3 tips for hiring a virtual assistant

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1 3 tips for hiring a virtual assistant Introduction 2 Tip #1: Interview the virtual assistant 3 Tip #2: Understand the role you're outsourcing 7 Tip #3: Agree on terms outlined in a contract 9 Conclusion 11 1

2 Introduction It s likely that the reason you're looking for a virtual assistant is because you've reached capacity at your marketing agency. You re flat out with client work and you need assistance fairly urgently. But before you jump in and hire someone to help you keep up with your workload, here are 3 tips for hiring a virtual assistant... 2

3 Tip #1: Interview the virtual assistant Just because the work you have is urgent, doesn't mean you should hire the wrong person for the role. You might end up outsourcing projects to this person long term, so it makes sense to try and hire the right person first time. This will increase efficiency as you won't have to spend time looking here, there and everywhere for a virtual assistant that suits you. The freelancing projects I've enjoyed most is when the relationship starts off with an interview. 3

4 When both you and your virtual assistant are based in Australia you can easily pick up the phone and get in touch. So reach out and speak to a few different virtual assistants to get an idea of who might be a better fit for you. This sounds similar to the process of hiring an employee and that's how you should treat it. Every virtual assistant specialises in different skills. And you want to find someone who has the skills, experience and resources to take care of the kinds of projects you're outsourcing. 4

5 A quick chat with a few virtual assistants can help you rule out unsuitable candidates. The virtual assistant you turn down doesn't want to work on something that is out of their scope anyway. The best freelance projects I've landed have been projects where I've been one of multiple interviewees. Before scheduling an interview, confirm the virtual assistant s hourly rate so you know you re speaking to someone suitable for your budget and needs. You're looking for the person whose experience most closely matches what you're looking for. 5

6 Talk to the virtual assistant about the role you have available. If the virtual assistant is able to confirm their experience is a good match, you can consider putting them on your shortlist. Once you've interviewed all the candidates, review your notes and make a hiring decision based on who you think will be most suited to the role. 6

7 Tip #2: Understand the role you're outsourcing The smoothest running freelance projects I've had is when the person hiring me clearly understands the role they re outsourcing. They have clear business processes in place and systems in the cloud for how their work is done. They re reaching out to a virtual assistant who will quickly and easily plug into the role. You can help the virtual assistant settle into their position by giving them a copy of your user guide. 7

8 This will help them to get acquainted with your systems and how things are done within your company. Additionally, you could also do a training session with the virtual assistant through a screen share meeting. The virtual assistant still obviously has to bring their own skills to the role. And their own production processes and systems for getting the work done efficiently. But when you know the role you re outsourcing, you can communicate it properly to the virtual assistant and it's more likely the job will go according to plan. 8

9 Tip #3: Agree on terms outlined in a contract You should treat the virtual assistant like an extension of your in-house team. You want consistency within your team to ensure everybody is following the same policies and procedures. This prevents the relationship between yourself and the virtual assistant from becoming lopsided due to the agreement being unclear. When there are clear guidelines about deliverables and other project details, it helps set realistic expectations. 9

10 The word contract can sound like a restrictive and unappealing concept. But it's simply an outline of and guidelines surrounding the work to be undertaken. The purpose of a contract is to make things easier for both parties. A contract shows that you take your client work and confidentiality seriously. It includes items for both parties such as pricing, procedures and more. The virtual assistant will review your contract, they may ask questions or request changes based on their needs. Once both parties agree to the terms and conditions, the project is ready to kick-off. 10

11 Conclusion Keep in mind the following 3 tips when hiring a virtual assistant: Tip #1: Interview the virtual assistant Tip #2: Understand the role you're outsourcing Tip #3: Agree on terms outlined in a contract When you start off your relationship with a virtual assistant on the right foot you'll maximise the success of your projects and keep your business running smoothly. Looking for a virtual assistant? Simply me at daniela@aguileradaniela.com and I ll be happy to discuss your project needs. Regards, Daniela Aguilera 11

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