Choosing the right VA (virtual assistant) is a not to be taken lightly these days. Working with a VA is a very popular choice for business owners looking for some help who are not ready to employ or indeed may not have the work or the budget to do something full time.

As the demand for virtual assistance continues to rise, so does the pool of those offering their services. They can come in the guise of VAs, OBMs, agency type setups or just the one-man band set up looking to keep it simple and support a handful of ‘lovely business owners’.

With the rise in demand and the rise in the number of people setting up as a VA, the likelihood of choosing the right VA and finding the perfect match first time can be difficult, but not impossible. If you are prepared, do your homework and approach the ‘interview process’ with an open mind but also a realistic sense of what you are wanting to pay for and the work you are wanting to outsource – always remembering it is a two-way conversation. The VA may not feel you are a good fit for their business also and will definitely have questions for you.

To ensure you make the most informed decision for your business, here are some areas for you to consider before having those conversations with potential VAs.


Assess Your Needs:

Begin by conducting a thorough assessment of your business requirements. Identify the specific tasks and responsibilities you wish to delegate to a virtual assistant. This step is crucial as it lays the foundation for finding the right virtual assistant whose skills align with your needs, ensuring a seamless integration into your workflow.


Define Necessary Skills:

Once your needs are clear, define the essential skills your virtual assistant must possess. Whether it’s proficiency in communication, technical expertise, or industry-specific knowledge, having a precise list of required skills will guide your selection process and help you narrow down potential candidates effectively.


Experience and Expertise:

Evaluate the experience and expertise of virtual assistants under consideration. Look for individuals or teams with a proven track record in handling tasks similar to yours. Assessing their past projects, client testimonials, and case studies can provide valuable insights into their capabilities and reliability of the right VA for you.


Compatibility and Communication:

Effective communication is the cornerstone of a successful virtual assistant partnership. Consider the virtual assistant’s communication style, language proficiency and responsiveness. Compatibility in communication ensures a smooth workflow, preventing misunderstandings and enhancing collaboration.


Technology Proficiency:

In today’s digital age, technological proficiency is non-negotiable. Ensure that your virtual assistant is adept at using the latest tools and technologies relevant to your business. This includes project management software, communication platforms, and any industry-specific tools that may be integral to your operations.


Ask Key Questions:

During the selection process, ask key questions to gain a deeper understanding of the virtual assistant’s approach, work ethic, and problem-solving skills. Enquire about their availability, preferred communication channels, and how they handle tight deadlines or unexpected challenges. We recommend a structured interview process to ensure all pertinent aspects are covered to be able to choose the right VA for you.


Review Pricing Structure:

Transparent pricing is essential for a successful partnership. Review the pricing structures of potential virtual assistants to ensure they align with your budget and offer good value for the services provided. We have always had our prices on our website (I know many don’t) but we like things simple! If they are displayed a conversation is easier to have when all parties know the costs at the beginning. We take pride in offering clear and competitive pricing tailored to the needs of our clients, looking for something bespoke and we are super happy to discuss this and accommodate your budget.


Check Testimonials and Reviews:

Before finalising your decision, check testimonials on their website, on LinkedIn and even Google. A virtual assistant’s reputation is a valuable indicator of their professionalism and reliability. We encourage potential clients to explore our client testimonials and reviews to gain confidence in our commitment to excellence.


Trial Period or Initial Contract Length:

Considering a trial period helps with settling in and learning – from both sides – and may benefit you from making the wrong decision and signing up for a long period. However, some VAs may wish to lock you into an initial contract of say, 3 months. This allows the learning and embedding to take place as we know it can be a difficult transition for some and working together may be slow or indeed highlight problems that had not been identified earlier. Which would you prefer and why?


By following these steps, you can confidently navigate the process of choosing the right virtual assistant for your business. We understand the significance of this decision and are dedicated to providing you with a perfect fit tailored to your unique requirements. Trust us to be your partner in success as you embark on this transformative journey of optimizing your business operations. Download our Pricing Guideline here or perhaps book a chat to see if we are the VA Agency for you.