How to choose the right virtual assistant for your business

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Outsourcing your business' tasks to the right person is essential to the expansion and success of your operations. Rather than spending hours doing your own customer service, product descriptions or translation, it makes sense to hire the right virtual assistant for your business and the required duties. In order to ensure that the partnership runs smoothly, you will need someone who specializes in that area and more importantly, someone you can trust. Outsourcing is an essential tool for business and brand growth - doing it right can be the difference between expansion and stagnation. 

The freelancer you choose is going to be working closely with you and have intimate knowledge of your business, including but not limited to: your winning products - your ad strategy - and even your supplier! Not to mention, this freelancer will be on your payroll. They will be managing systems that are fundamental, private and sensitive to your business. So how does a business owner ensure that they choose the right person? Here are a few tips.

Tip #1: Decide exactly which duties are being delegated

Start by making a clear list of the tasks that you need done for you - be it customer service, translation, data entry, product descriptions or reviews. If you know exactly what chore needs to be done - you can more easily choose the right person to do it. Here's a list of tasks that can you can outsource:

• Administrative support, tasks and back-office support: email management, product organization, transcription and general data entry.
• Web design and conception - always crucial to keep your websites up to date and fresh! 
• Proofreading and translation - New markets, reports, eBooks etc.
• Bookkeeping and Accounting - best to leave this one to professionals. 
• Email and Phone marketing - depending on your business - specialist in Klaviyo or other mass emailing programs.
• Social Media Management - Facebook, Pinterest, Tik-Tok, Instagram, the list goes on and on.
• IT training and maintenance - updating systems, maintaining customer databases or training new staff on products.
• Customer Service - Email, chatbots, social media
• Copywriting - websites, product pages, ads, blogging, freelance writing.
• Competitor research - Internet research is essential to staying ahead of the pack
• SEO - Search Engine Optimization with Google and Bing, backlinks. 

Tip #2: Find a Virtual Assistant with the required experience to meet your needs 

A person who has already worked in your niche, who has successfully done the task before. This will help to ensure that the virtual assistant can quickly get established within your business and prove they are competent, able to provide a high standard of work. They may also already have their own templates, which means they will be answering emails in even less time! 

A simple Google search is not enough - ask around - find the market leaders - get recommendations from colleagues and business owners in your niche. It's always better to get a VA that's been recommended personally by someone. A strong track record is something that every Virtual Assistant should have. 

If you need a hand, you can find experienced and trusted service providers on the Peak Service Index

Tip #3: Work with an independent contractor who has the same attitude as you. 

You'll want someone who is on the same level as you are. That not only cares about the job they are doing, but also about your business. They will most often share your ethics and beliefs - and be just as motivated as you are to achieve success. Do you prefer a proactive assistant - that will make suggestions, come up with ideas and have initiative - or a more reactive assistant - who sits back and waits to be assigned tasks? 

Tip #4 - Meet face-to-face

Zoom, Skype, WhatsApp, Messenger - there are so many options! You don't necessarily have to meet them in person, but you should, at the very minimum, have a video call, to get an idea about them, their personality and to get a first impression. This will also be a good occasion to see if you hit it off with this person. Although it's not a date per se, the relationship you have with your virtual assistant is hopefully going to be a long term one. You're going to be working closely together, so it's important you get along well. You can always propose a trial period to start with. 

Tip #5 - Keep budget in mind

Although your budget shouldn't be the top priority, it is important to not underestimate how much it costs to hire a Virtual Assistant, especially if this is your first time. Remember that you're looking for the right VA, not the cheapest one. They may not be one and the same. The $2 an hour virtual assistant might not be the best choice. 

It's important to consider how the payment will take place. You can pay the freelancer a fixed fee, hourly or even with commissions, depending on the situation. By being clear with your future virtual assistant about the entire context, especially any expectations you have for the time commitment (full time or part-time), both parties are sure to be on the right path.

The virtual assistant you choose is going to be a vital part of your small business. By following these tips, you can be sure to narrow down your selection and select the perfect person for your operation! If you're ready to delegate to a virtual assistant who can support you while your business is growing, why not consider Flyxie Consulting Services ? Head over to the Contact Page and send a message or request a call back. 

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