How to Hire a Virtual Assistant to Improve Productivity Fast

Do you feel swamped by emails, to-do lists, and administrative tasks that keep you from focusing on what truly matters in your business? If you’re nodding your head right now, then you might need to hire a virtual assistant.

In January 2020, just before the pandemic sent most of us home, the Wall Street Journal reported about “The Vanishing Executive Assistant.” “More than 1.6 million secretarial and administrative-assistant jobs have vanished since 2000, according to federal data, an almost 40 percent decline.”  

The productivity technology that has evolved over the past twenty years has created the expectation that entrepreneurs can take care of their administrative tasks like scheduling meetings, planning travel, filing expenses, and contact management.  

Now, it has gotten to the point where small business owners and executives spend 16 hours per week—the equivalent of two full working days—on day-to-day admin work. Many realize that paying themselves to do their admin work is a poor investment.  Where does the time go?

• Scheduling meetings—it takes 25 minutes to schedule a business meeting. 

• Email—executives spend three hours a day sorting through emails.

• Contact management—executives spend four hours a week on data entry and searching for contact information. 

The growth of admin work and the shortage of executive assistants have combined to create a surging demand for virtual assistants (VAs)—remote assistants (often offshore) that can handle administrative tasks. Demand for virtual assistants grew 41 percent in 2020 as remote work became the norm.

In this blog post, we’ll be guiding you through the steps of how to hire a virtual assistant who perfectly complements your workflow and helps you reclaim your precious time.

Why hire a virtual assistant?

There are many reasons why hiring a virtual assistant (VA) can be a smart move for both individuals and businesses. Here are some of the top reasons why you should hire a virtual assistant:

1. Increased Productivity and Time Freedom

VAs can take over time-consuming tasks like email management, scheduling appointments, data entry, and social media management. This frees you up to focus on the core aspects of your work or business that require your specific expertise and strategic thinking.

2. Cost-Effective Solution

Compared to hiring a full-time employee, virtual assistants are generally more affordable. You only pay for the hours they work, and there are no additional costs for office space, benefits, or equipment.

3. Access to a Wider Talent Pool

You’re not limited by geographical location when searching for a VA. You can find someone with the specific skills and experience you need, regardless of where they live in the world.

4. Improved Work-Life Balance

By offloading tasks that drain your energy and time, a VA can help you achieve a better work-life balance. This can lead to reduced stress, improved well-being, and a happier you!

5. Scalability

As your workload fluctuates, you can easily adjust the hours you hire your VA for. This allows you to scale your support up or down as needed without the commitment of a full-time employee.

6. Specialized Skills

Many VAs have specialized skills in areas like bookkeeping, graphic design, or social media marketing. This allows you to tap into expertise that you may not possess yourself.

You should hire a virtual assistant as a strategic decision to help you streamline your workflow, save time and money, and achieve your goals.

When to hire a virtual assistant?

There are several signs that it might be the perfect time to hire a virtual assistant (VA) and take back control of your workload. Here are some key indicators:

1. Feeling Overwhelmed and Drowning in Tasks

If your to-do list is a mile long and you’re constantly putting out fires, a VA can be a lifesaver. They can handle administrative burdens like scheduling, email management, and data entry, freeing you up to focus on the bigger picture.

2. Your Business is Growing But You’re Stuck

Perhaps your business is taking off, but you find yourself stuck doing everything yourself and struggling to keep up. A VA can take on tasks like social media management, customer service, or basic bookkeeping, allowing you to delegate and focus on strategic growth initiatives.

3. Losing Sight of Your Core Work

Are you spending more time on administrative tasks than on your core area of expertise? A VA can help you reclaim that lost time and energy, allowing you to focus on what you do best, whether it’s writing, designing, coding, or closing deals.

4. Work-Life Balance is Non-Existent

If your work is bleeding into your personal life and you’re constantly stressed and exhausted, a VA can be a game-changer. By handling tasks that eat away at your evenings and weekends, they can help you achieve a healthier work-life balance.

