Working as an entrepreneur brings many challenges and demands. A seemingly endless to-do list, alongside ideas with visions swirling around in your head, longing to be born, and diverse projects and tasks.
You’d love to clone yourself. Imagine there were two of you. One who implements what you set out to achieve as an entrepreneur, and one who takes care of the “obligatory tasks”.
This is where a virtual assistant comes in. Someone who can help you with all the legwork without bankrupting your business. However, the underlying question is, how to hire a virtual assistant that perfectly suits you, your needs, and your business?
There are probably different reasons why hire a virtual assistant to do it, but if you are looking for a virtual assistant agency in the Philippines, this process is like a blueprint for you.
Step 1: Define your needs and priorities to find your perfect virtual assistant
1. Which tasks would you like to delegate to your virtual assistant?
Working as a self-employed person brings many challenges and demands. A seemingly endless to-do list, alongside ideas with visions swirling around in my head, longing to be born, and diverse projects and tasks.
You’d love to clone yourself. Imagine there were two of you. One who implements what you set out to achieve as an entrepreneur, and one who takes care of the “obligatory tasks”.
It is precisely in such moments that an assistant can work wonders.
But how do you find the right virtual assistant that perfectly suits you, your needs, and your business?
2. What specific qualifications, characteristics, and skills should your virtual assistant possess?
Now that you have precisely defined which tasks you want to delegate, you can derive the corresponding qualifications from that.
Are you looking for someone with experience in your field, or would you prefer someone with expertise in an area that is new to you? Do you place particular emphasis on soft skills such as organisational talent, empathy, and the ability to understand your company?
Take your time for this step and make sure you are clear about the required qualifications.
It’s important to note that virtual assistants vary considerably. There are niche assistants that specialise in specific areas and generalists that can cover a wide range of tasks. Both have advantages and disadvantages.
3. What level of availability and flexibility do you require from your virtual assistant?
The ideal collaboration looks different for everyone. Some prefer an on-site assistant, while others prefer the flexibility of a virtual assistant.
- How should communication take place?
- How often and via which method?
- Do you want regular meetings or do you prefer exchanging information via email or messenger?
These questions can help you define the best way of working for you and your future assistant.
Define the scope of work: How many hours of support per week do you need? This point can, of course, also develop through collaboration.
4. What exactly do you expect from your assistant?
Do you want your assistant to work independently and contribute their own ideas, or do you need someone to carry out specific tasks according to your instructions? This can affect the hourly rate and the length of employment.
5. Costs and budget: What budget is available to you?
Financial planning and budget play a crucial role when hiring an assistant. What is the maximum amount you are willing to spend on this assistant?
It’s important to set this budget so you can conduct your search in a targeted way. A generous budget can give you a wide selection and potentially high levels of expertise, while a limited budget might require a more intensive search, or the tasks to be delegated need to be precisely defined and limited.
6. Consider the financial expenditure on an assistant as an investment in your time and productivity, and not just as a cost.
Consider how many hours you can save by outsourcing tasks. You can then invest this freed-up time in other areas of your business that can contribute to increasing your income. For example, you could invest this time in customer support and product development.
7. Focus on your customers and your products. More revenue is still possible.
A simple calculation example can illustrate how you can increase your revenue despite the costs of a virtual assistant:
Let’s assume your calculated hourly rate is $130 net, while the virtual assistant costs $60 net per hour. If the assistant works as efficiently as you and completes your tasks in one hour, which you then use for customer support, the calculation is as follows: $150 revenue – $60 expenses = $70 difference.
Your customers benefit from more of your time, and your tasks are completed simultaneously.
A win-win situation.
Of course, this calculation is simplified, and reality may differ, but the basic idea holds true. Investing in an assistant increases your potential to earn more money. Therefore, the budget for an assistant can be a worthwhile investment that takes your business to the next level.
Communication and chemistry: How important is good communication and harmonious interaction to you?
How important is smooth communication and good cooperation to you?
Is the specialist knowledge and competence of your assistant your top priority, or is the “chemistry” – i.e., personal understanding and harmonious collaboration – just as important to you?
