Stepping Stones

By Ellen H. Brown

Are you considering the possibility of hiring a virtual assistant, but don’t know where to start? If so, you’re not alone. As a coach, I often work with solo entrepreneurs who tell me that there aren’t enough hours in the day to get everything done.

While some clients like the idea of hiring a virtual assistant so they can maximize their time and be more productive, many people don’t know where to begin. With that in mind, I recently asked virtual administrative professional Darcee Sellers (see her bio at the end of this blog post) to discuss the ins and outs of hiring a virtual assistant. What follows is our e-interview:

EHB: First of all, could you tell us a little bit about what virtual assistants do and how they can help small business owners?

DS: Virtual Assistants provide administrative support and free up business owners, so that they can concentrate on what they do best: “run their business”. We tend to be their right hand!

EHB: What are some best practices to keep in mind when hiring a virtual assistant?

DS: Ask questions! Ask friends and colleagues who they might recommend. Ask virtual assistants how long have they been in business? Do they specialize in a particular area? Be clear about what services you are looking for, and what your expectations are.

EHB: What are some “worst” practices to avoid when hiring a VA?

DS: Failing to communicate clearly. Because we are working virtually, it is important that there is good communication between both parties and that the instructions, etc., are clear.

EHB: What can a business owner do to ensure that the fit with a virtual assistant is a good one?

DS: What I suggest to the folks that ask me this question is to go with their “gut”. Who did they feel a connection with? Do they have the credentials that you are looking for, in terms of a skill set?

EHB: What are some “red flags” to look out for that might alert a business owner to the fact that perhaps the match isn’t a good one?

DS: You don’t feel that connection with the person. The virtual assistant does not appear to be confident when answering your questions. They do not respond within a reasonable amount of time to your emails or phone calls.

EHB: I’ve heard differing opinions about whether it’s best to hire a virtual assistant who specializes in a given area or someone who’s more of a generalist? What’s your take on that topic?

DS: I feel that it’s a matter of preference. Some folks want someone who is specialized or certified in a certain skill. Just because I don’t “specialize” or I am not “certified” in an area doesn’t mean that I could not perform the job or have the experience to do so.

EHB: If a business owner is entrusting a VA with sensitive information, is it a good idea to conduct some sort of a background check, and how would one go about doing that?

DS: Generally, business owners would not perform background checks on virtual assistants, as we are not employees. What they should ask is if the virtual assistant outsources the work to other virtual assistants, and if so, do they have them sign a confidentiality agreement/non disclosure? Virtual assistants are professional business owners who take confidentiality very seriously. If you are concerned about confidentiality and sensitive material, you can ask your virtual assistant to sign a confidentiality/non disclosure agreement, and I am sure they would be more than happy to do so. Working with virtual assistants is all about trust.

EHB: Many business owners I talk with are reluctant to dive right in and hire a virtual assistant. How possible is it for them to “test drive” a VA before fully committing to a business relationship with a particular person? And how would that work?

DS: What I would recommend is that they allow the virtual assistant to perform a small task as a “test drive”. This will give them a great sense of how things are going to work and if that person is, indeed, the right fit for them. We understand your fears and concerns and realize that it can be difficult to let go and trust someone that may be located across the country, and we are sensitive to that. If you do not feel that you can trust a particular person, then I’d say that that person is not going to be the one for you.

EHB: Could you describe a time when you were hired as a VA and it was a great fit between you and the business owner? What do you think helped that relationship begin on the right track?

DS: I am fortunate that all my clients have been a great fit for me! I feel that honesty and following through on what I say I’ll do always helps to get things off on the right track. As I have mentioned, it’s all about trust.

EHB: What words of wisdom or encouragement could you provide to entrepreneurs who are thinking about hiring a VA but afraid to hand off some responsibilities to someone who could help them?

DS: I would say to give us a try. Start off with a small task, and see how it goes, and remember that “your success is our success.”

About Darcee Sellers: Digits Plus owner Darcee Sellers has built a solid reputation as a qualified bookkeeper, virtual administrative professional and business consultant. Darcee has a strong managerial background of over 20 years, working in various industries, as well as owning her own business. She is a Certified QuickBooks User, a member of National Bookkeepers Association, and American Institute of Professional Bookkeepers. For more information about her services and how she can help you and your business, visit her site http://yoursavvyva.com. You can also follow her on Twitter at http://www.twitter.com/YourSavvyVA

Ellen H. Brown is a certified professional coach who works with solo business owners who want to maximize their productivity and lead healthy, balanced lives. Follow her on Twitter at http://www.twitter.com/JourneyCoach

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