Insights In Virtual Assistants

[Abe Madridejo]

Hello everyone! 

I'll be sharing some insight regarding the Virtual Assistant hiring process and experiences along the way so that everyone (both with or without experience in working with VAs) who are interested or planning on hiring can have a reference point. First of all, the increasing popularity of outsourcing tasks/jobs has been quite evident as the Real Estate industry and other businesses, in general, have shifted more towards remote work. Now you ask yourself, why get a VA, and where/how do I get a VA? Here are some commonly asked questions and a bit of insight that I can share with you all about the experiences as well as suggestions.

Why get a Virtual Assistant?

Ever since the first wave of the Pandemic, the number of remote work/workers has increased and the convenience of having to work from home has become almost the norm for everyone. Not only did people save money by not having to beat the morning traffic rush or commute but people also were able to get rest more without having to panic and wake up early to get to work. The same goes for hiring/staffing costs. Businesses have transitioned to remote staffing and outsourcing since it is more affordable, lessens upkeep/office rent, and basic admin tasks are easily handled for a fraction of the price of a full-time employee. For the rest, assistants are hired to make sure all the basic and extra tasks are delegated to decrease workload for owners/managers and other employees within the company so they'd be able to focus on the more important tasks.

Is the Language barrier an issue and how do we make sure that they can do the work?

Outsourcing, especially in a different country, isn't as tricky as it sounds. Philippines, Mexico, and India just to name a few have more English speakers than you may have known and are already exposed to American culture and quite accustomed to it. As for work ethic, they're just as hardworking as everyone else and have families to provide so they're more willing to stick to the job longer. Not only are they very flexible when it comes to any tasks assigned but they're quick to adapt to changes as well.

How and where do I get VAs?

Usually, the first option for getting Virtual Assistants is Fiverr or Upwork since they're both easy to navigate and hiring can be done in an instant. Using outsourcing sites will give you control over how much you can or will pay the assistant, however, you most likely will have to conduct the interview and gauge whether the worker's quality once the work has been done. The other option is to use a Virtual Agency. While pricing may be a bit more, the quality of the assistants is far better. The recruitment training and screening process is all done on your behalf by the agency to save up on time and resources. One of the main differences as well is the longevity and how more likely the assistant will stay working for your company as long as you need. While most agencies tend to offer the same service like Scale Virtually, Athena, Annequin, Paragon and etc. just to name a few, make sure to choose what's best for your needs like cost, efficiency, and specialization.

Why DON’T VAs work out? 

Hiring VAs obviously has its upsides, but within that industry, there's a lot of turnover. What's the cause? It comes down to three main reasons: the VA wasn't properly trained, the proper systems weren't in place to ensure success, and/or the VA wasn't properly screened and may not have been qualified.VAs need to be trained just like any other employee you hire, however, you don't have the opportunity to sit down and conduct training face-to-face, which presents a challenge for a lot of people. Companies like Fiverr or Upwork do not provide any training to your VA, but agencies like Scale Virtually will train your VAs as part of your onboarding process. To ensure your VA is efficient you'll need good systems in place to serve as a solid foundation. Good systems will ensure that your VA always know what to do, and will not have to constantly ask for instructions. This way they can be proactive in their work, instead of reactive.

Lastly, you'll need a surefire way of screening VAs. Independently sourced VAs can be a roll of the dice. Sometimes you get a rockstar, or conversely, you could get stuck with someone who clearly lied about their abilities. Either way, getting stuck with the wrong VA can drain your time, money, and energy. Agencies will typically have a screening process in place that allows them to weed out under-performers, leaving you with a qualified and efficient worker to join your team.

Final Thoughts
While the idea of hiring Virtual assistants may be daunting at first, do remember that being able to save costs on staffing and time means that scalability is a lot more possible at this point. Remember to choose what best fits your current company set-up and to try other options for agencies/sites before completely shutting down the idea of hiring virtual staff. If you have any questions or feel like I missed anything feel free to reach out or comment on this thread. Thanks, everyone!