When Should I Hire a Virtual Assistant? Here's What You Need to Know
If you’re a blogger or creative entrepreneur on the verge of burnout, chances are you’ve asked yourself:
Do I need a virtual assistant?
The short answer is: it depends on you and your business needs.
My very first virtual assistant’s name was Meaghan Gallant. My job description said:
“Looking for a virtual assistant who can do writing and editing. Must be sparkly and reliable.”
No joke, this was my exact job posting.
I needed help with writing and editing at the time – what I should’ve been looking for was a writer, NOT a VA. Whoops! Don’t make this mistake.
Now, Meaghan happened to be amazing! But when I repeated the same process I used when I found her, I realized it was NOT the way to go.
So before you cave into the pressure of hiring a VA because “everyone” is doing it – first identify if a virtual assistant is what you *actually* need. Or if you need something else entirely.
The job title “virtual assistant” is pretty vague. It’s no wonder there’s some ambiguity around it.
Business owners use “virtual assistants” or “VA’s” in many different capacities. Because of this, it can be tough to know precisely what they do.
So how do you know if a VA is what you need for your business or if you should be looking for someone more task-specific?
To answer this question, let’s take a look at what a virtual assistant could do for you.
So, What Does a Virtual Assistant Do?
To be clear – “virtual assistant” is just a fancy way of saying “online personal assistant.” So think about tasks a personal assistant would do and apply them to your online business. A VA’s duties include, but aren’t limited to:
Answering calls
Answering emails
Scheduling your content
Bookkeeping
Making travel arrangements
Keeping your business organized
Some virtual assistants even have specialties, niches, or one-off skills.
Consider what you need to do daily, weekly, and monthly for your business to run smoothly. Then, think about what you could pass along to someone else to lessen the workload on your plate.
As a reference, here are a few of my virtual assistant’s responsibilities:
Set up two blog posts per month
Maintain old blog posts
Update Media Kit web page with links to interviews as published
Create 10-15 graphics for Instagram every month
Schedule all social media posts on Instagram and LinkedIn
When I was originally hiring for this role, I felt conflicted because I needed administrative help. But I also wanted someone familiar with graphic design.
I was torn between hiring a graphic designer or a VA.
In the end, I decided to create the role specifically for a virtual assistant who thrived on techie things and graphic design.
I didn’t hire a graphic designer because my graphic needs weren’t demanding enough to bring on a full-fledged designer.
But the person I hired liked and had some experience creating graphics in Canva. So it was the perfect balance for my needs!
Here are a few tips that helped me when I was first looking to hire someone to help with my business:
Make the duties clear and specific – You’re more likely to attract the right candidates if you’re straightforward.
Keep the role focused – To let the person seeking the opportunity know what’s expected of them.
Make sure they’re the right fit for you – You can begin with a test project to see if they’re the ideal person for you.
Once you find your perfect VA, you can be free of all the “small tasks” in your business. And you can finally focus on your passions and what you do best.
Rather than managing and doing all of the day-to-day tasks in your business, you can focus on being the visionary you are. And the best part? You’ll have more time to pursue desired opportunities you may have missed out on before.
3 Signs You Need a Virtual Assistant.
Now that you know how a virtual assistant can help your business, let’s look at some signs that suggest you may need to hire one. Here are 3 signs you could be ready for a VA:
1. You’re on the edge of burning out – You constantly feel exhausted and don’t have enough time to do everything you’d like or need to.
2. You want to spend more time in your Zone of Genius – You’re stretched too thin and not able to devote enough time to what you do best.
3. You need help with general administrative tasks – Keeping up with the administrative tasks has been taking longer than usual. You need help with tasks like scheduling, filing, or responding to emails.
Keep in mind that while you feel like you need support in these areas, there could be some specialized services you need to also consider in your hiring process.
Before you take the full leap into hiring a VA, consider some of these more focused options.
What Are Some Alternatives to a Virtual Assistant?
A VA is a role most business owners gravitate towards as their first hire. But maybe you need a different expert instead.
Many bloggers and creative entrepreneurs shy away from hiring someone in a specialized position because they think it’ll be more expensive. Or they’re not sure what they need, so they go for a more generalized “assistant.”
But the truth is…
…you can hire ANY role at any price point. It depends on their level of experience and how much work you need from them.
There are always ways to find skilled, niched freelancers who fit into your budget. That’s why I made a guide on how to find and hire the best freelancers.
Here are some other options to consider:
➤ Virtual Project Manager
If you want support with creating strategic systems for more efficient work or you’re planning a one-time launch or event, then a virtual project manager may be right for you.
They help keep tasks on schedule (or even ahead of schedule – imagine!) while creating systems that are easy to follow to relieve some of your stress. They can:
Run your editorial calendar process
Keep track of your contractors and deadlines
Notice and notify you when things are falling short
Help you set up better systems going forward
Project managers are also great for one-off situations like planning an event, launching a course, or embarking on a new, big project. They can set up timelines, manage tasks, and keep things running and organized throughout the project’s life.
➤ Digital Business Manager
Think of a digital business manager as a higher-level project manager. They can:
Coordinate and manage other contractors more closely
Oversee all moving parts of the business
Handle onboarding and training new team members
Digital business managers are your right-hand person while you focus more on the big-picture elements of your business.
➤ Writer/Editor
If you want a VA who specializes in writing and editing, consider hiring a professional writer. They can write and edit any pieces you need to ensure you sound like the expert you are.
➤ Social Media Manager
If you want a VA who can run your Pinterest, consider hiring a Pinterest manager. You can also hire a social media manager who specializes in Pinterest. Here are my tips on how to hire social media managers.
➤ Copywriter
If you want a VA who can write social media posts, emails, and website/blog content consistently. A copywriter can help bring your company more leads through persuasive copy.
Tons of projects are handled remotely these days. Take advantage of all the options out there so you can get more done in less time!
Make Your Next Hire With Confidence
Whether you’re hiring for the first time or adding another person to your team, it can be challenging figuring out the exact role you need to bring on.
I recommend asking yourself these questions to get to the root of who you really need to hire next:
What am I doing in my business that I'm not good at or don't enjoy?
What tasks in my business do I enjoy but don't have enough time to put in consistent effort toward them?
Where am I falling behind in my business?
Observe which answer has the deepest need and will move the needle most for your business. And then, create a role around that.
I promise. It’s that simple!
Remember – you don’t need to do something just because everyone else is doing it.
Just because you see your peers in business bringing on a virtual assistant, project manager, or any other kind of position doesn’t mean that’s what you need most.
Now get out there and get to hiring. 😀
Want to hire *right* the first time and save money on trial and error? I created a course called The Hiring Fix that has worked for hundreds of creative business owners like you. Find the perfect candidates and get more time back to focus on your Zone of Genius!
