Hiring a virtual assistance (VA) company for the first time can be daunting. For solopreneurs, often you’ve been doing it all yourself. You’re playing a team sport but you don’t have a team. How do you know what to farm out or how?
For other companies, you have hired help but it’s always been in-house. Getting virtual help seems, well, a little out of your control.
When you’ve decided to find virtual assistance for your business, there are simple questions you can ask to make sure you find the help you need.
How do I decide what to delegate to my virtual assistant?
This question is the biggest hurdle to getting started and it does take a little thought to figure it out.
The best tasks to delegate fall in these categories:
- They are regular, repetitive, and repeatable. Bookkeeping, data entry, and scheduling fall in this category.
- They need special expertise that you don’t have. Event management, business logistics, or data analysis are examples.
- They are one-time projects that require resources that you don’t have. Events, migrating your software system, or opening a new business location are in this group.
The best way to figure out what to delegate is to do a brain dump. Block off some time and follow these steps.
- Write down all the tasks that you or your business do during the week.
- Write down the major projects that you have coming in the next year.
This is your master list.
Now take colored highlighters and highlight:
- Regular, repetitive, repeatable tasks that keep you or your company from focusing on the important stuff.
- Tasks that feel overwhelming because you don’t know how to begin or don’t have the expertise to implement them well.
- One-time projects that vie for your attention and keep you from getting your daily work done.
- Tasks you don’t enjoy and would rather not do.
- Tasks that don’t use your expertise wisely.
The tasks that you have highlighted are candidates for virtual assistance.
When you interview VA companies, bring your list. Use your list to make sure they have the experience and expertise you need.
And remember, a really good VA company will not only be able to help you with your list, they will design a workflow to make sure your list is accomplished the way you want it, with accuracy and full transparency.
How do I communicate with my virtual assistant?
Communication is the cornerstone of any great working relationship. You need to have confidence that your questions and concerns will always be answered.
When you interview a VA company, you should expect:
- Weekly progress updates by email
- Phone calls, online meetings and in-person meetings when necessary
- Response time of 48 hours or less
If your VA company offers anything less than this, beware. VA’s serve you and your business. Communication should flow easily and smoothly.
How is my information secure?
Your business information is your lifeblood and you need to have no doubts about its safety and security.
Here are some questions to ask:
- Do all your workers sign non-disclosure agreements?
- Is there a clear contract so you know exactly what you’re getting, when and how?
- Is your email encrypted?
- Are all documents kept in a password-protected file system?
Make sure your VA company takes the privacy and security of your business and personal information seriously.
Call to interview SOS today
At SOS, we’re happy to answer any of your questions.
We can help you figure out what tasks to delegate and how to set up your VA workflow.
We have complete and open communication channels so you can relax while we take work off your plate.
And we take privacy and security very seriously. We’d be happy to show you our system to protect your information.
Call us today to set up your interview.