Finding the Right VA for you will give you an idea of what to think of when you want to get support, and it will answer some of the questions you have before you begin, and also let you know what you should be hearing from any VA that you will consider working with.
So let’s begin.
1. I need support, but don’t know where to get started.
First you have to think of what services you need from a VA, and build a wish list from there.
List all the things you do in your business.
Indicate what you don’t like to do, or what you don’t do well.
Indicate things that you know you will eventually need to get help with if you business gets very big very quickly.
Really think about 1) how easy it is to delegate; 2) what procedures you have in place; 3) rank each task as most important to ‘get off your desk’ (ie newsletter, bookkeeping, client payments).
2. Where do I look?
SOME PEOPLE START HERE. DON’T. START WITH #1 ABOVE. 🙂
First things first it’s important to know what you need help with. Don’t skip that step.
Then once you know, you will look for potential help based on their skills and services.
You may even consider using more than one person to do various tasks. You may consider working with a team who offers a variety of services, or you may just want to work with multiple VAs to take care of your own work (different rates for different skills and services). webmaster versus documents etc.
To find a VA, talk to people in your network who are using a VA. This is the best place to start. Look for services that you need that they are getting support for, and ask who they are using and where they found them.
If you don’t know anyone using a VA, you can submit an RFP at various places that have registered members who pay for a level of service that allows them to receive Requests for Proposal. *(You submit for free).
Canadian Association of Virtual Assistants (CAVA) – a long-established Canadian organization of virtual assistants: www.canadianava.org
VAnetworking.com – a worldwide forum for virtual assistants – www.vanetworking.com/RFP
IVAA.org – International Virtual Assistant Association – primarily a US organization of virtual assistants. www.ivaa.org
VAClassroom – a training company for virtual assistants who want to specialize their services or become certified in certain areas: www.vaclassroom.com
Submit an RFP to any of these places to get high quality VAs. Again you will need to have your wishlist handy, and break down your RFP into several if you think that you need several people in place to handle your work.
Some of these places also offer screening services for applications so they just submit the top 3 to you. When you get names, get references.
Ask someone like me for a referral!
3. How much will I pay?
There are no real standard fees for VAs, though it is common to see rates beginning at $25/hr and going as high, or higher than $65/hr, depending on the services offered.
Remember you are paying for time on task only, so you will probably never need a full time assistant until your business is very, very busy. Most of my clients start with 5 hours per month, depending on what they need me to do.
Depending on what you need done, will determine what you will pay. Decide your budget and outline what you hope to get for that before you speak with anyone.
4. Have a conversation
The easiest way to find a VA that is right for you is to have several conversations with potential VAs.
Prepare for your call by having your wish list available (and be sure it’s prioritized!) and all of the systems that you use as well.
Be clear in what you want your potential VA to do for you – weekly newsletter, audio work, website upgrade 2 x per month, teleclasses, workbooks, social media updates, real estate listings, client liaison every morning, billing, research, calendar or client management, travel arrangements, transcription, product fulfillment, etc.
Ask them specifically what you want them to do for you, and let them know the frequency of the task.
Many people have said to me ‘so tell me what you can do for me’. I have no idea until we have a conversation.
5. Listen for cues
If you are going to have a VA working with you, there has to be good communication from their end. So when you tell them what you need done and what systems you use, listen for their response – they should be able to tell you how much time something *should* take on a regular basis. They should make you feel comfortable on the phone, and assure you that they know what you need and that they can take care of it for you.
They should be able to quote you approximate time, based on their experience with other clients. If they can’t do this, they may not have enough experience. Ask them how long things *normally* take.
They should be able to quote you a rough retainer or required hours based on your conversation (if they have not done this, you haven’t had enough of a conversation yet).
Also listen for cues that they know exactly what you are talking about and what they can bring to your business by supporting you.
6. Ask them questions
- business hours (are they full time or part time, in what time zone)
- what is their response time for email and telephone call
- what is their preferred communication method
- rate per hour
- do they have a minimum retainer requirement
- do they roll unused hours into the next month
- do they bill at beginning or end of month
- do they provide detailed billing
- what increments do they bill in
- what systems they currently work with (they should work with yours – don’t work with anyone who is willing to learn on your dime)
- what are their guarantees for work results
- among a few others!
7. Get a proposal
Phone calls go by very quickly. Ask for the VA to summarize your conversation (if he/she doesn’t offer that already) to send to you for your consideration. If you are interviewing more than one VA, this will be helpful as you go back to make your decision. You shouldn’t need to make a decision on the phone unless you are actually switching VAs. When you are first getting started, you will want to weigh your options.
Make sure their proposal contains their rates and their estimate for you as well.
Finally, think about reasons to not work with a potential VA:
- if you have communication issues in a consult
- if they don’t work with your systems or say ‘they are willing to learn’
- if they don’t suit your schedule
- if they can’t quote you rates and approximate project times
There are plenty of new VAs out there, and people sometimes make the mistake of trying to start working with someone brand new so they can ‘grow’ with them … but the reality is that you are hiring someone for their expertise, so even if they are starting out it’s important that they are great at what they do (whatever that is) so don’t forget this point!
You will not save money by working with someone ‘new’ if they don’t know what they are doing. Be sure they know the systems and the project details you need – and you will be on the road to finding the perfect VA for you.
If someone’s specialty is document work, have them work on your ebooks and so on, but if they are not a whiz at social media, then look elsewhere for that support. In order to get the value you need from support, it’s important to go with people who have the training and /or experience you need.
- Talk to at least 3 people when you are just beginning
- Outsource a starter project if you are nervous
- Be sure the person you select will be comfortable and confident with your systems
Some advice for you too!
1) be prepared to let go of control
2) trust their expertise
3) be organized, stay on deadline, respect boundaries
Want more tips on hiring a Virtual Assistant?
I would love to get to know you better and answer any questions you have on my Facebook page or email me at tracey@traceydaviero.com to set up a complimentary consultation.