The Real Reasons Virtual Assistant Experiences Go Wrong

Let me preface by saying I personally have only ever had wonderful experiences with virtual assistants, and know many others who share that opinion. So, this is not a post that bashes virtual assistants in any way. In fact, I highly recommend working with them if you need some extra help running your company of one. 

Honestly, from what I’ve seen, when experiences with virtual assistants turn sour, it’s not because of what you’d expect.

What Really Goes Wrong?

There are a lot of things that you can do wrong in the process of hiring a virtual assistant and most of them are not going to be obvious to you.

When an experience with anyone a solopreneur contracts with goes badly, most people tend to look to the person they hired as the culprit. That’s just human nature. But too often, the problem lies closer to home.

Instead, sometimes looking in the mirror is the best way to find the cause. 

What can you be doing better as a solopreneur that can help to ensure you have a positive experience with a virtual assistant?

These are the things I see happening with poor virtual assistant experiences that you’ll want to avoid.

You Don’t Fully Know What You’re Looking For 

You know you have limited hours in the day and are strapped for time. You know things aren’t getting done that need to be. You know you need to bring in help and fast. But do you know the exact task you need help with?

Many solopreneurs hire virtual assistants hoping they can just help with random tasks as they go. It’s much better to have a concrete list at the beginning of what you will be delegating so that you know exactly what you’ll be getting from the work they produce.

If you’re having a great experience with your virtual assistant you can always discuss adding other things to their plate at a later time that they are qualified to handle and are comfortable doing.

You Rush The Interview Process

Your to-do list may be growing by the minute, so it’s understandable that you want to contract with somebody ASAP before you begin drowning in tasks. But trust me when I say that it is imperative that you take the time to find the right candidate from the get-go. If you fail to do this, you may end up in a less-than-ideal situation which could result in starting the interview process over. It could be the beginning of a vicious cycle.

Related content: The Questions I Wish I Would Have Asked Independent Contractors

You Don’t Put What You Need From A Virtual Assistant In Writing

Being a Communication major in college, I always wondered why that was such a popular field of study at the university I attended, that is until I entered the real world and realized how many things break down simply due to miscommunication. Time and time again virtual assistant experiences go wrong simply because of misunderstandings.

Getting specific in your contract and scope of work is crucial to avoid any ambiguity or miscommunication down the road. Before work begins, make sure the virtual assistant is clear about what is expected within the contract. Actually take the time to talk through it. That way, if there are ever any disputes as to what was delivered versus what was requested, you can clearly see it outlined and signed within the document.

Related content: Solopreneur Contract Secrets From Top Tier Attorneys

You Treat The Virtual Assistant Like An Employee

Remember, your virtual assistant is contracting with you, they are not your employee, meaning they likely have other projects and commitments going on, so respect those. They may not be able to be at your beck and call. Try not to micromanage them or give them last-minute tasks. This can put a strain on the relationship quickly.

You Don’t Properly Educate Your Virtual Assistant

Let’s say you hire a virtual assistant for social media. On their resume, they may be great at creating and curating content, but is that for every type of business and industry? Make sure you give them a full rundown of your audience, their pain points, your industry, your competitors, etc. Take the time to do this properly. Often, mistakes are made because the virtual assistant never received the necessary information to get the job done.

Along with education on your business, you need to make sure they have a deep understanding of the tools they need to use to get the task done. If they’re learning to use a new program or platform, you need to take the time to show them how to use it.

You Don’t Put Processes In Place for Your Virtual Assistant 

This can take some time on the front end, but I cannot stress what a time-saver this is in the long run and how beneficial it can be working with a virtual assistant. I once worked for a company that documented, in writing and through video, every single step involved in repetitive tasks. This allows the virtual assistant to reference these steps rather than reach out to you countless times asking how to do certain things (a huge waste of time). So be sure to document processes for your virtual assistant.

Red Flags That Lead to Negative Virtual Assistant Experiences

You may do everything right to set your virtual assistant up for success and sometimes they’re just not a great fit. Below are some red flags to keep an eye out for to let you know it may be time to end the relationship.

• They are extremely difficult to get ahold of and may even be unresponsive for long periods of time. If they don’t let you know they are unavailable, and all you get from them is silence, that’s an issue.
• You have an inkling their work may not be original. If you learned anything from your sixth-grade English teacher, it should be that plagiarism is a big no-no. This person may be a contractor but the work they do for you represents your company. Make sure it’s not getting copied from another person’s business.
• They trash-talk previous businesses. If they did it before, they’ll likely do it with you if things go bad.
• They don’t take responsibility for their own actions and place blame on others.
• They overpromise and underdeliver time and time again.

Yikes…

Finding the Right Person

As I first mentioned, I have had overwhelmingly positive experiences with virtual assistants. To find the right candidate for you, consider:

• Contracting with personal references. If you know somebody who had a good experience with a virtual assistant who is available, this is ideal.
• Find a specialized virtual assistant. We all know the saying, “Jack of all trades, master of none.” If you’re hiring somebody to help with social media, for example, look on marketing platforms and ask other marketers who they’ve used, and don’t go the generic route.
• Use a reputable agency. Companies like Don’t Panic Management specialize in finding the right virtual assistant for you.
• Use freelancing platforms like Fiverr. I list this last because it can be really hit or miss. If the other recommendations aren’t an option, go this route, but you may need to do some additional vetting.

There you have it! We are always working to share experiences from solopreneurs that others can learn from. If you have unique virtual assistant experiences, let us know! We’d love to hear them.

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