Over the past five years, there has been a trend on social media encouraging leaders to outsource, often before they're ready or when they actually need a different level of support. I've been teaching and preaching the same message in response to that...
a) You may not be prepared to hire a VA.
b) You actually need a different type of hire.
c) You have yet to develop a consistent flow of work.
d) You lack the necessary infrastructure to support an outsourced role.
e) You could benefit more from training and development resources for your current team.
How do I know??
TDJ started a virtual business support agency in 2018, and in the short time that we offered VA services, we learned firsthand the challenges of being in the role when a business owner needs more. Honestly, it's what inspired us to focus on resource development instead of just managing busy work. Here are some of the things we noticed when we were a business support agency:
- We received assignments that were beyond an Admin scope of work.
- In most situations, no training or resources were provided.
- We were often being underutilized due to CEOs' uncertainty about their needs. We would find our own work and often present more than was asked or expected of us.
Our experience led me to pivot our services to focus on systems and processes. It's important to me that the teams we serve have the resources they need for long-term success.
Yes, developing SOPs and figuring out how things should run can be tedious, but it's the only way to ensure you have a solid foundation so hiring can be the relief you deserve.
As a business owner myself, I get it. Sometimes, any help feels better than none, so we rush into 'something is better than nothing' instead of laying a solid foundation for the long haul. But trial and error costs money, and we can't afford to waste either.
At TDJ, we believe in making thoughtful decisions about hiring. Instead of seeking help for sporadic busy work, we teach our clients to consider where assistance will have the most impact and help them to develop a consistent scope of work with resources to match that the new hire can train on and own. That is how you get to experience the relief of hiring.
If you have a VA or are planning to hire one soon, try these 3 tips to properly prepare before investing:
1️⃣ Clearly define your expectations and goals.
Before hiring a virtual assistant, take the time to define your expectations and goals for the role. Identify the specific tasks and responsibilities you need assistance with and communicate them to the virtual assistant. This will help them understand what is expected and ensure that they can provide the support you need.
Use our CEO brain dump template to get started,
✅ Action items:
- Write a list of recurring duties you want the VA to manage.
- Review this list with them during your initial conversation to make sure they understand your vision for the role and the expectations.
- Be sure to note any specific timelines and ask about their experience with similar tasks. Request examples or provide a (paid) sample project.
2️⃣ Provide detailed instructions and resources.
To set your virtual assistant up for success, provide detailed instructions and any necessary resources or examples related to the tasks they will be handling. Clear instructions will help them understand your preferences and work style, while resources and examples will give them a reference to follow, You may get someone who can build on the resources you provide and improve processes, it is always a good practice to provide some resources upfront. This helps reduce unnecessary back-and-forth questions and ensures smoother collaboration.
✅ Action items:
- Review your list of recurring tasks and projects - Take some time to go through your list of recurring tasks and projects. Identify the ones that have steps or processes specific to your company.
- Document the processes for the VA to follow - Start by documenting the processes for the tasks that require specific steps or processes unique to your company. This documentation doesn't have to be elaborate or complex.
- Record looms, capture screenshots, or draft step-by-step instructions - Choose the method that works best for you and start documenting the processes. Check out Tango, Loom, and Trainual.
3️⃣ Communication needs to be regular and thorough! Communication is key when working with a virtual assistant.
✅ Action items:
- Establish a communication plan that works for you and your Admin from the beginning. This can be via email, weekly huddles, or a Slack.
- Encourage open and regular communication to stay updated on progress, address any issues, and provide feedback. This will help build a strong working relationship and ensure that both you and the virtual assistant are on the same page.
- Have milestone meetings. Have a meeting with your VA quarterly or before contract renewal to discuss success, challenges, and if there are any changes to the scope of work.
If you need support defining the role and developing resources for your Admin, tap us! We help founders develop scopes, resources, and tech tools that make delegating seamless. Check out our “Prepared to Hire” service below. ⬇️