5. You Need Specialized Skills but Can’t Afford a Full-Time Hire

Do you need specific skills like bookkeeping or graphic design but don’t have the budget for a full-time employee? A VA can provide those specialized skills on an as-needed basis, offering a cost-effective solution.

6. You’re Ready to Delegate and Scale

As your business matures, you’ll likely reach a point where delegating tasks becomes essential for continued growth. A VA can be a fantastic way to scale your support structure without the commitment of a full-time employee.

7. Time Zone Challenges

Do you have clients or projects in different time zones? A VA can bridge the gap, ensuring tasks are completed efficiently regardless of location.

If you feel like there just aren’t enough hours in the day, or if your to-do list is constantly growing and never shrinking, a virtual assistant can be a game-changer. They can help you reclaim your time, improve your work-life balance, and ultimately achieve your goals.

How much does it cost to hire a virtual assistant?

The cost of hiring a virtual assistant (VA) can vary depending on several factors, but here’s a breakdown to give you an idea:

1. Experience and Skillset

VAs with more experience and specialized skills will typically command a higher hourly rate.

For example, someone handling basic administrative tasks might charge $10-$20 per hour, while a VA with expertise in social media management or graphic design could cost $40-$75 per hour.

2. Location

Rates can also differ based on the VA’s location. VAs in regions with a higher cost of living may charge more than those in areas with a lower cost of living.

3. Project vs. Hourly Rates

Some VAs offer project-based pricing, where they charge a flat fee for a specific task or set of tasks. This can be a good option for one-time projects. However, most VAs work on an hourly basis.

Here’s a price general range to consider

• Low-End ($5-$10 per hour): This range is more common for basic administrative tasks like email management or data entry.

• Mid-Range ($15-$30 per hour): This is the sweet spot for many VAs with a good range of skills, including scheduling, social media management, and some technical tasks.

• High-End ($40-$100+ per hour): This range applies to VAs with highly specialized skills like bookkeeping, graphic design, or advanced marketing expertise.

By understanding the factors that influence VA costs, you can find a qualified virtual assistant who fits your budget and helps you achieve your goals.

How to Hire a Virtual Assistant

As the market for virtual assistants has grown, so have the business models for offering the service. Here are some of the ways you can use to hire a virtual assistant today. 

1. How to Hire a Virtual Assistant Directly 

There are multiple job boards where you can select and hire virtual assistants. Job boards work much like gig platforms like Upwork.

You scan profiles of VAs offering their services, pick the one you think will work for you, and get started. Sounds easy. But as with any direct hire of a freelancer, there are risks. 

• They may not be as skilled as they present themselves to be. 

• Some VAs over-promise their availability and have many other clients. 

• You will have to provide them with tools and training on your systems. 

• Performance management and quality control are up to you. 

• If the VA does not work out, you start over. 

• The VA uses its own home office and computer, which may be a security concern. 

A direct hire will provide you with the lowest cost VAs as they compete with one another for your business. This model also requires the most lift on your part. Still, it can work if your needs are very well defined, and you find a skilled, accountable, and motivated VA who is already fluent with your tools and processes.

2. How to Hire a Virtual Assistant Online Through a Contractor Agency 

You can also hire an offshore virtual assistant through a VA agency, usually based in the U.S. The agency model is like a job board with more filtered candidates.

An agency will provide a shortlist of VAs based on your requirements, and the candidates are vetted to reduce the risk of a mismatch. The risks with a VA agency are like those with a direct hire: 

• There may be a skills gap. 

• A contractor may have other clients. 

• Training and performance management is up to you. 

• If the VA does not work out, you repeat the hiring process. 

• Most work from a home office and computer, which can be a security concern. 

Unlike a job board, a VA agency provides a layer of talent curation and protection against harmful actions. That layer can add to the cost of the service.  

3. How to Hire a Virtual Assistant Through a Managed Service Provider 

A managed VA service provider hires, trains, and manages the virtual assistant on your behalf. The service provider employs the VAs as full-time employees.

