The idea of hiring an assistant is not a new one. For decades, high-level executives, celebrities, and wealthy business owners have hired individuals to take care of their various personal and professional needs. Typically, when someone says ‘assistant’, you think of someone answering calls, scheduling meetings, and getting coffee. However, as the times have changed, so has the position.

 

The role has split into two parts: personal assistant and executive assistant. Typically, personal assistants are reserved for people who want someone to take care of their bills, get their dry cleaning, and walk their dog. The rise of the executive assistant has seen the creation of a position that plays a pivotal role in the day-to-day operations of any business. This individual is oftentimes the right hand of some of the most powerful people in the company.

 

Executive assistants tend to be reserved for those who work at big-time, profitable companies. This is understandable, as not every company is able to hire someone to work full-time in this type of position. However, this does not excuse the fact that even small business owners could benefit from having an assistant of their own. Out of this need, the virtual assistant was born.

 

WHAT IS A VIRTUAL ASSISTANT?

A virtual assistant is someone who works for a company in a remote capacity. By not requiring this individual to commute to an office every day, you are able to open up the talent pool and select from a more comprehensive array of candidates. What makes hiring a VA so attractive is that you do not have to commit to a full-time schedule. You can hire one based on your needs and the needs of your company. Now all of a sudden, the idea of hiring an assistant is a serious possibility.

 

When considering hiring a virtual assistant, it is critical to remember that they are not all created equal. It is a common mistake by new business owners to hire just any VA and think they can be plugged into what you are doing and what needs to be done. Different VA's are equipped with distinct skills and experience in various areas. Before you begin this process, you must fully understand what areas of your business need the most help.

 

UNDERSTANDING YOUR NEEDS

The person who will benefit the most from this hire will be the owner of the business. This is because they will be able to begin offloading specific administrative tasks. This type of delegation will allow for increased focus on big-picture items such as sales goals and overall growth strategy. It is critical to figure out how to get the most value out of your new VA.

 

First, examine the specific tasks you need your new employee to take over. What is the common theme? For example, will they be scheduling meetings, filing digital paperwork, and processing orders? If so, they need to have a background in office management. If they are going to be interacting with clients and employees, they must have solid communication skills. The second thing you want to explore is what parts of your company have not been getting enough attention. Perhaps your company culture needs some building up, or your onboarding process needs work. You now have a new set of hands that can dedicate part, or all, of their time and attention to improving these issues.

 

Once you have figured out your needs, you will have a better idea of what type of VA you need to look for. It is vital to spend your time interviewing only the people who have experience managing and completing the same tasks you will be asking them to do. Someone may be great at planning events, but if you don't host events, then they are not the right fit for your organization.

 

OFFICE MANAGER

One of the most common needs for a VA to fill is that of the office manager. They can step in on day one and create or improve upon various existing processes and procedures. For example, a VA can take over your file management and ensure all digital documents are processed and archived correctly. They can also be in charge of tasks such as fielding incoming calls, managing schedules, tracking employee PTO and more.

 

CUSTOMER SERVICE

If you are a customer-facing company it is paramount that you have someone running point on all customer communications. Your new VA can monitor incoming messages via your website, social media, e-mails, or phone calls. They will be ready to answer questions and solve various problems. This will ensure your customers feel appreciated and taken care of, which in turn will result in return business.

 

PROCESSING ORDERS

For some companies, processing and shipping orders are the foundation of your business. You cannot survive if customer orders are not being monitored and managed correctly. For a long time, you may have been doing this yourself. However, as your company grows, you will need someone dedicated to ensuring all orders are shipped out promptly. Hiring a VA who has experience with this type of work can pay immediate dividends.

 

MARKETING ASSISTANT

An often overlooked but equally vital responsibility that your VA can take charge of are your marketing efforts. While you may choose to hire an agency for your overall strategy, there are still several initiatives your VA can oversee. They can implement and execute your organic social media strategy and ensure your customers consistently see your brand and content in their news feeds. They can also be responsible for a weekly or monthly newsletter, which keeps your audience informed of company updates.

 

CONCLUSION

Hiring a VA might be one of the best business decisions you ever make. However, it is not to be taken lightly. You owe it to yourself and the company to examine your company's needs and hire the VA to best fit them. When it comes to adding a virtual assistant to your team, it is all about finding candidates who will help you scale your business and push your brand forward.

 

READY TO TALK?

Are you ready to explore hiring a virtual assistant for your company? We are ready to talk!

Please e-mail us at connect@thehragent.com to book your FREE introductory call. Thank you!

#Remote Staffing, #Productivity, #Small Business, #Virtual Assistant