It’s important to answer these questions, as they can greatly influence your decision. A balanced approach between these two factors can be ideal, but everyone has different priorities depending on their personal needs and the company’s requirements.
Therefore, it is important to clarify which aspect is most important to you at the moment to make the right choice.
Step 2: Research and use your networks to find your virtual assistant.
With the priorities and goals now defined, your active search begins.
1. Your virtual assistant already exists. You just have to find it.
There are several assistant platforms and freelancer portals where you can get a first overview. On social media platforms like Instagram or LinkedIn, sometimes just using the search function is enough to get you tons of offers, pictures, and names. Online communities and forums or groups can also provide valuable tips and recommendations.
Ask other self-employed people in your area, in your community, or at online networking events. Personal recommendations from people you value are invaluable. And don’t forget to always keep your eyes open – often it is the chance encounters that lead us to the most interesting people.
2. Create a small overview with names and special features, and make a preliminary selection.
Note down the name and the source. First, create a rough overview and note down the most important background information and your thoughts on it. Next, narrow it down to 3 favorites.
Step 3: Get in touch, create a short interview guide, and conduct interviews. You’re about to find your virtual assistant.
Get in touch with your preferred candidates. Even a brief exchange can give you an idea of the assistant’s capabilities and provide a first personal impression.
If the initial contact is promising, schedule an introductory meeting. To prepare, compare your expectations and needs with the information you found online about the respective assistant.
Note down specific questions that are important to you or aspects you would like to know more about, and then focus on getting to know each other in person.
1. Get to know your new assistant one-on-one; this is also possible online.
Keep in mind that this is not a typical job interview. Both sides are acting as independent entrepreneurs on equal footing. View the conversation as an opportunity to get to know each other and to check whether needs and abilities match. And above all: Listen to your gut feeling. Follow your intuition. Do you feel comfortable and safe? Is trust building?
2. Make a decision or ask for a sample task.
If it fits perfectly right away, then go for it. If the assistant only offers larger packages for collaboration, then feel free to ask for a trial period to get to know each other. No one benefits if it doesn’t “click” and both parties are dissatisfied.
For me personally, it should always be a decision based on trust and dedication, not on fulfilling tasks because one is still bound by contracts.
Most assistants charge on an hourly basis, so individual start phases can be agreed upon. Ideally, with the right preparation, the chance of finding an ideal assistant increases.
Step 4: Your assistant has been found, now the agreements follow.
A good assistant is more than someone who carries out orders. She should be a trusted person with whom effective communication is possible. Openness and honesty are key factors, not only in task allocation but also in feedback and conflict resolution.
Make sure that all terms and conditions of the collaboration are documented, including timeframe, transparency, billing, and notice periods. A good contract creates clarity, so that everyone knows and understands the conditions and expectations of the cooperation.
Step 5: Your virtual assistant will help your company succeed.
Whether you’ve found the perfect virtual assistant will become clear in practice, once you’ve adjusted to each other and found your rhythm. Then you can complement each other perfectly.
Open and honest communication is essential. Everyone has their limits, and that’s a good thing. It’s important to discuss these limits and find suitable solutions before serious problems arise. Conflicts often arise from misunderstandings, which should be cleared up quickly to prevent harm to you and your virtual assistant.
Remember that your virtual assistant runs her own business and is not your employee to whom you can give instructions. The goal should be equal collaboration that creates a win-win for both parties.
Be open to changes and adjustments.
Don’t forget that it’s perfectly okay if you don’t find the perfect assistant right away. The search can be a process that requires patience. But with this guide, you’ll be well prepared.
Every interaction with a virtual assistant will help you gain a clearer understanding of your true needs and priorities. Your virtual assistant can, of course, evolve and their work may change over time. Ideally, you will support each other.
With the right assistant, you create more space for what you love most: advancing your business and realising your vision. Remember that your goals are also your assistant’s mission.
So: Stick with it, stay motivated and don’t give up!
With a little patience and perseverance, you will find her. I wish you every success on this path. You deserve an assistant who is perfectly tailored to you and your business.