A big part of getting organized is identifying activities that are being neglected or consuming too much of your time, and delegating them to someone else. I’m able to focus on the parts of my work I enjoy most because I hand over tasks that I dread doing to my wonderful virtual assistant, Janet Barclay of Organized Assistant.
If you’ve never worked with a VA, you might be wondering how to go about it, so I’ve invited Janet to be my guest today and explain how to find the virtual assistant that’s right for you and your business.
Before you even start looking for a virtual assistant, you should make a list of everything you do during your working hours, and identify which tasks you find challenging or don’t enjoy doing. Consider what will have the biggest impact on your productivity and stress level if you were to remove them from your own to-do list and delegate them to a VA.
Once you have some ideas in mind, you can begin looking for a VA who performs the services you need. There are many VAs who specialize in a particular area such as blogging, bookkeeping, email marketing, customer service, or appointment scheduling. You might even find one who specializes in your particular industry.
If you don’t know any virtual assistants, you can ask your colleagues for recommendations, do an online search for the type of assistance you’re looking for, or submit a request for proposal to an association such as the Golden Horseshoe Virtual Assistants Group (which I happen to run).
Once you’ve identified one or more possibilities, you’ll need to talk to them to determine whether you’re a good match. If they’re in your area, you might get together over a coffee, but since VAs can assist you from anywhere in the world, the consultation will more likely take place over the phone or on Skype.
Many of your questions will probably relate to your specific needs, such as “What experience do you have working with (a particular software program, online service, or industry)?”
You may also want to ask how their past work experience and training relates to the needs of your business.
If you’re going to need same-day turnaround, or if you want to be able to contact your VA by phone or instant messenger without scheduling something in advance, ask if he or she will be able to accommodate that.
If you want someone to come to your office on occasion, don’t assume that they will, just because they’re in your area. Ask whether they do that, and if they do, ask whether there’s an extra charge or a travel fee.
Speaking of fees, you need to ask not just how much they charge, but how it is calculated.
- Is it by the minute, or in 15 minute increments?
- Is there a minimum charge?
- Do they require a monthly retainer?
- Do you have to pay in advance?
- Are there different packages available?
- Do they charge extra for rush jobs? If so, how much is it, and what’s considered a rush?
I should caution you that the fee might be higher than you think. There are VAs in certain parts of the world that work for just a few dollars per hour, but they may not have the language skills required if you need someone to draft, edit or proofread emails, blog posts, or other written material on your behalf. It might be okay to save a few dollars buying a T-shirt from overseas, but you don’t want to skimp when it comes to your business!
In most cases, your virtual assistant will play a key role in your business, so it’s perfectly okay to ask to see work samples or to ask permission to speak to some of their other clients. Keep in mind, however, that it’s not a job interview, but a consultation to see whether the two of you are a good fit. Someone might have the best qualifications in the world, but if your communication and work styles aren’t compatible, it’s going to be difficult for you to work together.
To learn more about Janet, follow her on Twitter or visit her website, http://organizedassistant.com.
Geralin received several questions and comments on this post, which she has forwarded to me.
Do you have a suggestion for those who ONLY want a local VA? How about other resources for finding VAs?
There are probably hundreds of different organizations, with thousands of member VAs possessing a wide range of skills and specialties. I couldn’t possibly list them all here, but you’ll find quite a few at http://www.mycreativeassistant.com/blog/?p=686, including a number of regional associations.
Many of these groups have a process where you can submit a request for proposal, and most have an online directory you can search or browse to find a VA that meets your needs in terms of services and geographic location.
Everyone charges the standard rate but some VA’s go above and beyond what is asked of them because of their connection with their client. I believe the VA must believe in what they client is doing and not just wanting to do it because it gives them a paycheck. Hiring the RIGHT VA is important because they can really help your business along.
It’s true, that some VAs go out of their way to exceed their clients’ expectations. That’s why it’s in the client’s best interest to involve the VA in their business on an ongoing basis, and not just assign miscellaneous tasks from time to time. The more I feel part of my client’s business, the more likely I am to come up with ideas for them. It definitely helps if I am excited about what my client does, which is why it’s so important to take the time to get to know one another and make sure that fit is there.
Choosing a VA depends greatly on your perception of his/her contribution. For example, if you are looking for a VA to manage process flow and tasks, that’s one kind of VA. If you are looking for someone to be intricately involved with your business and your business process flow, that is another type of VA. Having a healthy expectation about what skill set you want before you contact any VA will help you identify the type and talent of VA that will meet your expectations and business goals.
You’re absolutely right. How can you send an inquiry to a VA if you don’t know what you need them to do? People do that all the time, but I’m sure they wouldn’t contact other service providers without a specific need in mind.
Open communication with your VA is vital as well, and also, remember that you are not their only client! Respect their communication schedules if you choose to hire them, and don’t treat them like a personal assistant (you can hire one of those if you need someone at your beck and call). Don’t confuse the ‘assistant’ part of the title with ‘grunt person’ – quite often they specialize in the kind of help they provide.
Thanks for mentioning that! To that I’d like to add: When your VA emails you with a question about a project you’ve given them to work on, take the time to respond on a timely basis. When you don’t, it implies that the work is not very important, and also means your VA will need to spend extra time to get back into the project when you finally do, ultimately costing you more money.