Is It Time to Hire a Virtual Executive Assistant?

Is It Time to Hire a Virtual Executive Assistant? 5 Signs You Need Help!

Running a business can be overwhelming. There is always something that needs your attention, from managing finances to overseeing business operations. As your company grows, you might find yourself drowning in tasks that do not directly contribute to your bottom line. Asking yourself if it is time to hire a virtual assistant often depends on the potential cost savings.

This is when you start to wonder if it is time to hire a virtual assistant. VAs have become a game-changer for many entrepreneurs and small business owners. They offer a flexible, cost-effective solution to handle various tasks, freeing up your time to focus on what truly matters: growing your business.

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Signs It is Time to Hire a Virtual Executive Assistant

Before we explore the benefits of hiring a VA, let us look at some clear indicators that suggest it's time to get one:

1. You're always trying to catch up.

If you find yourself always behind on tasks, with late responses, or missing deadlines, it's already a clear sign. An executive assistant can take over routine tasks like calendar management and formatting documents, ensuring nothing falls through the cracks. This can be a huge relief when you're feeling overwhelmed or have busy work.

2. You’re already struggling with work-life balance.

Are you working evenings and weekends just to keep up? If your personal life is suffering because of work, it's time to consider getting some help.

A VA can handle tasks outside of your regular work hours, giving you back your precious free time to spend with family and friends or simply to recharge your batteries. In this way, you'll have a healthy work-life balance.

3. You're spending too much time on administrative tasks.

According to a report by Asana, employees in most companies spend 60% of their time on "work about "work"—tasks like replying to emails, searching for files, and responding to inquiries. If this sounds familiar, it's time to hire a virtual assistant.

4. You're missing out on growth opportunities.

When you're bogged down with daily tasks, it's hard to find time for strategic planning and business development.

If you're not able to focus on growing your business, it's a sign you need to delegate some responsibilities to a VA. This will allow you to spend more time on high-impact activities that can move your business forward.

5. Your business is growing, but you're not ready for full-time staff.

If you're managing a growing business, you might need more help but may not be ready to commit to full-time employees. Virtual assistants offer a flexible solution, allowing you to scale your support as needed, without the commitment and overhead of a full-time employee.

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Benefits of Hiring a Virtual Executive Assistant

Now that we have determined when it is time to hire a virtual assistant, let's explore the benefits:

Cost-Effective Solution

Hiring a virtual assistant can be significantly more cost-effective than bringing on a full-time employee. You only pay for the hours worked, and you don't have to worry about additional costs like office space, equipment, or benefits.

Improved Productivity

By delegating tasks to a VA, you free up your valuable time to focus on high-value activities that directly contribute to your business growth. This can enhance productivity and efficiency, allowing you to accomplish more in less time.

Access to a Wide Range of Skills

Virtual assistants often have diverse skill sets, ranging from social media and customer service to bookkeeping and data entry.

Whether you need help with a specific project or ongoing tasks, you can find a VA with the right expertise to meet your needs.

Flexibility

Virtual assistants offer unparalleled flexibility. You can hire them for specific projects, scale their hours up or down based on your needs, and even work with VAs in different time zones for round-the-clock support. This can be especially helpful if you have fluctuating workloads or need assistance outside of normal business hours.

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How to Hire the Right Virtual Executive Assistant

Once you've decided to hire a virtual assistant, the next step is finding the right one. Here's a step-by-step guide to help you through the process:

1. Identify Your Needs

Before you start your search, define what tasks you need help with and what skills and experience are essential for success.      

This will help you find a VA with the right skill set and ensure a good fit for your business.

2. Determine Your Budget

VA rates can vary widely based on their experience and the tasks they'll be handling. Before starting your search, set a budget to narrow down your options and find a VA within your budget.

Compared to other service providers, HireHarbour services are priced competitively within the industry standard, with rates ranging from $785 or £625 per month for a virtual fractional assistant and $1250 or £982 per month for virtual full-time assistants.

3. Use Credible Platforms or Agencies

There are many freelancing platforms that offer executive virtual assistants. Some popular options include Upwork, Freelancer, and Fiverr but you would need to publish your job postings, manage the hiring process, such as conducting interviews, and take charge of onboarding and training.  

If you'd rather spare yourself the hassle, and get an experienced, fully trained, and fully vetted virtual assistant instead, I recommend hiring through established virtual assistant providers such as Boldly, Athena, and HireHarbour.

However, we highly recommend HireHarbour, as we have a thorough recruitment process for our executive virtual assistants. These professionals undergo a rigorous selection procedure, a comprehensive 120-hour training program, and benefit from specialised in-house support for tasks like copywriting, graphic design, and social media management.

