After attending a networking event I was again asked so what exactly is a Virtual Assistant.  That then led to the discussion of how exactly the relationship works.  With so many business owners needing help but not willing or unable to hire traditional employees and with so many new Virtual Assistants entering the field I thought I would add some advice for both.

I am looking to hire a Virtual Assistant so where do I begin?

Start by making a list of tasks that you need completed or want taken off your hands to free up more of your time.  They can be as simple as organizing emails and voicemails to bookkeeping or implementing your marketing plan. 

Next, with your wants and needs in mind, research.  Google “Virtual Assistant” and you will get over one million hits so be creative in your research.  Go to the forums and boards of Virtual Assistants, Virtual Assistant forums has many active members, follow some to get a feel for what they know and how they interact with others in the industry.  Don’t forget the social networking sites and member websites, IVAA.org provides a searchable member database, both general and by niche.  And my favorite form of research, nothing beats a great referral, so ask around of others who use Virtual Assistance.  Also try to find out how long they have been working on their own and in their field.

Knowing what you want (and need) and having an idea of what is available to you,  it is time to submit that RFP (Request for Proposal).  Both sites mentioned above have area to submit RFP’s to all their members and there are other means to get your posting out as well.  Be specific in what you require and the type of person you are looking for.  If you want a bookkeeper with QuickBooks Pro then state that specifically in your requirements.  Do you need someone available for specific hours in the day, list that as well.  And then sit back and wait for the many responses to come flowing in.

Carefully review the responses: Are they professional, does the respondent meet your criteria, did they provide you with enough information for you to choose them.  Ask for work samples if need be to help you narrow your choice. I have no problem sending prospective clients work samples because it is a good way for you to judge my work.  Narrow down your respondents to those you want to have a conversation with.  Call or email your short list and schedule a time to have a discussion.

Have a one on one conversation (or consultant) with each of your choices.  The key to a great working relationship is a great partnership with your assistant.  If you cannot communicate effectively with the VA then you need to move on and find someone else.   Have your questions ready and be prepared to respond as well.  When having a conversation with a new client not only do I ask about the industry but how they got started, what their biggest obstacles are at this point and what they expect from me.

So now take some time to digest the information and conversations.   Who did you feel most comfortable communicating with and what plan of action did they give you for your wants and needs?  Do you feel they provided you with quality information?  Where they direct with their timeline and rates?  Can they provide you with everything you discussed in writing?  When I talk with clients or prospective clients for the first time I let them know I have an introduction package so they can “test drive” my services.  I follow up the conversation with a detailed email about our discussion, what we agreed upon and my contact information so everything is clearly spelled out for your decision making process.

These are just a few of the quick tips I can offer and many of you may need to be more detailed in your plan of action.  Your VA search process may take as little or as long as you need, but make sure you are thorough in your screening so that you can find the right partner to help you with your needs.   With a little time and gut intuition you will find the right Virtual Assistant to help you with your business needs.

All the best,

Lee Drozak – My Office Assistant