10 Most Important Questions to Get Answered Before Hiring a Virtual Assistant
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There is a process when hiring anyone for any job. You want to ensure that you have taken the right steps to ensure that you have found the newest member of your team for your business. And most of the time, your virtual assistant is a wonderful component to the building of your team for your business. So you want to be sure when talking during your initial call (or you might call it an interview) with the virtual assistant you cover these questions.
- Do you have experience in handling < insert task you want done>? As I have mentioned before about understanding virtual assistant, some virtual assistant specialize in certain areas and others have a broad array of services they provide. Also, this is a good time to have written down those tasks that you don’t want to do or those task that are not your strengths
- What are your hours (times, days) of operation? Knowing the best times and days to be able to communicate with your VA is important to your business. This seems like an obvious one however, it is one that gets overlooked more times than it should. Also knowing the time zone the virtual assistant resides in is also relevant here. And this is a good time to talk about if you need them about a possible after hours rate. This leads into the next (one of the biggest) questions…
- What is the cost for your services? How is payment set up and done ongoing? I mentioned this a bit in my previous article about virtual assistants. The price range for most virtual assistants runs between $30-$50/per hour depending on the specific skill set of the virtual assistant. Most virtual assistant have a payment system (such as paypal) set up so it is easy for them to invoice you and for you to pay them accordingly. Be sure you know how the payment schedule is arranged so there are no surprises when you receive an invoice.
- Do you have the time availability in your schedule? You will need to know if the virtual assistant has 3-4 hrs a week or 3-4 hours available left in a month for your tasks. If you are looking for someone to be available about 8-10 hours week and they don’t have that much time in their schedule, then it would only lead to unnecessary frustration and confrontations if you hired them only to find out they don’t have the time.
- What is the appropriate turnaround time for a response from you? This is a good question and most of the time overlooked however, it is important for you to know the normal response time for your virtual assistant to get back with you via email or phone when you need something. By establishing this upfront, you both are aware of the answer.
- What kind of software and office equipment do you have? Most of the time things can be compatible with different systems however, you need to know what kind of software and equipment the virtual assistant has available to them. And if there is a specific operating system or software that you would like them to be familiar with, ask them here.
- What is their work history & experience? This allows you to find out more about the work experience in regards to job functions and descriptions at previous jobs and what circumstances they have encountered in the working environment.
- Do you have references I can contact? For most virtual assistants, I am not sure if this question gets asked however, the answer to this question can say a lot to you as a prospective client. In my opinion, if there is any hesitation to this question, I would think twice. Of course, some virtual assistants have a testimonial page or client quotes on their pages. If so, ask the virtual assistant if you may contact a couple of the people as references.
- Personality- (something that is essential, in my opinion, to a good working relationship) When you are in the first conversation with the virtual assistant…what is your general feeling about them? Do they seem to be pleasant in their demeanor? Or do they seem to be possible not the right fit for you in some way? Trust your intuition (some might call it “your gut”) here.
- Do you like what you do? When you receive this answer, you will know if they are sincere in their answer. You will hear the passion for what they do in their voice and that will tell if you have found someone who really cares about your business because they care about their own business. Passion for what they do can be such a great benefit to you and your business—sometimes more than prior work experience, because again they want to succeed in their business which means they will work hard for you —-their client.
When choosing a part of your business team, you want to be sure that you have gone through the proper steps to add those whom really fit in with you and your business. By asking these 10 questions and listening to the answers, you will be one step closer to complete your business team.
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: 07/02/09 08:33pm
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Sparkplugging Founder Wendy Piersall is dang passionate about helping people start & grow a business while maintaining life balance (somehow). 
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Excellent tips on hiring a VA!
I have one thing to add, and that’s about rates for professional virtual assistants.
As someone who has spent many years providing a service to clients helping them find qualified VAs (http://www.ninafeldman.com–it’s free to the client; VAs pay a finders fee), I have yet to find VAs charging under $40/hr. who have been in business awhile, have up-to-date office and computer skills; are reliable, intelligent, and easy to communicate with; and will continue to be available on an ongoing basis once you’ve invested the time to show them how your business runs.
Since half to two-thirds of a self-employed persons costs go to taxes and overheadand skilled administrative assistants in my area (the San Francisco Bay Area) generally make $20/hr. or more as employees$40/hr.+ is what contractors here have to charge to make a comparable living.
As a result, most of the high quality VAs I really respect charge at least $40/hr., and some of them charge as much as $75/hr. And believe me, those are the ones who are really saving their clients time and money.
Teresa, I look forward to reading more of your informative insights into the VA industry.
Nina Feldman
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Free worksheet to help calculate virtual assistant
billing rate http://www.ninafeldman.com
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Great article and thanks for promoting our industry. Nina mentioned about the rates but I must point out I believe she is talking USD. Where the VA lives will vary as to what rates they charge. There are VAs in the US, Canada, UK, Australia, New Zealand, France, South Africa and many other places. Their rates will not only relate to their experience but also their cost of living. The fees Teresa mentioned sound more like they could be AUD rates so probably a good idea to include the currency you are quoting in articles to save any confusion.
The network I run provides all members with a guide to working out rates that are right for them (taking into consideration their geographical location), in a similar way that Nina has a worksheet to help VAs.
A Clayton’s Secretary
VA Network
Kathie Thomas, A Claytons Secretary’s last blog post..Developing a niche in the Virtual Assistant world
Great concepts to consider when hiring someone! Regardless of the position, I believe references are always good to use. Past employers can give you tremendous insight about an individual’s attitude, performance, and work ethic!
Jenna’s last blog post..Dear Diary (Part 2/2)
I just hired a VA myself, but I didnt think to ask half these questions. :S Ill know for next time, though.
But VAs aren’t employees Jenna. What if the VA you’re considering is someone like me who’s been in business as a VA for 14 years? I don’t have ‘current’ employer references. I do have heaps of client testimonials though.
Genesis - VAs are usually there for the long-term. They’re there to assist you in your business. I’ve had the same clients for many, many years (longest one over 11 years). Are you already considering no longer using the VA you’ve engaged? it takes time for a working relationship to build and settle, as it does for any relationship. Although I do recognise that sometimes it can be obvious from the start that the ‘relationship’ is a mismatch.
Kathie Thomas, A Claytons Secretary’s last blog post..Developing a niche in the Virtual Assistant world
Thank you Nina regarding the rates…the amounts can be varied that is true depending on where you live and what the skill sets are for the VA you are going to hire.
Kathie, when I mentioned the references, it can be the customer testimonials instead of references due to most VA’s don’t have employers. I should have been more specific in my explanation—thank you for bringing that point across. You can also still ask those whom have worked with the VA or friends to retain references as well.
Thank you Genesis and Jenna about your comments as well.
Teresa Morrow’s last blog post..WE Magazine for Women Just in Case You Missed the Last Issue
Hi Teresa,
Thanks
these are excellent questions that one should definitely keep in mind when looking for a VA. There are so many variables to consider and it can be a very frustrating process until you find a good match for both you and your business.
Bev
One of the most important things that wasn’t touched upon in the post is the know-how to properly delegate the tasks that youd like your virtual assistant to do for them to do it right the first time. Everything that was pointed out was all well and good but it only skims the surface. That’s why the e-book “Cloning Yourself” proved to be so beneficial when it came to hiring a virtual assistant for myself because I was able to let my assistant know how to do what needed to be done exactly the way I like it. No more of that trial-and-error stuff that’s a waste of time AND money.