Balancing administrative tasks as you grow can be difficult for any SMB owner. Hiring a virtual assistant (VA) can ease the burden, offering flexibility and cost-effective support.
Hiring a VA is often an affordable way to grow your business.
Considering a Virtual Assistant? There is a world of talent that your SMB can tap into. However, understanding how to locate and how to utilize a VA is essential.
The goal of this blog is to provide practical tips for searching, hiring, and utilizing a Virtual Assistant.
Where to locate a virtual assistant
Virtual assistants can be sourced from various online platforms. There are many highly qualified and educated individuals looking for VA work in the Philippines, India, and Eastern Europe. Most small business owners are simply unaware of how affordable it can be to locate a highly qualified virtual assistant.
Websites like Onlinejobsph, UpWork, and Freelancer allow you to browse profiles, review feedback, and filter candidates by skills and budget. If you’re looking for more specialized assistants, platforms like Belay, Zirtual, or Time Etc. provide pre-vetted candidates.
You can also tap into your professional network or LinkedIn to find recommendations. The key is to ensure that the platform you choose aligns with your budget and quality expectations. If you are not comfortable going in alone, there are staffing agencies who specialize in finding the right placement for a fee. Regardless, you will need to invest time in the selection process to ensure you locate and screen the right candidates.
Interview Tips When Searching for a Virtual Assistant
There are many highly qualified virtual assistants looking for employment around the globe. Not all business owners will have the same wants and needs. Likewise, not all positions will require customer interaction or written work product. By the same token, some will require specialized skills like accounting, bookkeeping, or paralegal work.
Regardless of your needs, it is important that you determine what is most important when screening and selecting applications and develop a plan to execute.
Pre-Interview Screening
Consider developing a list of questions for use in screening each application. There can be as few as three questions, but they should focus on ensuring the candidate possess the core skillset you need. Perhaps most importantly, this pre-screening process allows you to view the applicants writing abilities.
If written communication in english is an important aspect of the position or you will interact primarily through email, this is an indispensable part of the process. It will also save you time and resources in interviewing candidates. Consider using this process to find 3-5 qualified individuals to interview.
Conducting the Interview
When interviewing a virtual assistant, it’s crucial to focus on their communication skills and time management abilities. Ask specific questions related to the tasks you need help with, such as calendar management or customer service. Role-play scenarios can be useful for gauging their problem-solving skills.
During the interview, assess how quickly and effectively they respond—this is indicative of how well they’ll handle deadlines and sudden requests. Conduct the interview by video conference.
Practical Tips Utilizing International Virtual Assistants
Many small businesses hire virtual assistants from countries like the Philippines, India, or Eastern Europe to capitalize on lower labor costs. However, there are practical considerations to take into account. As a SMB owner, you need to locate the right employee and provide the tools for both sides to succeed. Expectations are key.
Hours
Timezones can naturally be a barrier to hiring a virtual assistant. However, many virtual assistants are flexible, and in some cases there are actually benefits of having workers on a different time zone. The key is to determine when you need a worker, and ensure mutual expectations align. For example, you may choose to have your VA work 4 hours on your time and 4 hours at their time.
Be clear about availability and expectations from the outset to avoid miscommunication due to time zones.
Virtual Assistant Pay Rate
The rate you pay a virtual assistant will depend on their country of origin, education, experience, and the method you use to locate and hire the assistant. However, to give you an idea of the potential cost savings, your SMB can hire a college educated virtual assistant who is proficient in written and spoken english for as little as $4-6 USD an hour if you locate and hire directly.
Communication
The internet makes communication easy. Of course, your virtual assistant will need a computer and reliable internet. Ensure your VA is familiar with Zoom, Teams, or other video conferencing platforms, and is able to clearly communicate to you by email. Communication will be key in finding the best way to utilize your VA.
Payments
Sending money internationally is easy with the right tools. There a few platforms that make it easy to send funds internationally. For example, platforms like Wise or Payoneer allow you to send funds internationally for a small transaction fee.
Expectations
Communicating expectations is essential. If you selected the right VA, they will have a strong work ethic and ability, but everyone has different expectations. Manage expectations early, and be prepared to meet regularly with your VA to teach and monitor progress.
Worker Status
One of the important benefits of hiring a virtual assistant comes from the tax status of foreign workers not working on U.S. soil. By hiring a VA, small business owners do not have to bear the costs of hiring an employee. Likewise, they do not risk misclassifying an employee as an independent contractor. Foreign VA’s are not subject to the same laws.
The key to protect your small business from worker classification claims is to properly document the relationship.
Employment Terms
Its smart business to document all worker relationships. In the employment context, by offer letter or employment agreement. Or, a service agreement in the case of an independent contractor. The key when it comes to Virtual Assistants is documenting the scope of work and that the work is not performed in the United States.
Virtual Assistant Tax Form
Small business owners do not typically have to file any form with the government for employing a foreign virtual assistant. Instead, employers keep form W8-BEN on file. This form is used by SMB owners to document the foreign status of their employees.
Background Checks
Its always smart to be diligent when selecting employees. Foreign countries have processes in place for background checks, similar to running a criminal history in the United States. For example, in the Philippines, VAs can obtain a National Police Clearance. Similarly, the Department of Trade and Industry offers a registration for virtual assistants to provide to their U.S. employers.
Providing the right tools
Virtual assistants need access to specific tools to be effective. These may include project management platforms like Monday.com or Trello, communication tools like Slack or Zoom, and cloud storage solutions such as Google Drive or Dropbox. It’s important to provide clear documentation and training for any proprietary tools they’ll use.
Establishing a system for task management, collaboration, and regular check-ins are also key to ensuring smooth operations. You can also have your VA assist in creating a playbook or a series of how-to documents to assist the current VA and future VAs.
Pros and Cons of hiring a virtual assistant
Hiring a virtual assistant comes with several benefits: flexibility, cost savings, and the ability to delegate tasks that free up your time. You can scale the workload up or down as needed, without the overhead of a full-time employee. However, there are challenges too. Since VAs work remotely, you may have to invest time in building trust, ensuring accountability, and managing communication across different time zones.
Hiring a virtual assistant can be an excellent solution for small business owners looking to streamline operations and focus on growth. With the right approach to recruitment, communication, and management, a VA can be an indispensable part of your business success.
About the Author
Ranchelle is a legal assistant with a Bachelor of Technology in Electronics Engineering, bringing a unique blend of technical knowledge and legal support to her role. Her educational background equips her with analytical skills and a methodical approach to problem-solving, allowing her to navigate complex legal processes effectively. As she continues to grow in the legal field, Ranchelle leverages her adaptability and attention to detail to enhance operational efficiency and support her team in delivering quality legal services.
