10 Reasons to hire a VA

Let’s start with the obvious question: what is a VA?

A Virtual Assistant (VA) is not one of those little chat bots that gives automated responses to whatever you type in the box, but is your own remote support system.

According to this article in The Independent, the average business owner needs an additional four hours in the working day to complete their admin:

https://www.independent.co.uk/business/business-owner-admin-tasks-hours-b2391474.html

That’s 20 hours a week on bookkeeping or completing paperwork.

20 hours chasing money you are owed, or managing your employees.

20 hours of planning marketing campaigns, posting on social media, or updating your website.

What you need is a VA, and here are some reasons why:

1.    Time-Saving

Imagine clawing back those missing 20 hours. A VA can handle the nitty-gritty of admin tasks so you can sip your coffee while plotting world domination, or you know, just making your business grow. Less time buried in emails, more time being the boss!

2.    Cost-Effective

No need for extra coffee machines in the office or awkward birthday cakes for employees you barely know. With a VA, you save on overheads, and you might even be able to spring for that fancy ergonomic chair you've been eyeing up.

3.    Flexibility

Your workload may not be fixed – you may have quarterly deadlines, or have some weeks where you need more support than others. A VA can work around the hours you need, when you need them, without you looking to find work to fill their day.

4.    Enhanced Productivity

Ever felt like a hamster on a wheel? A VA takes those never-ending small tasks off your plate so you can leap off the wheel, wave your hands in victory, and tackle the big stuff that moves your business forward.

5.    Scalability

Running a seasonal pop-up shop or tackling a sudden project avalanche? A VA offers support tailored to your needs – no commitment phobia required. Expand or scale down without any of those awkward "it’s not you, it’s me" conversations.

6.    Access to Specialist Skills

Your VA could be a wizard with spreadsheets or a social media savant who knows TikTok trends before they even happen. They bring the expertise to elevate your business to magical heights, but without the Hogwarts application.

7.    Stress Reduction

Picture this: deadlines no longer lurking in every corner, your calendar magically aligned, and customer queries handled. Your VA isn’t just saving your sanity, they’re fixing your work-life balance and giving you back some breathing space.

8.    Improved Customer Service

With a VA at the helm of customer service, you don’t need to juggle being friendly and professional on three hours of sleep. Your clients will be smiling ear to ear, just like you when your VA handles that tricky customer query without breaking a sweat.

9.    Faster Turnaround on Projects

Suddenly, those half-written blog posts and unfinished invoices are done and dusted. It’s like having a productivity fairy who waves their wand, saying, “Poof! Here’s your completed task!” Minus the glitter.

10. Global Talent Pool

Why limit yourself to local resources when the world is your oyster? Your VA could be drinking coffee in Derby, on a balcony in Barcelona, or working from a shared space in Stockport, with no worries about sitting in a motorway queue to get to the office.

What Next?

So you’ve hired a VA, signed your contracts, and you’re ready for them to hit the ground running, but let’s take a small step back as there are some things you should do to make your working relationship sparkle!

1. Clearly Define Roles and Expectations

   Start with a detailed job description. Specify tasks, deadlines, and the level of detail you need, whether it’s “proofread this blog post” or “prepare a quarterly P&L for the management meeting next Friday.” Clarity ensures your VA isn’t spending time trying to decode your cryptic requests.

   
   

2. Communicate Regularly

   Keep communication sharp and predictable. Whether it's a weekly “numbers roundup” or daily check-ins, make sure they understand your clients’ needs and your workflow. Bonus points if you share tips for avoiding spreadsheet nightmares.

   
   

3. Provide the Necessary Tools

   Give them access to the right software, templates, or documents they need to succeed. Whether you’re rocking Sage or Xero, make sure your VA is set up (securely) for success!

   
   

4. Set Priorities

   VAs love multitasking, but let’s not aim for superhuman. Highlight the must-do items versus the “when-you-can” tasks. It avoids confusion and helps keep progress moving smoothly.

   
   

5. Offer Constructive Feedback

   Some tasks, especially those involving numbers, can be unforgiving. A VA thrives on clear pointers so trade vague hints for actionable notes, and create an environment where your VA feels comfortable suggesting improvements or sharing concerns. It’s a two-way street.

   
   

6. Encourage Autonomy

   Once your VA masters your processes, let them take the lead. Trusting their expertise will often result in more efficient workflows, while you focus on the bigger picture.

   
   

7. Respect Their Expertise

   Treat them as collaborators, not subordinates. If they suggest a new tool or strategy, hear them out—sometimes they know shortcuts you haven’t considered.

   
   

8. Be Transparent

   If challenges arise or priorities change, inform them promptly. Transparency avoids confusion and builds trust.

   
   

What NOT to Expect from a VA

1. Mind Reading

   Although they’re brilliant, VAs can’t guess how you prefer the layout of your analysis reports, or how you like your emails formatting. Be upfront about your preferences.

   
   

2. Instant Mastery of Your Business

   Even seasoned VAs need time to understand your processes, tone of communication, and quirks. Allow for a learning curve; it’ll pay off in the long run.

   
   

3. 24/7 Availability

   Most VAs are freelance professionals with set schedules. Respect their boundaries and discuss availability in advance. Remember, they’re humans, not AI bots!

   
   

4. Replacing Long-Term Employees

   A VA is ideal for specific tasks or projects, but don’t make the mistake of expecting them to fulfil the full-time roles requiring an in-depth understanding of your business over time, like a COO or lead strategist.

   
   

5. Handling Everything

   A VA can wear multiple hats, but there are limits. For example, they might rock social media but not legal compliance, or be a bookkeeping wiz but flounder with marketing strategy. Know their strengths and assign tasks accordingly.

   
   

Choose Wisely

You wouldn’t hire the first builder you speak to, you’d get three quotes, and the same applies to hiring a VA.

Schedule time for a proper conversation. Ask about their experience, explain what you need, and make sure your goals align.

More importantly, make sure you gel! You may find a VA that’s eminently qualified for the work you need, but you just don’t feel a connection, and that’s ok. You need to know your VA speaks the same language (literally and figuratively!)

Remember, a good VA is a valuable asset to you and your business.

For more information on choosing what to outsource see my linked article here: