When you're thinking about hiring a virtual assistant, it's important to think it through because it can affect your business. It's like hiring regular employees for an office job, except one works remotely and the other works in an office.
So, if you're considering hiring a virtual assistant, approach it with the same careful thinking as you would when hiring someone to work in your office. Here are eight mistakes to avoid when hiring a virtual assistant:
1) Unclear Job Description
The main mistake is not being clear about what you need from your assistant.
At first, you might think you need someone to help with general tasks. But as you talk to more people, you might realize you actually need someone who's good at managing social media accounts. That's okay—it's part of figuring out exactly what kind of help you need.
For example, let's say you start by looking for an assistant to handle paperwork. But then you realize you also need help with customer service calls. So, your job description changes to include those tasks. It's all about being clear about what you need so you can find the right person faster.
2) Lack of a Qualifying System
Some entrepreneurs make the mistake of only looking at a candidate's resume when hiring a virtual assistant. But relying just on a resume isn't enough.
Also, judging someone based only on a quick interview isn't thorough. To find the right person, you need a proper evaluation process in place. Here's a simple one:
- Talk with the candidate first.
- Test basic skills like using Word and Excel, managing emails, writing simple letters, organizing files, and answering phones.
- Test specific job skills.
- Have a chat to see how well they communicate.
- Look at how they handle different situations.
- Check their social media to get a sense of who they are.
This might seem like a lot, but it helps you evaluate candidates in three important ways: their skills, how they work, and how they behave.
3) Hiring The First Candidate
A common mistake entrepreneurs make is hiring the very first candidate they find. It's not that the first candidate isn't good enough; it's just smart to have options and compare qualifications.
When you're looking for a virtual assistant, aim for a shortlist of 5 to 7 candidates. Look for diversity in their experiences.
4) Not Having an Onboarding Process
Another common mistake is not having a proper onboarding process when you hire someone. Onboarding means making sure your new employees have the right tasks, tools, training, and systems to do well. Without it, they might not know what to do and could end up feeling like they're set up to fail.
You should plan out what the first 30 days, 90 days, six months, and one year will look like with this person. That way, you can guide them through the process and make sure they don't feel lost or like they're going to fail.
5) Failing to Train Your VA
When you hire a virtual assistant, it's important to give them the training they need. Some people make the mistake of not giving their assistants clear instructions or teaching them about the industry they're in. This can lead to mistakes because the assistant won't understand your perspective or know what to do.
It's good for virtual assistants to be resourceful, but you need to be their guide to make sure they're heading in the right direction.
6) Lack Of Communication
Most people think the main problem with hiring virtual assistants is not being able to communicate well. They blame things like different time zones and not sharing the same space for making communication hard.
But these ideas don't hold up. In fact, hiring virtual assistants shows you're embracing technology. There are lots of online tools you can use to talk with your virtual assistant no matter where they are. Here are a few:
- WebEx
- Asana
- Salesforce
- Skype
- Viber
- Google Hangout
Except for WebEx and Salesforce, these tools are free to use. If you do business online, you need to have these kinds of tools. Otherwise, you won't be able to run your business smoothly.
7) Lack of Quality Control
If you hear someone had a bad experience with a virtual assistant, find out why. It's easy to blame the assistant, but both sides play a role in how things go.
Many times, problems happen because there aren't any quality control measures set up. Even though the assistant might be skilled, they rely on the client's instructions. Plus, there's a learning curve to consider.
As the client, it's important to keep an eye on how your assistant is doing, especially at the beginning when they're still learning. Regularly checking their work and talking about how things are going helps both sides improve. The goal is to always get better.
8) Overlooking Cultural and Social Differences
Another critical aspect is disregarding cultural and social differences, particularly when hiring virtual assistants from countries like the Philippines, which are popular choices. Each culture has its unique communication styles, work habits, and social norms. Neglecting these differences can lead to misunderstandings and hinder productivity.
For instance, if you hire a virtual assistant from the Philippines, it's common for them to use respectful terms like "Sir" or "Ma'am." Understanding and respecting these cultural practices is essential for fostering a positive working relationship.
If you decide to hire virtual assistants from these countries, you can expect high-quality work at more affordable rates. However, to ensure a successful engagement, it's crucial to familiarize yourself with their cultural and social nuances.
Planning your schedule ahead of time is key to making this arrangement work. By understanding and embracing cultural differences and incorporating them into your workflow, you can build strong and productive relationships with your virtual assistants.
Ready To Hire A Filipino Virtual Assistant?
Now that you're aware of what mistakes to avoid when hiring a virtual assistant, let's delve into why you might want to consider hiring one from the Philippines. Filipino virtual assistants offer high-quality work at more affordable rates, making them a popular choice for many businesses.
If you're considering hiring a virtual assistant from the Philippines, you'll want to check out VirtualStaff.ph. We are one of the most popular and trusted online platforms for hiring the best virtual assistants in the Philippines, known for our exceptional service and talented pool of virtual assistants.
We offer a wide range of expertise tailored to diverse business requirements. Here are some categories of expertise available on our platform:
What are you waiting for? Take your business to the next level by exploring our website with various virtual assistant profiles. Find the perfect match for your needs today!
