It’s like finding your soulmate… except on a professional level!
There are loads of technical guidance on selecting your Virtual Assistant – but what nobody tells you is that a large component of a successful VA Relationship depends on if you and your VA can sync – on things like values, work ethics, and expectations. This alignment is often the difference between a productive, long-term partnership and a frustrating, short-lived arrangement.
Let’s take a look at the rather obvious elements you would consider when hiring your VA first. There is the usual – positive customer reviews, cost, type, and duration of experience. So what steps do you need to take to ensure you select the best VA for you?
VA Skills and Experience Match Your Needs and Requirements:
You want to ensure your VA possesses the essential skills you desire in someone taking on a task for you. This could encompass administrative skills; perhaps you require a good communicator, or your requirement is technical and requires proficiency in a particular software or industry requirement. When you have your conversation, specifically focus on a skill match. While we recognize that not one person could embody all facets of your requirement – consider if the lacking areas are trainable or deal breakers for you. This often can be mitigated if you employ a VA who is backed by a team of specialists, as in the case of Assistants 4 Hire. The team behind A4H is wonderfully diversely talented individuals who offer a wide range of technical and administrative prowess – and can confidently handle 99% of all your business requirements – plus they are all adaptive learners, which is a huge plus!
A VA or VA Team with the right skill set and experience will be able to hit the ground running and require less training – saving you time and money.
Communication Fit:
With a VA, just as in any relationship, communication is a key factor and needs to be established as early in the relationship as possible. You are looking for someone who is proactive and anticipates your needs, someone who is on the ball and responds to you within an acceptable time frame with the least follow-up—someone who communicates clearly and concisely—which is effective in preventing back and forth and largely to avoid misunderstandings. Since VAs are virtual, as the title suggests, your VA could be based in any corner of the world, and perhaps the key consideration in this instance should be whether their working hours match your needs.
Remember, a VA or VA Team that communicates well and understands your business culture will be a more effective and collaborative partner.
Reliability and Professionalism:
Just like on a first date, you would Google or at least check the social media of your date. It’s the same with your VA. Check out their references and reviews. Take your time to see what clients who work with them have to say. Most VAs include a client love section on their website—or even LinkedIn reviews would provide a good source of information—and you can see the kind of clients they have worked with in the past and if this makes good business sense to you. Most VAs also showcase blogs and resources that enable potential clients to review things like writing or video processing, which can help you identify if the output you desire is reflected in the samples of work.
Also remember that you need to ensure your VA adheres to a high level of confidentiality and safety practices to ensure your sensitive data is in safe hands.
Flexibility and Adaptability:
Your VA needs to demonstrate a clear willingness to learn, and this should be the biggest indicator that your VA will be able to support your future needs and not cause you to hire other professionals to complete tasks your VA should be able to complete for you. Your VA should be able to learn about your business and provide keywords to use in a blog to make your content SEO-friendly. This is a good example of being able to adapt and provide helpful information for your business. However, if you are planning a large-scale plan to overhaul your SEO, then perhaps a specialist team could be considered. Can your VA think critically and find solutions to challenges? While this can be difficult to assess in the first few interactions, you can assess if your VA is coming to you with problems or solutions, and this can be a good indicator of the level of critical thinking they possess. Can the VA handle fluctuating workflow and prioritize tasks that you require? While an individual may have difficulty handling this, a VA team can easily absorb an influx of work as there are many hands on deck.
Remember… A flexible VA can grow with your business and provide valuable support even as your needs evolve.
Cost and Value:
How does your VA bill you? Hourly vs. Project-Based Rates? Well, maybe you need both, depending on the kind of work you need to have delegated. You need to have a clear idea of which pricing model suits your budget and needs. Note that often more experienced VA’s may charge higher rates, but their expertise can be worth the investment. When you calculate the Return on Investment (ROI) of hiring a VA, remember the time and money they can save you. Keep in mind the opportunity cost of spending your precious time, which you could be using to expand your business, versus hiring someone to free up your time.
Choosing a VA that offers the right balance of cost and value ensures you get the most out of your investment.
Solopreneurs: You need to look for a VA with experience in small business management, marketing, and social media. Do consider VAs who offer package deals or flexible hours to accommodate your budget.
Attorneys: Prioritize VAs with experience in schedule management, document preparation, billing, and client communication. Ensuring the VA is familiar with legal terminology and confidentiality requirements is a huge plus for your business.
Some hidden ingredients for a successful VA partnership:
While technical skills and experience are undoubtedly important, they're just the foundation. A truly successful VA partnership thrives on a deeper level of connection.
Shared Values: Like work-life balance, do you both value flexibility and the need to disconnect after work hours? Or do you need a VA who is constantly available and responsive?
Integrity and Honesty: Does your VA or VA Team pose a strong sense of integrity and honesty in their work and communication with you? This ingredient is essential for building trust and ensuring a transparent working relationship.
Proactivity vs. Direction: What is your work style – Do you like to instruct your VA in detail about the task, and do you need your VA to follow instructions meticulously? Or are you someone who prefers that the VA takes initiative, anticipates needs, and works autonomously?
Attention to Details: How concerned are you when it comes to precision and accuracy? Is it paramount in your line of work? Or are you someone who prioritizes speed and efficiency? A mismatch in these areas can lead to rework and delays.
Clear Expectations: Define your VA’s scope well and instill a routine for communication. Encourage a feedback loop and regularly discuss what's working well and what could be improved.
Why the VA-Client Sync Matters:
When you're on the same wavelength, tasks get done more efficiently and with fewer misunderstandings, which increases productivity.
A well-aligned partnership reduces friction, makes the working relationship more enjoyable for both parties, and WILL reduce stress.
A strong foundation built on shared values and expectations paves the way for a long-term collaboration.
Finding Your VA Soulmate:
Invest some time to gauge the VA-Client sync before committing to a long-term arrangement. It will be worth it in the end. Here is how…
Initial Consultation:
Use this time to discuss work styles, values, and expectations.
Ask open-ended questions to get a feel for the VA's personality and approach.
Trial Period:
A short trial period allows you to see how well you work together in a real-world setting.
Remember… Choosing a VA isn't just a tick-in-the-box activity. It's about finding someone who understands your business, shares your values, and complements your work style – and can be as passionate as you are about your business!
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Written by Tatum De Souza
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