Virtual Assistant information

Virtual Assistant Information - Learn more about hiring a virtual assistant

Finding the right virtual assistant is key to your success in working with a virtual assistant. Many companies and individuals have reported high levels of satisfaction in working with virtual assistants. But, there are also many companies for which working with a virtual assistant has not been a pleasant experience.

Most Virtual Assistants are Home-Based Workers
As with most professions, virtual assistants range from experienced and motivated to those looking to make a couple extra bucks on the side. Most virtual assistants work from their homes and most have an office separate from barking dogs and kids. So, don't let the fact that most VAs are home-based workers be a hindrance to hiring a virtual assistant. The successful virtual assistants understand how important it is to project a professional image in everything they do, including talking on the phone and any written work.

Virtual Staffing Agencies
Be sure to perform your due diligence when researching virtual assistants. One method many companies take to maximize the likelihood of having a positive experience is going through a virtual staffing agency to hire their virtual assistant(s). These virtual staffing agencies operate similarly to conventional staffing agencies. They assess your needs and match you with a prescreened virtual assistant. Some even go as far as to guarantee the work that is done. Some of the bigger virtual staffing agencies contract with thousands of virtual assistants. So your chances of finding the right VA for your company increases significantly when you utilize one of these services. Suprisingly, the rate you pay for a virtual assistant you find through a virtual staffing agency is about the same as you would pay if you hired one directly. Additionally, if you are assigned a virtual assistant and they don't work out, you would simply ask to be assigned a different one. The most well-known and established virtual staffing agency is called Team Double-Click. Their web site is www.teamdoubleclick.com. They offer a 30-day money-back guarantee and put their virtual assistants through a rigorous application process.

Other Options for Finding a Virtual Assistant
Other options for finding a virtual assistant include using an online VA directory, going through an RFP (Request for Proposal) process or doing individual searches. These options are more time-consuming, but many companies have successfully found virtual assistants using these methods.

Most VA directories are simply listings of virtual assistants. If you have the need for your virtual assistant to be near you geographically, many directories allow you to do a search by location of the VA. So, if you have geographical considerations, using directories may be helpful.

An RFP process is a fancy name for submitting your needs and having multiple VAs email you with their information (their experience, their bill rate, etc.). Most virtual assistant associations offer this feature. There are a number of VA associations, but the most notable are the International Virtual Assistants Association (IVAA) and the Virtual Assistant Networking Association (VANA).

If you take any of these approaches, be prepared to go through a number of iterations before you find the right virtual assistant. Don't be distracted by flashy web sites. Focus on the virtual assistant's background and experience. And, always ask for at least 2 references.

Background and Experience of Virtual Assistants
Regarding the background and experience of virtual assistants, you'll find that they range from secretarial to professional. You'll also find that you will be pleasantly surprised at the professional experience many VAs have. Many VAs were accountants, project managers, IT professionals and other white-collar workers prior to becoming virtual assistants. Think of the scores of women who have children and have to decide whether or not to continue with their 8-to-5 (or more) careers. Many try to find a profession that provides them the flexibility to spend more time with their kids and work during nap time or after the children go to bed. That profession, for thousands of women, is virtual assistance. Over 90% of all virtual assistants are women.

Foreign Virtual Assistants
The virtual assistant industry is growing internationally. You have the option of hiring a VA in your home country or using a VA based in a different country. Although there are virtual assistants all over the world, the ones getting the most attention are the VAs in India. Much of this attention is a result of the popular book The 4-Hour Workweek by Timothy Ferriss. That book mentions the use of Indian virtual assistants.

Although you may be able to pay a little less for international virtual assistants, you often get what you pay for. Using a bit of common sense will pay off in this decision. If your needs include any of the following, hire a domestic virtual assistant:

  • Writing (press releases, blogs, emails, updating text on web sites, etc.).
  • Talking on the phone (taking calls, calling clients or prospects, etc.).
  • Accounting, bookkeeping, taxes, or anything else that is country-specific.
If your needs include the following, you can consider using an international virtual assistant:
  • Technical computer work (building a web site, logo or graphic design).
  • Internal research (competitor analysis, product comparisons, etc.).
  • Event planning (vacations, meetings, seminars, etc.).
Many companies start off using an international virtual assistant to try to save money. What they find is that the amount of proofreading and checking that has to be done defeats the purpose of using a virtual assistant. Most switch to domestic virtual assistants soon after.

If you do look into an international virtual assistant, you might be surprised to find that their rates are higher than you thought. They have seen a significant increase in demand and have raised rates to keep in line with the demand. But, there is definitely a demand for international virtual assistants and many do excellent work.

There is one more item to consider in using an international virtual assistant. If you run into legal issues, you won't have much recourse. So, if your VA is going to be working with proprietary intellectual property (IP) or any other sensitive or mission-critical information, be sure to research some of legal issues companies have had with international virtual assistants. Make sure you have a strong knowledge in this area before proceeding in using an international VA. We don't mention this to scare you; rather it is something you absolutely must consider for the well-being of your company.

Paying Your Virtual Assistant
If you hire an individual, domestic VA, be prepared to pay via PayPal. If you hire an international VA, be prepared to pay via credit card. If you use a virtual assistant staffing agency, you will pay either by invoice or credit card.

Billing cycles can differ depending on the situation. For example, if you work with an international VA company, they'll ask you to pay for the month in advance on your credit card. If you work with a domestic VA or staffing company, you'll generally be billed every week. You won't find the standard business net 30 when working with virtual assistants. Most VAs are sole proprietors and require more frequent cash flow.

Another important component in working with a VA is that most will need to know in advance how many hours you will be needing them per week or per month. And, most will have minimum requirements. For example, if you work with an international virtual assistant company, you'll generally have to choose either the 20 hour/week or 40 hour/week plan. Domestic staffing agencies are not quite as stringent. Their minimum requirements are much smaller, often as low as 4 or 5 hours per week. Some individual virtual assistants have minimum requirements, while others do not. You have the most flexibility with regard to minimum hour requirements when working with individual VAs.

With regard to contracts, you'll be happy to know that in most cases, you won't be tied into a long-term contract. For international VA companies, they understand the problems associated with enforcing contracts, so they don't even attempt to make you sign a long-term agreement. Generally, you can cancel whenever you like. This is one of the reasons they ask for each month's payment up front. For domestic VAs and staffing agencies, they may provide incentives for committing to a term agreement, but in most cases, you can cancel whenever you wish (some companies require a cancellation notice period).

Questions or Need Guidance?
We've designed this page to help you quickly find the resources you need as you perform your virtual assistant research. As a software company who works with hundreds of virtual assistants, we know a thing or two about working with a virtual assistant. If you have any questions, please feel free to contact us at info@virtualassistantmanager.com.