“You need to hire help!”

How many times have you heard that before? 

In the small business world, it’s a phrase that gets tossed around a lot. And while true for most people, it’s easier said than done. 

There’s a reason why it takes people so long to make that first hire, and it’s got nothing to do with the money! It’s more about the time and effort it takes to bring someone new onto your team. And as someone who just made her first hire (ahh!) and has been managing a new member on my team for a few months now, I can say that the hire is totally worth it. 

What I learned is that when you know what you’re looking for, you can make the process run a whole lot smoother. 

So what do you need to know to make that happen? 

Assessing the need

Most people’s number one concern when thinking about hiring help isn’t based on their needs. It’s based on budget…otherwise, they wouldn’t be thinking about hiring help in the first place (even though the true reason people wait so long is subconsciously procrastinating).

But a budget can have you doubting yourself in an instant. 

“Do I really need help?”

“I’m tight on cash, so I can probably squeeze this in on the weekends.”

Okay, but, are you working longer hours than you ever expected to work? Are you doing admin tasks that make you huff and puff every time you open up your computer because it drains your energy? Is keeping up with client work AND being the business owner overwhelming? 

Those are pretty good indicators that, yes, you really do need the help.

Because here’s the thing — you’re not going to grow if you’re stuck doing the things that drain your energy. Or eats away all your time.  You’re going to be spending all of your resources working on things that could be outsourced, when instead, you could just hire help to free up brain space for you to be, well, the CEO. 

Decide what tasks you’ll outsource

You need to decide what your virtual assistant will do for you before they become a part of your team.

Do you need them to manage your social media because you don’t have the time? Do you need help with invoicing and bookkeeping? Think — intentionally — about what tasks you want to give up. 

Don’t just go into it saying “I don’t care, I just need help!” Not all VAs do the same work and we all have our own strengths.

Some are generalists, and some are specialists by industry. Some work with creative businesses, service-based businesses, course creators, shop owners…you name it and there’s a VA out there for it. 

Just keep that in mind when you’re looking for the best fit. Having someone who knows your industry well can help alleviate some of those learning curves and free up a lot of time on your plate because you have someone who understands what you need. 

What’s your budget? 

After you figure out what your VA will do for you, you have to figure out how much you can pay them! 

I get it. Budgets and pricing are intimidating to discuss. I still get nervous on discovery calls when I hear the dreaded question, “So, what’s your price?”

But one thing I’ve learned is that when you lead with confidence, the rest will fall into place (It’s still something I’m practicing ha!). And for you as a business owner, that means coming into your initial touchpoint with a clear idea of what you can offer. 

Coming from the other side of the table, it doesn’t give your contractors much confidence in you when you fumble with this part of the question either. People want to be assured they’ll be paid appropriately for their work.

So, have this ready before you start looking. While everybody’s rate and budgets are different (though the average sits at about $33 per hour), most VAs work with a monthly retainer, and they will have their package rates — for example 10 hours monthly at $20/hr is a $200 monthly package. 

Ask the right questions

Asking the right questions during your interviews will help you get closer to the right fit. You can go with the basics — talk about previous experience projects they’ve worked on, etc — but digging deeper can help you gauge where they’re at and if they align with your business. 

Some questions you can ask are: 

• How long have you been a VA?
• What are your long-term goals with your VA business? (this will help you know how long they are planning to work as a VA and if they will stay with you long-term).
• What made you want to be a VA?
• What are your values?

But the important thing is you ask questions that are important to you. Every business is different. Every team is different. So don’t be afraid to do a little digging and come up with questions you know will help get you closer to the right person. 

Don’t skip onboarding

How will you train them? How will you show them your process? What systems are you going to use for communication? It’s a good idea to have these things figured out before you make the hire. 

If you’re using specific programs and tools, it can help you narrow down your search by choosing people who know how to work those systems.

And let me tell ya — VAs do a lot of work in systems. We manage projects, organize information, delegate tasks, and make sure everything is on track. If you have someone who already knows how to use them, it’s a much less overwhelming onboarding process for both of you. 

Do a trial run or assign test project

Once you think you’ve found a good fit, try a trial run or test project. You can see their skills in action and get a better sense of their strengths. You can give them a few paid tasks, and then if you feel confident in their work, you can get that contract sent and get started!

The bottom line is, if you’re running a business, you need help

As a small business owner, it’s easy to fall into the trap of doing it all yourself. But that just leaves you with less free time and more headaches — something you probably wanted to avoid by starting a business in the first place. 

Taking that first step to getting some help can be nerve-wracking, but it’s a payoff that lasts!

If you want to learn more about hiring a VA for your own business, take a look at what Circle E Studios has to offer!