The upside of this model is that you outline your requirements, and you get a VA that is onboarded on your tools and systems on day one with the help of an account manager. You give feedback to the account manager, which makes it easier to give constructive criticism. The VA team does performance management and coaching.

Most offer fully trained backups that can fill in if the primary VA is unavailable or for some reason does not work out, so you have continuity. Risks include: 

• Turnover—BPO businesses have a 50 percent turnover. Ask about a provider’s turnover rate. 

• Nights and weekends—because service providers are employers in their territories, the VAs are typically limited to specific shifts. 

• Time allocation—managed services typically offer set hours per month based on their experience of what works best for VAs and customers. 

Managers document your tasks, processes, and preferences in the managed service model and find the right primary VA for you. You get a primary VA and two backups onboarded onto your tools and systems.

VAs undergo background checks and use secured company computers and networks in a secure office. It is not the cheapest option, but the high-touch, white-glove service is worth it for many busy executives.

Best place to hire a virtual assistant

The best place to hire a virtual assistant (VA) depends on your specific needs and preferences. Here’s a breakdown of some popular options to help you decide:

1. Freelance marketplaces and platforms

Websites like Upwork, Fiverr, and Freelancer offer a vast pool of VAs with varying skillsets and experience levels.

You can browse profiles, post job descriptions, and receive proposals from interested VAs. The downside is the vetting process can be more time-consuming as you manage communication and assess qualifications yourself.

Pros: Wide variety of VAs with diverse skillsets, competitive rates, project-based or hourly options.

Cons: Requires more effort to screen and vet candidates, manage projects yourself.

2. Virtual Assistant companies

Companies like Zirtual, Fancy Hands, and Time etc specialize in recruiting and managing virtual assistants.

They often pre-vet candidates, offer various service packages, and handle administrative tasks like payroll. This can be a good option if you prefer a more hands-off approach, but the cost might be slightly higher.

Pros: Pre-vetted VAs, streamlined onboarding process, often offer additional services like project management.

Cons: May have higher fees than independent VAs, less flexibility in choosing specific skills.

3. Specialized VA agencies

If you need a VA with specific expertise, like bookkeeping or graphic design, consider agencies that cater to those industries. These agencies often have a pre-qualified pool of VAs with relevant experience and can ensure a good fit for your needs.

4. VA Staffing Agencies

Companies like Zirtual or Time etc. specialize in vetting and recruiting VAs.

They often offer pre-packaged plans with dedicated VAs and handle aspects like payroll and benefits. This can be a good option if you prefer a more hands-off approach, but their services might come at a premium cost.

5. Specialized VA Platforms

Platforms like Fancy Hands focus on specific tasks like scheduling appointments or email management. This can be a good option if you need help with occasional tasks rather than ongoing support.

Pros: Focus on specific industries or tasks (e.g., bookkeeping, social media), vetted VAs with relevant experience.

Cons: May have a smaller pool of VAs to choose from, potentially higher rates.

6. Personal networks

Don’t underestimate the power of your network! Ask colleagues, friends, or business associates for recommendations on VAs they’ve had positive experiences with. This can be a great way to find a reliable and trustworthy VA.

How to Find the Right Virtual Assistants for You 

There are too many virtual assistant companies to list. Let’s summarize the different approaches to hiring virtual assistants online that most businesses take. 

• The job board is the lowest-cost option for executives who know what they want and are comfortable vetting, hiring, training, and managing a VA. 

• Contract agencies—executives are willing to pay extra for help finding the right assistant and are comfortable hiring, training, and managing the VA. 

• Managed service—for executives willing to pay extra for an expert team that will take on the admin work and run with it immediately and who do not want to recruit, hire, train, and manage the VA. 

Which one is the right way to hire a virtual assistant for you? As is the case with most business decisions, selecting the right virtual assistant model depends on your needs, budget, and how much time you want to invest in training and managing a VA.