Virtual assistants are cost- and time-effective and help you hire people globally with a strong skill set. Even the industry leaders are diverting more into VA services. This is encouraging you to hire your VA, but what about the mistakes that can waste your time, effort and money?
Many rush when choosing the right candidate, or do not make a detailed job description and SOP with all requirements and responsibilities. Also, some entrepreneurs start searching for VA without any preparation and lack of consistent communication. All these are some of the common mistakes when hiring a VA.
Today we will be talking briefly about the mistakes so, you do not repeat the mistakes and do cost any hefty mistake.
1. Unclear Job Descriptions
The hiring process for a virtual assistant starts with creating a job description. This is the point when most people step into the first mistake with unclear job descriptions.
We understand that hiring a VA is quite lucrative becasue of numerous benefits, especially for the small business, but you can not expect the best outcome without putting enough effort. The first effort of yours start with a clear job description.
When your job description is vague, does not highlight all the responsibilities you expect, and does not mention your work rules and the required skill sets, the right candidates can not apply. When you don’t get a suitable VA, the whole hiring process will be a total mess.
2. Rush the Hiring Process & Lack of Suitable Qualifying Procedures
If we assume you have created a good job description, the second mistake is rushing through the hiring process. No company has ever rushed through the hiring process if it wants a good employee.
When you rush, there is little chance you can check the skills and quality of the VA properly. You are not going through the proper qualifying process and have the wrong VA. Some even hire the first candidate to save their time, which actually results in contrast.
This will surely waste your time when the VA won’t be able to meet your expectations.
3. You Failed to identify the need
Are you hiring a virtual assistant because your industry leaders are doing the same? Then stop your idea here. You should only hire a virtual helper if you need specific tasks to delegate and you are juggling with tons of work.
A virtual worker mainly helps with tasks that are overwhelming you or your on-site employees. Or when you have limited resources. So, first, understand why you need a VA.
For example, VAs are most helpful with administrative tasks, as they can handle repetative tasks easily. Or you may hire one for your brand marketing specifically. Do not start hiring a VA without understanding your needs.
4. Not having SOPs
For both in-house employees and remote workers, a detailed SOP is a must to know what responsibilities they will be handling. Have you done this process? Or never define the tasks properly for your VA?
Another very common mistake is not having a detailed SOP with deadlines, project time frames or requirements. When you are hiring a VA, how can they know what they need to do if you are not outlining the tasks? And then you expect the best outcome from the VA with your lack of effort.
5. Unprepared with The Planning & Preparation
Virtual work environments are quite different from on-site environments. In a remote work environment, you need software like project management, calendar management, or time-tracking tools to manage your VA.
You need to plan all of the things like how you will be communicating, which tools you are comfortable with and what type of tasks you need help with. When you are not prepared for these things, it will be a total mess up for you.
After hiring the VA, you won’t be able to start working. You can not tell the VA what or how to do tasks properly. This will must show unprofessionalism from your side.
6. Inadequate Training, Onboarding & Expecting Maximum Benefits
Your business need or your work environment is different from other businesses so as your expectations. If you are hiring your personal virtual assistant for specific tasks you first need to train them on familiaring with the tasks and how you expect them to complete it.
When you do not properly train the VA and expect them to read your mind and bring the best result, you are making another big mistake.
7. Not considering cultural differences
If you need a VA for customer management or cold-calling type of service, then you must consider cultural differences. Here the proficiency in your language or english, or how to connect with the customer is important. If you hire someone who is from different region and culture they won’t be able to engage with your potential customers properly.
8. Not setting boundaries
You are not going to spend your whole on communicating with your VA, nor solving his issue in every seconds. If you are not setting clear boundaries when to communicate.
Even the VA is working in a flexible schedule. You can not give thousand tasks unncessariliy that will cut the VA most time. And then pay little.
So, boundaries are important both for you and your virtual assistant.
9. Lack of communication
When employers fail to properly communicate with their employees, including remote employees it create misunderstanding and effect negatively on the relationship. The communication gap also creates trust issue and overall become obstacle on your business growth.
Consistent and regular communication using communication tools with the VA helps both of you create a good work environment. You can immediately solve any issue if it happens, or the VA can update you.
Also, not giving regular feedback is another big mistake when hiring a VA. You should appreciate the good work of your VA and point out areas that need improvement.
A good bond with your virtual employee depends on how you communicate.
10. Micromanaging or Lack of Trust
After hiring the VA, you may think of supervising every little work the VA does in every second. You are doing so to avoid mistakes, but ultimately, it will create a trust issue.
The virtual assistant may think you do not trust his work or skill sets, resulting in upsetting the VA. Also, you will be losing most of your valuable time, that you need to spend on your business growth.
Verdict
Hiring a Virtual assistant, indeed, one of the best decision any business owner or entrepreneurs can take. This is a cost-saving and time-efficient way to reduce workload. But there are some mistakes that most business do when hiring a VA, which results in wasting precious time and money.
The first mistake is not posting a detailed job description. Moreover, not defining the responsibilities of the VA, or rushing in the hiring process others mistakes, that you must avoid.
However, all these may stress you out, and you may start overthinking how to hire the right VA without making any mistakes. In such case, if you want a direct solution where you can choose and start working, then HiringaVirtualAssistant is here to help you. We have experienced VAs for diverse industries at an affordable rate. All you need to do is book an appointment with us, choose your VA based on your needs, and delegate tasks.
