Virtual Assistance 101 – Part Six – Choosing a Virtual Assistant

In the final installment of this series, I want to discuss some things you may want to think about when choosing a Virtual Assistant.

The most important factor in choosing a Virtual Assistant is fit. I say this because the VA/client dynamic is based on a relationship. You need to be comfortable with the Virtual Assistant and confident that she is the perfect partner for your success.

Of course, there are other factors to think about. As you are looking for a VA, you will have certain skills that you will want the future Virtual Assistant to possess. There may be certain programs or applications you will want the future VA to be proficient in. You will want to know the background and experience of your future VA. You may want your future VA to be in the time zone as you - or you may not care. You probably want a future Virtual Assistant who specializes in your niche.

There are also things about you that a potential Virtual Assistant will want to know. What type of business do you own? How long have you been in business? Where do you want your business to go? What are the biggest challenges facing you right now? What are your expectations regarding our partnership?

These, and other questions, will (and should) come out during the interview process. Most Virtual Assistants have a process in place that helps them and potential clients decide if partnering together would be desirable and mutually beneficial. Yes, you are busy; but, it is very important to take your time through the interview process. When you have the perfect partner for your success, the time will have been well spent and worth it.

Okay, so the first step is to find a few Virtual Assistants you are interested in. There are several ways to do this. You may know someone who can give you a referral. You can do a search online or maybe you are familiar with a VA through a blog (like this one). Another option would be to use the AssistU registry service. This service is designed to serve clients looking for well-trained, experienced VAs.

After you have a couple of VAs in mind, contact them to set up the initial call. Prior to this call, the VA should let you know what her particular process is. She may also ask you to keep a running list of the things you do all day so you can discuss it on the first call. This isn’t to give you one more thing to do. It helps her see your needs and helps you see all the things that can be taken off your shoulders.

For me, the initial complementary call is to get a general feel for the client and get an idea as to whether or not we hit it off. This is also where we discuss where the client wants to take his or her business and how (or if) I can help make that happen.

Some Virtual Assistants, like me, have a second complementary call. This is the time to discuss potential problems, our expectations and delve deeper into our work styles. Some topics that should be discussed during this call include our communication styles, our expectations regarding deadlines and project updates. It is also a good time to talk about our personality styles. If you, the client, are laid back and easy-going, will it drive you crazy if the VA is serious and intense?

If you both decide to go forward, each VA has a different process on how to do this. For some, the process ends here. They send you an agreement, make payment arrangements, and that’s it. For others, there is another call or questionnaire to be filled out or some other element in the process.

For me, the next step is to send the client a Welcome Packet. In this packet includes several forms for the client to fill out: a goal sheet, a tolerations sheet and a client profile. It also includes my policies and procedures, information on Virtual Assistance, and a bit more about me. The required information needs to be sent back with payment before moving on to the next step.

After receiving the filled out welcome packet and payment, the client and I will enter into the assessment phase (there is a flat rate of $50 for this). This is where I assess your website or sites, your business and all the materials in the returned welcome packet. From this information I come up with a battle plan for us to begin working together. Or, if my plan doesn’t meet your needs, we will come up with a plan together.

As I mentioned earlier, the purpose of this discernment process is to serve both the Virtual Assistant and the client. I know from experience that going through the interview process helps the partnership start out much stronger and better enables the client and VA to create something wonderful together.

So, over the past few weeks we have discussed several aspects of Virtual Assistance. We learned what a Virtual Assistant is. We have discovered all the services a Virtual Assistant can offer. We talked about the benefits of working with a Virtual Assistant and how much a Virtual Assistant can cost. We also explored whether or not partnering with a Virtual Assistant was right for you. And, finally, in this post, we have learned how to find the perfect VA for you.

I hope you have found this series helpful. If you enjoyed this series or have any questions, feel free to leave a comment or email me.