What small business owners and solopreneurs need to know about hiring a virtual assistant.

Businesses of any size can use a VA’s services, and they do! Even large corporations utilize this part of the workforce for certain types of tasks, like microtasking, that are easier to outsource than to manage in house. Another topic for another day!

However, we find that the businesses getting the most bang for their buck are small businesses and solopreneurs.

I’ll explain why in a minute.

Now what does a virtual assistant do?

What types of tasks might a VA handle on a daily basis?

Some VAs handle a range of garden-variety administrative responsibilities typical to running a business.
 
Others specialize in “niche” roles such as supporting business owners through their social media marketing or copywriting skills.
 
Some—like yours truly—do both!

Here are some ideas of typical, general tasks a VA might undertake—

• Performing data entry (inventory, client database, recordkeeping, etc.) from a business' records.
     
• Creating templates for common business communications (letters, emails, etc.) based on a company's specific needs.
  
  
• Making travel arrangements and managing scheduling and calendars.
  
  
• Corresponding via phone or email with clients, business partners, and vendors.
  
  
• Transcribing business documentation.
     
• Researching key items for a firm's production.
     
• Ordering supplies and inventory.
  
  
• And more, depending on a business' unique requirements!

Many VAs intersperse the general tasks among more specialized work that they provide to their business partners.

These specializations are considered the VA’s “niche,” and this is where a VA can really shine! Often, a VA’s niche is the work they enjoy the most, where they have the most training and experience, and where they are their most creative.

Some niche roles include—

• Social Media Management which can include setting up social media profiles; developing content calendars; creating and scheduling posts; curating content; monitoring and responding to activity; providing engagement on your chosen social media platforms; and more
     
• Blogging which can include strategizing a marketing plan; developing content calendars; creating and formatting content to post; integrating Search Engine Optimization (SEO) research; monitoring and responding to activity on the blog; and more
     
• Graphic Design which can include designing logos and branding; updating brochures and marketing materials; crafting presentations and infographics; creating landing pages and digital ads; and more
     
• Website Design which can include building and customizing websites; strategizing web-based marketing plans; creating a cohesive online brand; creating landing pages and digital ads; making sure your site is compliant with disclosures/disclaimers; and more
     
• Bookkeeping which can include handling A/P and A/R; reconciling bank statements; mailing invoices and payment reminders to clients; maintaining financial recordkeeping software; preparing sales tax submissions; and more
     
• Marketing which can include creating ads and posts that drive traffic to your business; organizing newsletters and email marketing campaigns; strategizing web-based marketing plans; creating a cohesive online brand; creating sales funnels and landing pages; and more
  
  
• Some of these niches actually overlap each other, and you’ll find that certain VAs include more in their niche work than what is listed here.

Or, a VA may specialize in a certain retail sector, such as—

• Real Estate
• Finance
• Healthcare
• Law
• Engineering
• Marketing
• Insurance
• IT
• Accounting and Bookkeeping
• And others!
  
  

In these cases, the VA knows a great deal about the industry they serve, and they know how to do most of the specialized administrative tasks required by that sector. They will likely have additional licensing or certifications that require them to stay updated on industry changes and that allow them to do extremely specialized work within that field.

Remember when I mentioned that small businesses may reap an amazing benefit from hiring a virtual assistant?

Here’s why:

A small business owner or solopreneur has limited capacity within themselves to get everything done that their business needs. There’s nothing wrong with this! Their strategic and creative juices are needed elsewhere in their company.

They may also have limited resources available to recruit and hire top talent for a full-time or even a part-time position at their company.

These businesses often run with lean teams who need to be freed up to handle the most vital tasks of the company.

Enter the VA, who can be hired to work remotely on either mundane or specialized projects, to assist on either a case-by-case or full-time basis, and/or to pinch hit or manage large parts of the business.
 
Notice the flexibility this partner—or team of partners, depending on the business need—brings to the business!

Meantime, the business owner wouldn’t necessarily offer standard, HR-type accommodations to a VA, such as training, benefits, office space, equipment, and so on, resulting in a probable cost savings over hiring and onboarding an employee the typical way.

How do I hire a virtual assistant?

Great question!

There are options to find a VA who is available for work: Many VAs have their own websites, so an online search will certainly bring up a few hits. Some VAs can be found on freelancing sites such as Upwork and Fiverr. Others belong to VA agencies, which handle the day-to-day details of connecting business owners and VAs.

My favorite method of finding a new VA is word-of-mouth advertising!

Happy customers’ referrals are my preferred way of growing my VA business.

Once you find a VA (or agency) you’re interested in hiring, the VA should be able to guide you through the process of the opening interview (often known as a Discovery Call), the fact-finding phase of matching your business’ needs with their skill set, the proposal, and the contract.

Remember that the business owner hiring on the extra assistance is not the VA’s employer. The VA is her own boss, unless there’s a VA agency as the mediator, and your new VA will have a plan to move from the initial contact to the start of work!

While the solopreneur or small business owner should have a well-developed idea of what they want their VA to accomplish, as well as the standards and deadlines for that work, this process does not follow the usual hiring criteria.  

What now?

• Are you intrigued by the idea of bringing a VA onto your bench? If so, let’s talk!
  
  
• Are you thinking of all the tasks you, as a small business owner, get bogged down in constantly? If so, let’s talk!
  
  
• Are you dreaming of ways to restore your work-life balance to a sustainable level? If so, let’s talk!

I’d love to explain more about how VA services can be tailored to your business need so you and your team can get back to doing more of the creative, strategic work that only you can do.

Click on the Contact Me button below to get the conversation started!

Thanks for stopping by!

Now, let’s go get a refill on our coffee, tea, or Coke, and plan to come back soon for additional articles on virtual assistance, productivity and organization hacks, business best practices, and other ideas that can help make our work-life balance easier!