4. Review Portfolios and References

Look at the VA's past work and check their references to get a sense of their work style, quality, and reliability. This will give you a good idea of their skills and work ethic and help you determine if they're a good fit for your business.

Here at HireHarbour, we perform reference and employment checks, conduct an in-depth case study to ensure quality, and offer a training program designed to assist individuals in improving their skills.

5. Conduct Interviews

Don't skip the interview process. This is your chance to assess the VA's communication skills and ensure they're a good fit for your business. Prepare a list of questions to ask about their experience, work style, and availability.

If you prefer to avoid these inconveniences or lack the time to do so, HireHarbour can handle this for you as they undertake a selective screening process.

6. Start with a Trial Period

Consider starting with a short-term contract or trial period to see how well the executive virtual assistant integrates into your workflow and whether they meet your expectations. This allows both you and the VA to ensure it's a good fit before committing to a longer-term arrangement.

If you prefer not to have any contract commitments, HireHarbour provides full flexibility, including no contract or cancellation at any time.

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Making the Most of Your Virtual Executive Assistant

Once you've hired a virtual assistant, it's important to set them up for success. Here are some tips:

Provide Clear Instructions

Be specific about your expectations and provide detailed instructions for tasks. This will help avoid misunderstandings and ensure tasks are completed to your satisfaction.

Use Project Management Tools

Implement project management tools like Trello or Asana to keep track of tasks and deadlines. This will help both you and your VA stay organized and ensure that projects are completed on time and within budget.

Communicate Regularly

Schedule regular check-ins with your VA to discuss progress, address any issues, and provide feedback. This will help build a strong working relationship and ensure that everyone is on the same page.

Invest in Their Growth

Consider providing training opportunities for your VA to help them develop new skills and stay up to date on industry trends. This not only helps them improve their skills but also shows that you value their contribution to your business.

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Overcoming Common Challenges

While hiring a virtual assistant can be a game-changer for your business, it's not without its challenges.

Here are some common issues you might face and how to overcome them:

Time Zone Differences

If your VA is in a different time zone, it can sometimes be tricky to coordinate. Establish clear working hours and use tools like World Time Buddy to easily schedule meetings across time zones.

If you want a virtual executive assistant that usually works in US/UK hours, consider getting your VAs at HireHarbour, as HarbourXs work in US/UK hours, and we exclusively recruit individuals who have prior experience working in these time zones.

Communication Barriers

Clear communication is crucial when working with a virtual assistant. Use video calls, when possible, be clear and concise in your instructions, and encourage open communication to ask questions if anything is unclear on each other’s end.

Task Delegation

It can be hard to let go of tasks, especially if you're used to doing everything yourself.

Start small by delegating less critical tasks, and gradually increase responsibilities as you build trust with your VA. This will help you feel more comfortable delegating tasks and allow your VA to take on more responsibility over time.

Security Concerns

If your concern is security and confidentiality, hire an executive virtual assistant from HireHarbour. We conduct a non-disclosure agreement with each individual, but your company can also sign one directly if you would like to.

If you're sharing sensitive information with your VA, ensure you have proper security measures in place. Use password managers like Dashlane to securely share login details and consider having your VA sign a non-disclosure agreement to protect your confidential information.

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FAQs on the Right Time to Hire a Virtual Executive Assistant          

1. What is the average cost of a virtual assistant?

The cost of a virtual assistant can vary widely depending on their experience, skills, and location. On average, you can expect to pay anywhere from £15 to £50 or $18 to $63 per hour for a skilled VA. Some VAs charge a monthly retainer fee instead of an hourly rate. Be sure to discuss payment terms and rates upfront before hiring a VA.

Compared to these prices, HireHarbour's service packages are more cost-effective. We have HarbourAssistant, which costs £250 or $300 per month and is perfect for individuals, families, and solopreneurs. Then we also have HarbourAssociate, which is perfect for entrepreneurs, start-ups, and SMEs and costs £625 or $785 per month. Lastly, HarbourPartner, which costs £1275 or $1,600 monthly, is perfect for executive teams and high-performing individuals.

Additionally, compared to an executive assistant in an office, whose salary ranges from £34K to £50K per year, HireHarbour is still a better choice.

2. When is it a good time to hire a virtual assistant?

The perfect time to hire a virtual assistant is when you find yourself overwhelmed with administrative tasks, struggling to keep up with your workload, or missing out on opportunities to grow your business. If you're working long hours and your work-life balance is suffering, or if you find yourself constantly stressed and overwhelmed, these are clear signs it's time to consider hiring a VA.

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