Choosing the Right Virtual Assistant (VA)
© Tracey Lawton, 2004

In some respects choosing the right VA to work with can be harder than hiring an employee. After all, due to the nature of virtual working, the chances are you may never meet this person face to face, or even have a phone conversation with them. All communication may be carried out via email. So, given these circumstances, how do you know that working with a VA, and even finding the right VA, will be for you?

The numerous benefits of working with a VA are well documented, and there are many, many clients worldwide who will testify to the advantages of this way of working. The purpose of this article is to help you in your decision of choosing the right VA, and give you some pointers along the way. 

1. The first thing to consider is what it is you want your VA to do for you. Ask yourself these sorts of questions:

·                              What is the nature of my project?

·                                 Do I need to hire a 'local' VA versus 'anywhere'?

·                                 Do I need to have regular meetings with my VA?

The very nature of virtual working means that when working with a VA location isn't an issue, after all a VA can carry out all the duties a regular in-office secretary can do (except make you a coffee!) - they can manage your diary, handle your emails, deal with your correspondence, type up reports, make your travel arrangements etc. etc. However, if you feel that working with a local VA is what you need, then you should focus your search on just local VAs. However, be aware that by doing this you may be limiting your options when choosing the right VA. 

2. Once you have decided on the above issues, and you know exactly what it is you want your VA to do, then make an initial contact with several VAs and send the same RFP (Request for Proposal) to each of them so that you can make some initial comparisons. This should include such things as an outline of the project details, asking about their fees/fee structure, how they would go about doing the work for you, how would you receive/send work etc. Basically include anything that you have thought about and would like answers to. At the end of this report is a useful checklist for you to use when approaching VAs. 

3. If you're not sure how to go about finding VAs that meet your requirements, then there are several FREE searchable databases available where you can source and then contact VAs directly. These databases also list skills and location. These are:

Alliance of UK Virtual Assistants
International Association of Virtual Office Assistants
The Virtual Business Group
Digital Women
International Virtual Women's Chamber of Commerce 

4. Once you've narrowed it down to two or three VAs, have a phone conversation with them (rather than exchange emails), as this will give you a good idea as to whether the VA is right for you, i.e. do you and this person 'click'. This is very important as you will be trusting your business to your VA and, as you are in a 'virtual' working relationship, it is not quite the same as having someone sitting next to you in the office - so you really do have to feel that this person has the right experience and you can trust them to deal with your work. Also, from the VA's point of view, they need to feel that you are the right client for them. This is a two-way street where you both need to feel completely happy with the working relationship. 

5. Another very important consideration is does your VA's skills match your needs? Check out their websites, view client's testimonials, and examine their profile. If necessary ask if you can contact either a current or previous client for a reference. 

6. Always ensure that you sign an agreement before any work starts so that you both know exactly what is expected of each other. The agreement should set out project requirements, fees (or an estimation of fees), VA's terms & conditions, client confidentiality policy etc. Your VA will provide the agreement, and you should both keep a signed copy. 

7. And finally, contact your potential VA as many times as you feel necessary to ensure that you are 100% happy with them before any work starts. 

Checklist

Use this checklist when designing your RFP (Request for Proposal) to ensure that you have everything covered. 

§         Outline the project details-for example, transcription of standard cassettes or digital files,  database design, data input, newsletter production, etc.

§         Include information on whether this is a one-off project or regular work. As many VAs have retainer rates (which are a discount on normal rates), this can affect how they quote. 

§         Specify the timescale for your project – if you need a 24-hour turnaround, then say so. 

Once you have outlined your project requirements then you need to ask specific questions:

§         How does their skills/experience match your project requirements?  You may already know this from their Website, but it is a good idea to get them to outline this for you so that you know exactly how they will support you and your business.

§         What are their fees and fee structure? If you know you will need their services on a regular basis, ask about retainer rates.

§         What is the method for sending/receiving work? Given today’s technology, you’d be surprised at how many options there are for sending and receiving work.

§         What is their confidentiality policy? This is very, very important, as you want to ensure that anyone carrying out work on your behalf maintains a strict confidentiality policy.

§         What payment methods do they accept? As well as cheque and direct bank transfer, a lot of VAs now accept online payment by credit card through such companies as Paypal.

§         When is payment to be made? This could be at the end of the project or, if you are using a retainer service, then it may be once a month.

REMEMBER: A Virtual Assistant's role is to support you and your business, by taking the pressure off you so you can spend more time working ON your business instead of IN it.

Good luck in your search, and if you need any advice then please contact me and, as always, I'll be happy to help.

Reprinted with permission from Tracey Lawton, MVA  www.TraceyLawton.com