3 things to clarify before hiring a Virtual Assistant (VA)

Hiring a virtual assistant (VA) can be a game-changer for your productivity and business growth. Whether you’re a solopreneur trying to reclaim your time or a growing company aiming to scale efficiently, bringing a VA on board is a smart move. But before you dive into hiring, it’s essential to lay the groundwork for success. Here are three key things you should clarify before hiring a VA:

1. Define the tasks and responsibilities clearly

Don’t hire a VA with only a vague idea of what they’ll do. Start by identifying the exact tasks you need help with. Are you looking for someone to manage your email inbox, handle customer service inquiries, schedule social media posts, or take care of data entry?

Break down the tasks into:

• Daily, weekly, and monthly responsibilities
• One-off projects vs. ongoing work
• Tasks that require specific tools or training

Being clear about what you need will help you find a VA with the right skills—and avoid miscommunication later on.

2. Set expectations for communication and availability

Since you won’t be working side by side, communication is everything. Decide how and when you want to communicate:

• What time frames are acceptable?
• Do you prefer daily check-ins or weekly summaries?
• Should they be available during your business hours, or is asynchronous work okay?

Also, clarify your preferred communication tools (e.g., Slack, Zoom, Trello, or email) to ensure a smooth collaboration from the start.

3. Establish systems, processes, and tools

Your VA will work much more efficiently if they step into a system rather than chaos. Before you hire, ask yourself:

• Do I have documented SOPs (standard operating procedures)?
• Are the tools and platforms I use organized and accessible?
• Is there a clear way for the VA to track their hours or submit work?

If you don’t have these systems in place, it’s worth building a few basic processes. Not only will this help your VA hit the ground running, but it will also make onboarding future team members easier.

Conclusion

Hiring a VA is more than outsourcing tasks—it’s an investment in your time, focus, and business growth. But like any investment, it works best when you plan properly. Clarifying your needs, expectations, and systems before you hire will save you time and headaches—and set the foundation for a successful partnership. Ready to bring a VA on board? Make sure these three areas are crystal clear, and you’ll be off to a strong start.