When Should You Hire A Virtual Assistant?

When it comes to growing an online business, having the right support can be the difference between success and failure. 

While many entrepreneurs are used to doing everything themselves, there comes a point when delegating tasks to others becomes a necessity. 

Hiring a virtual assistant can be a game-changer for your service-based, coaching or consulting business. 

It frees up time, reduces stress, allows you to stay in your zone of genius, and ultimately focuses your energy on revenue-generating activities.

But time and time again I see many of my students and clients resist hiring because they feel like they are not ready or can not afford it.  

But what is it actually costing you by not hiring someone?

Determining The Cost Of Your Time

Many of my clients have the impression that they can not afford to hire assistance for their business. 

But that mindset is what holds a lot of entrepreneurs back and keeps them from reaching the income goals they desire!

When making the decision to hire a virtual assistant or not, the first thing you need to factor in is the cost of your time. 

How much is your time really worth?

In order to figure that out you can use the following formula:

Desired Annual Income/ 52 weeks/year = rate per week
Rate per week/ # hours worked= value of an hour of your time

So for example, if you want to make 100k this year and only work 40 hours per week you would need to do the following calculation:

$100,000 / 52 weeks = $1,923.08 per week
$1,923.08 / 40 hours = $48.08 per hour
20 hours per week would be $96 per hour

What this calculation tells you is that if you are working on something in your business that isn’t something only you can do, and you can hire someone to do it for less than what your hourly rate would be, then it makes complete sense to hire that task out.   (hint: there are very few tasks that only you can do) 

This will allow you to stay in your zone of genius and work on revenue generating tasks in your business versus tasks that don’t directly make you money.

When Is It Time To Consider Hiring A Virtual Assistant?

There are several signs that it may be time for you to consider hiring a virtual assistant for your business.

You have an overwhelming workload. 

If you’re drowning in emails, appointments, and other administrative tasks, it’s time to bring in a life raft in the form of a virtual assistant. 

They’ll take care of the nitty-gritty, leaving you with more time to focus on the big picture.

You have a lack of work-life balance

If you find yourself constantly saying “I’ll just do this one more thing”, it’s time to bring in a virtual assistant to manage your schedule and emails. 

You didn’t build a business to be strapped to your laptop 24/7. It’s time to get some freedom back in your life.

You are struggling to keep up with tasks. 

If you’re feeling like you’re running on a hamster wheel and can’t keep up, it’s time to delegate. 

A virtual assistant can help take care of the small tasks, freeing you up to focus on the things that really matter.

You need help with a task that you don’t know how to do. 

Sure you could probably watch YouTube videos to figure it out but is that really the best use of your time? No! 

Hire someone who already has this skill. Not only will it save you time, they will probably do it better than you could anyway! 

You have no time for strategic planning. 

As the CEO of your business, you need to be a visionary. If you’re spending all your time on day-to-day tasks, it can be difficult to focus on the bigger picture. 

A virtual assistant can take care of the details, giving you the time and space to plan and grow your business.

What Kind Of Tasks Can A Virtual Assistant Do?

The term virtual assistant is a generalized term used to describe a wide variety of skill sets. 

Depending on the work you need done in your business you could hire a generalized VA who has knowledge in a wide variety of areas and skill sets, or you can hire a specialized VA who offers a premium service such as social media management, community management, data analyzing, or online business management.

Some common tasks that you can hire a virtual assistant for include:

  • Email management: Sorting and responding to emails, organizing your inbox, and flagging important messages.
  • Calendar management: Scheduling appointments, setting reminders, and managing your calendar.
  • Data entry: Inputting and organizing data, updating spreadsheets, and maintaining databases.
  • Social media management: Creating and scheduling posts, responding to comments and messages, and monitoring analytics.
  • Content creation: Writing blog posts, creating social media content, and developing marketing materials.
  • Research: Conducting market research, gathering information, and compiling reports.
  • Travel arrangements: Booking flights, accommodations, and coordinating travel itineraries.
  • Online shopping and ordering: Researching and purchasing supplies, managing inventory, and tracking shipments.
  • Bookkeeping: Managing invoices, processing payments, and organizing financial records.
  • Customer support: Responding to customer inquiries, handling complaints, and providing assistance.
  • Transcription: Transcribing audio or video recordings into written form.
  • Proofreading and editing: Reviewing and editing written content for grammar, spelling, and clarity.
  • Database management: Organizing and maintaining databases, updating contact information, and generating reports.
  • Event planning: Assisting with event coordination, managing guest lists, and handling logistics.
  • Online research: Conducting internet research on various topics, gathering information, and summarizing findings.
  • Email marketing: Designing email campaigns, creating newsletters, and managing subscriber lists.
  • Project management: Coordinating project tasks, tracking progress, and ensuring deadlines are met.
  • Virtual meeting coordination: Scheduling and setting up virtual meetings, managing calendars, and sending invitations.
  • Presentation creation: Designing and formatting presentations, incorporating visuals, and ensuring a professional look.
  • Website maintenance: Updating website content, adding new pages, and performing regular backups.

Remember, the specific tasks a virtual assistant can handle will depend on their skills and expertise, so it’s important to discuss your specific needs and expectations with them.

What Kind Of Qualifications Should You Look For In A VA?

Hiring a virtual assistant is a big step in your online business and you want to make sure that you don’t rush the process and make sure you hire someone who will be a good fit for your team.

First and foremost, you want to hire someone who has the skills to do the job you are needing help with. 

Of course, there will be a training period for your new hire but you do want someone who is competent in the area that you are hiring them for. 

If you have to teach a brand new skill to a virtual assistant that can take a lot of time and ultimately cost you more in the long run. 

For example, if you need help with social media management, look for someone with social media marketing experience. 

You wouldn’t want to hire someone who has never been on social media to do this job because their learning curve would be too steep.

You also want to hire someone who has good communication and collaboration skills.  

Good communication is crucial in any working relationship, especially in a virtual setting. 

Look for someone who is able to communicate effectively, both written and verbally.

Look for someone who is organized, efficient, and a good problem solver which is crucial when hiring someone to help with your online business. 

Being able to adapt to unexpected situations and find solutions quickly is so important when running an online business.  

And lastly, you want to hire someone you like and get along with! 

You will be working closely with your assistant and it’s important that your personalities are a good match for each other, your work ethics are in alignment, and that you trust them.  

So what are you waiting for? It’s time to hit the delegate button!