As a small business owner you should know that doing it all yourself is not an option if you want to be successful. Even though you may be more than capable of doing everything yourself, you will be better off focusing on tasks that generate revenue. With changes in technology there is a growing trend of assistants who operate from their home offices. These assistants use the latest technology to communicate with their clients situated thousands of miles away in some cases. They are called virtual assistants or virtual saviors because they provide a cost effective solution for business owners.
That said how do you go about finding a VA? How do you go about finding the right one for you? A lot depends on your screening process and the initial questions asked during the interview. Before I get to the questions here are some things to take note of before scheduling an interview. Consider the virtual assistant’s website, was it professional, with the proper use of grammar and spelling? What about the proposal, was it clear, concise and also free of grammatical errors? Schedule a chat session using one the popular IM clients. Use this chat to evaluate the typing speed, the virtual assistant’s use of proper spelling and grammar and hopefully get an insight into the personality of the VA.
If you are satisfied up to this point, go ahead and schedule an over the phone interview with the potential virtual assistant if meeting is not possible. I have outlined ten questions that you should ask during this interview below.
1. How Long Have You Been A VA?
While there are some new virtual assistants that are just as skilled as seasoned ones there is an adjustment period for new virtual assistants. Additionally, there is a difference between a VA and a Virtual Employee or freelancer. Hiring a VA who has her own business can save you a lot of headache down the road.
2. What Is Your Administrative Background?
This is a very important question and you may definitely want to pay attention to the response especially if you are requiring a lot of administrative work. Typically a VA should have at minimum five years of administrative experience in an upper level position.
3. What Are Your Primary Skills and Rate Your Level of Competence?
This is necessary for obvious reasons. This industry has attracted quite a few individuals whose qualifications range from nil to mere entry level. They are therefore ill equipped to manage the day-to-day operation of running a business. If your potential VA admits that she has minimal experience doing the things that you need done then it is pointless to form a partnership.
4. How Many Clients Do You Currently Support?
Would the VA have sufficient time to get your tasks completed? You would want to know this especially if she does not have a team to support her.
5. What Kind of Work Have You Undertaken Over The Past Year?
Is the response to this question in line with the tasks that you need done? This shows that the virtual assistant has been utilizing those particular skills so there will be no need for retraining.
6. May I Contact Your Clients For a Reference?
Let the virtual assistant that you will be contacting her clients to validate her claims and to vouch for her professionalism.
7. What Are Your Working Hours?
A few virtual assistants will increase rates if you require work completed outside of their working hours. Get the virtual assistant’s working hours during the interview and compare it to your requirements so you are not stuck paying unnecessary overtime.
8. What Are Your Fees?
Virtual Assistants bill their clients on a project, hourly or retainer basis with significant savings on retainers. Find out what is included in the fee and choose the best option for your business. Be sure that the selection is in line with your budget.
9. What Does Your Fees Not Cover?
Fees typically do not include expense such as cost of postage, mass photocopying, faxing, etc. Discuss any additional expenses that you foresee to find out if it is covered by the fee.
10. Are You Willing To Sign a Non Disclosure Agreement?
Remember to have a non-disclosure clause included in the contract to protect your property or trade secrets. Ask the virtual assistant if she has any problems signing a non-disclosure.
Locating and working with a VA is an exciting experience for many (just ask my clients). Be sure to ask the right questions and listen to the answers from the onset to spare yourself future problems. Cheers to finding and working with your new virtual assistant!