How To Hire a Virtual Assistant

Cynthia Edem: Welcome. Welcome. Welcome. Today, we're diving into a topic that can completely transform the way you run your business. That's right.

Today, I'll be sharing how to hire a virtual assistant. If you're a business owner or a decision maker who's looking to free up some time, boost productivity, and most importantly, save money, this video is for you. But before we dive in, I'd like to take a quick second to introduce myself. My name is Onye, and for the past 10 years, I have run and managed a photography business, while simultaneously working as a content creator here in the beautiful city of Los Angeles. Oh, and I'm also a wife and a mom to a tenacious little toddler.

In my first few years of operating my business, I wore all the hats. I was the photographer, the accountant, the bookkeeper, the marketer. I was everything. As you can imagine, it was pretty exhausting. If any part of my story sounds familiar to you, I have one piece of advice for you.

Hire a virtual assistant.

This one task can completely change the trajectory of your business. It did it for me, and I'm sure it can do it for you as well. In the remainder of this video, I'm going to walk you through the steps you can take to hire the perfect virtual assistant for your business. Whether you're overwhelmed with tasks or just looking to streamline operations, this video is for you.

So let's get right to it. Now you may be wondering right now, what exactly does a virtual assistant do? I'm glad you asked. 

First up, let's talk about administrative support. This is probably one of the most common ways that a virtual assistant is utilized. They can help you with scheduling meetings and managing calendars, making travel arrangements, sending emails, essentially, all of those day to day tasks that keep your business up and going. 

Another key area where a virtual assistant can assist you is with social media management. They can create and schedule a post, manage all of your social media accounts, and engage with your audience online. Many virtual assistants are also pretty skilled at content creation and analytics, and it doesn't stop there. 

Virtual assistants can help you with bookkeeping and financial tasks, like tracking expenses, invoicing clients, and reconciling accounts. Having a virtual assistant to help you with these tasks will not only save you time, but it will also ensure that you have up to date and accurate records. 

Now, let me tell you how I knew that it was time for me to hire a virtual assistant. Every day felt like I was drowning in an unfinished to-do list. Does that sound like what's happening to you right now? My stress levels were literally through the roof, and I had little-to-no time to spend with my family at home.

On top of that, there were certain areas of my business like bookkeeping where I just lacked the experience to execute them well. I mean, sure, I know how to send out an invoice or two. But,  when it comes to things like bookkeeping and accounting, I'm pretty much a fish out of water. 

Okay. So now that I've convinced you that you may want to start looking for a virtual assistant, what's the first step? How exactly do you go about finding one? I got you. 

Step one, you want to identify your needs. Literally, make a list prioritizing the tasks that are taking the most time in your business. Are you struggling to keep up with emails? Is your calendar completely out of whack? Add them to the list. 

You definitely want to start off with a budget. Virtual assistant rates can vary depending on the scope of work and their experience. So, you want to decide how much you're willing to part with, how much you're willing to spend.

One thing to remember is that, while sticking to your budget is important, I'm all about saving money. It's also good to remember that investing in a skilled virtual assistant will ultimately save you time and money in the long run. So, be sure to balance cost with the value that you're getting here. 

Next, you want to craft a clear job description. Okay?

There is no such thing as too clear. Okay? You want to over communicate what you're looking for from this applicant. And, a more detailed job description is gonna help you attract more suitable candidates. Include the tasks, required skills, working hours, and any information that you think is pertinent to the job.

The more specific you are, the better chances of you finding a candidate that is best suited for the job. This also helps in setting clear expectations from the start so that there is no confusion on day one. 

Okay. So now that you have the perfect job description, it's now time to find a place to post it. When it comes to finding a virtual assistant, there are so many places to look. There's LinkedIn. There's a job board and, of course, there's your professional network. 

Now, my personal favorite place to look for a virtual assistant is Upwork. It's such a great resource for finding freelance workers like virtual assistants. They have a global talent pool with a variety of skills, experience, and rates. One of my favorite features is the reviews. So be sure to read these reviews and ratings to ensure that you're making a well informed decision. 

Once the applications start rolling in, because they most certainly will, review them carefully and look for the candidates with the most relevant skills and experience. I can tell you now there's nothing worse than hiring the wrong person for the job. So, let me give you a head start by sharing a few tips that'll help you come up with interview questions to properly vet the candidates that you find.

Step one, you'll want to ask them about their previous experience and specific skills related to your business needs. That includes their experience and familiarity with the tools that you use in your business on a day to day basis. You also want to assess their problem solving skills. The last thing you want to do is hire someone where you have to hold their hand through every task throughout the day. And lastly, you want to find out how they handle communication, balance multiple clients, and prioritize tasks.

When it comes down to selecting a candidate, it's important to review all the applications focusing on relevant skills and experience. You may even consider giving them a small task to complete to evaluate their performance and reliability. Just be sure to pay them for their time because no one likes to work for free. Lastly, be sure to check references and read reviews. As I mentioned earlier, platforms like Upwork have their views built into the freelancer's profile.

Doesn't get easier than that. And there you have it. By following these steps, you'll be able to hire a virtual assistant that will help you free up time, save money, and allow you to focus on what really matters in your business. 

Thank you so much for watching. If you enjoyed this video, please do not forget to like, subscribe, and hit the bell icon for more helpful business tips from Upwork.

And, if you have any questions or any helpful tips on how to hire a virtual assistant, please don't hesitate to drop them down below. I'd love to hear from you.