recruit a virtual assistant

Yet, choosing someone to work with can be difficult. Taking that leap of faith to hire a virtual assistant to support you in your business is a big decision.

With this in mind, I interviewed the lovely Clare Farthing of Your Virtual Assistant, who recently won the title ‘Best Newcomer VA 2016’ at the national VA Awards!

I asked her to share her tips on how to recruit a virtual assistant and what to look out for during the interview process. I hope that you find her insights useful.

Clare, what are the benefits of hiring a virtual assistant?

There are many benefits, but primarily I give my clients time back to work on their business and put the calm and balance back into their working day.

A virtual assistant is an extra pair of hands. Someone who can help provide additional support, bounce ideas off of, be trusted to get things done and become part of your team.

This leaves the business owner to focus on working in their business – delivering their products and services to their customers – while happy in the knowledge that the admin tasks are being dealt with.

A virtual assistant is also a flexible and cost-effective alternative to recruitment.

My monthly retainers can start with a commitment as little as five hours per month. Clients of mine also like the fact that I am self-employed and therefore pay for my own equipment, insurances, tax, national insurance, pension, holiday/sick pay etc. All these costs would need to be absorbed by the business owner if they chose to recruit a permanent member of staff.

A VA can also be either a temporary or a long-term arrangement. I like working with clients for the long-term since I really get to know their business in depth. Plus my clients benefit from the knowledge, skills and experience that I am continually gaining, from each of them.

What type of work do small business owners typically outsource to VA’s?

I get involved in a variety of tasks and no client’s needs are exactly the same as the next.

I have 29 years of admin experience within a corporate environment and in sales and marketing. So, I am not just a VA who is task-led. I can also use my expertise to consult clients on strategy and give business advice as well.

In terms of the day-to-day business activities that I get involved in, I can help with anything from diary management and bookkeeping to email marketing campaigns and social media scheduling. I can manage venue sourcing, data management, expense input and customer or warm sales calls, market research and events. The list is pretty extensive. I can also help my clients with personal work such as birthday gift research and sourcing holidays and insurance quotes.

How can small business owners find potential virtual assistants?

I’d highly recommend sourcing recommendations and referrals from others, if possible.

But if you don’t know anyone who can recommend a virtual assistant, there are online listings such as ByMyVA. A simple Google search for “virtual assistant” will also bring up lots of options.

When assessing VA’s what should business owners be looking for?

• Geographic location could be a deciding factor. Virtual assistants can be based anywhere – they needn’t be local to you or even based in the UK. Some may prefer to hire a VA who is fairly close geographically, should they ever want to meet up in person.

• Personality is also key. A potential VA may well have the skills and experience you are looking for, but you need to be reassured that you can get on with them as a person.

• Trust is crucial. Your VA will also become privy to your private information; logins and passwords and the inner workings of your business. Can you trust them to do the job they claim they will do? Do they have testimonials from happy clients that endorse their services? Does the information on their website give you the impression that they are credible, knowledgeable and reputable? Also, check out their social media accounts and establish how active they are.

• Assess them based on whether they are experienced in your specific industry sector and if they understand the specific challenges you are facing in your business? The language they use on their website, does it speak directly to you? Do they come across as creative, like you, or more corporate? Ensure to choose someone who would fit you and your style of working.

Do you have any further tips regarding the interview process itself?

• I would recommend that anyone considering hiring a VA speaks to at least three potential candidates. Most VA’s should also offer a free ‘discovery’ call before any commitment is made.

• Also, ensure that you only recruit a VA who has adequate insurances; professional indemnity insurance, public liability as well as data protection policies. Ask for copies if you wish.

• One final thing is to ensure that the VA you choose backs up their work. You should request joint access to your files through something like Dropbox or Google Drive so that your information is always safe and accessible by both parties.

Grow your business through outsourcing

I hope that these tips on how to recruit a virtual assistant have been helpful.

Do please let me know in the comments what your thoughts are on outsourcing work to a virtual assistant.

If you’re yet to take the leap, what are the reasons that are holding you back? If you have successfully used a VA, please also share your top tips and experiences.