When you’re running a small business and have reached the point where you need some extra administrative help, bringing on a Virtual Assistant can be a game-changer. But not all VAs are created equal. So, how do you know you’re choosing the right person to support your business, and what to look for in a great Virtual Assistant?
Here’s a friendly, and I hope, useful guide to help you spot the must-haves – and how to avoid the must-nots.
Strong Communication
What to Look For
A great VA keeps you in the loop without you having to chase them. They check in regularly (but not so frequently that they create more work for you), ask the right questions, and provide clear and timely updates. You should never be left wondering what’s happening.
What to Avoid
Delayed responses, vague messages, or having to explain things multiple times are all signs that communication may be a challenge.
Proactive Approach
What to Look For
Someone who doesn’t wait to be told what to do, but actively looks for ways to help. They spot things you may have missed and make useful suggestions.
What to Avoid
A purely reactive VA who completes tasks but never offers feedback or ideas might not be adding as much value as you need.
Reliability and Consistency
What to Look For
You want someone who delivers what they’ve promised, when they’ve promised it. A reliable VA builds trust and helps you feel more in control.
What to Avoid
Missed deadlines, last-minute excuses, or inconsistent quality are big red flags.
An Eye for Detail
What to Look For
Especially with admin tasks, a sharp eye can make a huge difference. A good VA spots typos, inconsistencies, or gaps in processes before they become problems.
What to Avoid
Sloppy work, errors in communication, or overlooking small but important details can cause bigger headaches down the line.
Tech Confidence (Within Reason!)
What to Look For
They don’t need to be a coder, but a good VA should be comfortable with common tools (like email platforms, project management tools, spreadsheets etc.) and be willing to learn new ones if needed.
What to Avoid
Someone who shies away from technology or needs a lot of hand-holding with basic platforms might slow you down.
Professional but Personable
What to Look For
This person is joining your team – even if it’s just a few hours a week. You want someone who’s approachable, trustworthy, and easy to work with.
What to Avoid
Anyone who feels too formal, inflexible, or difficult to connect with may not be the right fit for your working style.
Final Thoughts
Bringing a VA on board should make your life simpler, not more stressful. The right assistant will feel like a natural extension of your business – someone who just gets it and helps things tick along smoothly behind the scenes.
It’s not just about skills on paper; it’s about finding someone who’s reliable, easy to talk to, and genuinely wants to support your goals. If something feels off, don’t ignore that gut feeling – the right fit is out there, and when you find them, you’ll wonder how you ever managed without!
If you’re starting to think a VA might be just what you need – or if you’re not quite sure and want to chat it through – feel free to get in touch. I’m always happy to answer questions and help you figure out what kind of support would work best for you.
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