Carly Ries
If you’ve read any of my recent articles, you know I’m a huge advocate for working with virtual assistants. I have met so many talented individuals in this space who have really helped in my solopreneur endeavors.
That isn’t to say, however, that it hasn’t been without its hiccups. I had some real trial and error to work through, especially in the beginning, that ended up serving as key takeaways for my business moving forward that I want to share with you.
There are some things that are so obvious to me now, but I never would have guessed before having some of these experiences.
I Wish I Clearly Understood What I Needed Help With Before Hiring A Virtual Assistant
Let me take you back a few years. I was new to the solopreneur world and built my business gradually until one day it started scaling faster than I had anticipated. While I understand this is a good problem to have, I was drowning. I was overwhelmed, overworked, and knew I needed help…fast.
This is when I was first introduced to the concept of having a virtual assistant. I figured I could just find somebody to help me with whatever I needed help with. I didn’t realize virtual assistants can be specialized, whether it’s with administrative tasks, marketing coordination, research etc.
By knowing the exact items you’re going to delegate to free up your time, you can 1) find the right person and 2) devote your training efforts to one specific area of your business, rather than spread it out across the board. It truly helps to organize your thoughts and to-dos and can streamline so much of the work ahead.
Figure out what you want to delegate ahead of time. You’ll be glad you did.
I Wish I Knew to Set Up Systems and Processes
This is a game changer and something I actually put quite a bit of effort into. I have a process for everything these days and it saves soooo much time. I realized systems and processes wouldn’t just benefit me, but the people I contract with as well. I ended up creating documented systems for:
- Interviewing
- Hiring the virtual assistant
- Completing tasks
- Time tracking for virtual assistants
- Invoicing/paying
Basically, I have a system for everything that impacts a virtual assistant as it relates to my business.
In regard to completing tasks, I have a document and video explaining how I would approach the task so that the virtual assistant has something to reference. This frees up time for me because I don’t have to have as many back-and-forth questions or meetings diving into how to do things. It’s a huge time-saver and virtual assistants really appreciate it because they have a clear guide to follow.
I Wish I Knew to Hire A Virtual Assistant Who Isn’t Afraid to Make Recommendations
Want to know how I ended up perfecting some of those systems and processes? I asked for feedback, but I also made it clear to my virtual assistant that if they had an idea that could make the process better, they to speak up about it.
I also appreciated it when they had an idea for my business or their associated tasks on their own. It’s easy to put blinders on when you’re a company of one, and your virtual assistant may have insights that you wouldn’t otherwise see.
I Wish I Knew to Hire a Virtual Assistant Who Can Take Constructive Criticism
As I just mentioned, I so appreciate when a virtual assistant can give me recommendations, and it’s important that they can also take the same kind of feedback. In general, whether you’re working with a virtual assistant or somebody else, if a person can’t take constructive criticism well, that is a red flag. You both should be working towards the same goal and if something can be improved in an effort to reach that goal, both parties should be receptive to it.
I Wish I Knew How Important Being Resourceful Is
Sure, you can take time to hop on calls, message in chat, or respond to emails throughout the day, but that time adds up. It’s so helpful to find a virtual assistant that can try to troubleshoot on their own first before reaching out to you. Ask about a time they’ve been resourceful during the interview process. It’s a question I didn’t use to include but have found it very helpful.
I Wish I Knew How Important It Is To Find Somebody With a Compatible Personality
I can’t stress this point enough. I would argue that this is more important than the skillset you’re looking for. Skills and task-oriented traits can be taught (especially if they’re well documented in your processes :)). A personality though? Not so much. Even if you have a talented virtual assistant, if you clash on things or can’t build rapport with one another, it may end up causing you more stress than what it’s worth. Do you need to be besties? No. But get along and enjoy working with this person? Absolutely.
I Wish I Knew More About The Technology That Would Be Involved
In addition to the skills required to get the job done, you need to be able to anticipate the technology required that will allow them to do their job properly. For example, if you’re hiring a social media manager, are you going to give them your personal logins to the accounts or use a platform that can schedule the posts for you? If the latter, do you expect the virtual assistant to have this software, or will you provide it for them? If you provide it for them, how much will it cost you monthly and will it fit into your budget? I could go on but you get the idea. Think through the ins and outs of what they need so that you’re not blindsided further along in the journey. Some of these platforms can get rather costly.
Well, that’s my personal experience! After some trial and error, I figured out what worked for me, and it has made for very positive working relationships with virtual assistants ever since.
I’m curious, what have you learned in the process of working with a virtual assistant? I’d love to hear in the comments below!
Like getting the inside scoop on how to be a successful solopreneur? Join our free community of solopreneurs to learn a thing or two, get your questions answered, share knowledge with others, and build your network.
