Two Big Mistakes Small Business Owners Make When Hiring Virtual Assistants

Mistake #1: Hiring the Wrong Person

The number one mistake small business owners make is hiring the wrong person. This might seem obvious, but there’s more than meets the eye. It’s easy to jump onto a freelancing platform, scan a few profiles, and hire the first person who checks enough boxes. But hiring isn’t that simple, especially if you’re hiring for a specialized role or building a long-term team.

Choosing Between Freelancers and Full-Time Virtual Assistants

One common misstep is not knowing whether you need a freelancer or a full-time virtual assistant (VA). Freelancers can be great for short-term projects, but if you need consistent or dedicated support, a full-time VA is often the better choice. Here’s why:

• Freelancers: Ideal for specialized, short-term, project-based tasks like website design or video editing. They’re flexible but may not always prioritize your work since they’re juggling multiple clients.
• Full-Time VAs: Perfect for ongoing repetitive tasks like scheduling, customer support, or lead generation. They’re dedicated to your business and can integrate seamlessly into your processes over time.
  
  

By hiring a full-time virtual assistant, you’ll ensure they focus entirely on your needs, leading to better results and long-term productivity.

Skipping a Thorough Interview Process

Another critical mistake is rushing the interview process. A polished resume or several years of experience doesn’t guarantee competency. To truly vet candidates:

1. Conduct Structured Interviews: Prepare a list of questions that assess both hands-on and soft skills. For example, if you’re hiring a virtual assistant to manage your email, ask how they’d prioritize an inbox with hundreds of unread messages.
2. Assign a Mini-Project: This is critical because there are lots of candidates who seem like a great fit on paper, but may not have much practical experience. On the other hand, there are some outstanding performers who aren’t the best at selling themselves during interviews. Giving them a chance to show their skills will help separate the talkers from the doers. The mini-project should mimic the actual tasks they’ll perform. For example, if the role involves creating reports, ask them to draft one based on mock data. At Ataraxis, we’ve found mini-projects invaluable in assessing real-world performance.
3. Check References: Talking to previous clients or employers can reveal red flags or confirm the candidate’s reliability. While it’s not always possible, it can be helpful if you’re deciding between two finalist candidates. 

Hiring from the Right Region

The region where your virtual assistant is based can also impact their performance. While exceptions exist, candidates from certain regions often excel at specific tasks due to cultural or educational influences:

• Philippines: Well-known for customer service, administrative work, and graphic design. Many candidates are fluent in English and have strong work ethics.
• Eastern Europe: Great for technical tasks like programming, data analysis, or complex problem-solving.
• India: Excels in IT support, back-office operations, and accounting.
  
  

Keep in mind that communication styles and time zones also play a role. Hiring someone who’s willing to work during your business hours can improve collaboration and productivity.