Outsourcing to a Virtual Assistant
Whether you’re an author, speaker, coach, content creator, or any other solo entrepreneur, you probably feel like you’re wearing all the hats in your biz… because, well you probably are 😉 If that’s the case, it’s probably time to outsource to a virtual assistant (VA). But maybe the thought of outsourcing overwhelms you…
How do you get started?
How do you find a good VA?
What tasks should you give them?
And more importantly, how do you make sure you don’t end up feeling even more overwhelmed by the process?
4 Tips for Outsourcing to A Virtual Assistant Without Losing Your Mind
1. Define what you need help with.
This may seem like a no-brainer, but it’s crucial that you take the time to sit down and think about what tasks you need assistance with. Once you have a good understanding of what areas you need help with, it’ll help you find the right VA for your needs.
2. Find the right fit.Â
Once you know what kind of support you need, it’s time to start looking for candidates. Keep in mind not all VAs are created equal – some offer tech support, general support, and more – I offer a mixture. Ask for referrals from those around you – masterminds you participate in, groups, etc. Make a list of at least 3 potential VAs, reach out to them, and ask to schedule a consult call. It should be a Zoom call (or some sort of video call) so that you can get a feel for their personality and see if they’re a good fit for your business.
Once you’ve had a consult call with them, make a decision. Let the VA, you chose to work with, know when you would like to work with them. Don’t forget to let the others know you decided to not use their services at this time.
3. Communicate clearly.
Now that you’ve made the decision and are ready to start working with your new VA, it’s important to communicate your expectations. Discuss your communication style, working hours, and deadlines upfront so that there are no surprises later on. It’s also a good idea to send over a list of tasks that need to be completed each week or month so that they always know what needs to be done.
As a side note, expectations are something that can be talked about during a consult call. In fact, for me personally, when I’m talking to a potential client I prefer to ask about their expectations at that time. This way, if they’re looking for somebody to handle customer support on the weekends (for example) I know right away this isn’t a fit for me and we won’t spend more time moving forward only to find later on that we’re not a fit.
Communicating your expectations will help ensure that both you and your virtual assistant are on the same page and avoid any misunderstandings down the road.
4. Schedule check-ins.Â
When outsourcing, it’s important to schedule regular check-ins so that you can touch base with your VA and see how things are going. These check-ins can be done via email, video call, or even just a quick chat on the phone. Checking in regularly will help ensure that things are running smoothly and that there are no major hiccups along the way.
These check-ins can become less frequent the longer you and your virtual assistant have been working together. For example, one of my clients, I’ve been working with for years now, we go months without checking in via Zoom. We touch base via email or Trello when necessary but other than that because I’ve worked with her for so long and know the ins and outs of her biz and what needs to be done regularly (by me) there’s no need for us to touch base on a consistent basis. Back in the beginning, though, we were touching base weekly (sometimes daily).
Outsourcing to a virtual assistant doesn’t have to be overwhelming—if you follow these simple tips! By taking the time to define your goals, find the right fit, set expectations early on, and schedule regular check-ins, you’ll be able to successfully delegate tasks without losing your mind in the process. So what are you waiting for? Start outsourcing today!