How to Outsource Virtual Assistants?

If you are a business person overwhelmed by constant chores, you must have come across outsource virtual assistant options, popularly known as VAs. But if you’re still uncertain whether outsourcing is for you, then this blog is going to strip it down and go through it in simple terms with no hidden agenda. Straight-up simple answers to assist you in determining if a VA is exactly what your business needs.

What is a Virtual Assistant?

A virtual assistant is an employee who performs various business tasks from a different location. Whether it’s scheduling, answering emails, dealing with customer relations, or posting on social media, a virtual assistant is like having an extra arm without the expense of hiring an additional employee to work in the office.

Fact: About 59% of virtual assistants are employed full-time, which means that they offer committed and consistent service to companies.

Why Should You Outsource a Virtual Assistant?

Let’s start with the big one: The most significant benefit consists of cost savings. Research has also revealed that companies can reduce their operating expenses to as little as 22% through outsourcing virtual assistants. This means that while hiring such employees, you will only pay for the time they spent working or for a particular task, meaning there are no full-time salaries as well as office space and other perks that are associated with regular employees.

Apart from cost, the adoption to hire virtual assistant provides an increase in efficiency. Recent statistics indicate that 85% of virtual workers are more productive when working remotely. This means that apart from getting a helping hand, you are getting a person who can work remotely and do his or her work effectively while you attend to other important issues in your business.

Tasks You Can Outsource to a Virtual Assistant

Outsourcing is a popular business model that enables you to delegate some of your work to a virtual assistant. Let me begin by stating that when it comes to outsourcing virtual assistants, there is no cookie-cutter solution. It is possible to outsource virtual assistant for anything from administrative tasks to more specific positions depending on what your business requires. The following is a list of common things that you can delegate:

• Administrative Tasks: Time and date management, e-mail, and appointment scheduling.
• Customer Service: Taking customer inquiries through email, live chat, or other social platforms.
• Content Creation: Whether it be writing a blog post, designing graphics for social media, or even drafting an email marketing campaign.
• Social Media Management: Account management, content planning, advertising.
• Bookkeeping & Accounting: Checking the expenses, balancing the checks, preparing the bills.
• Data Entry: To keep data organized and easily accessible.
• Research Tasks: Getting information about customer preferences, rivals, or the most favorable prices for business requirements.

These are just some of them. From literature review to project planning, the list is almost inexhaustible. The point is to understand which tasks take too much of your time and outsource virtual assistant services to handle them.

Key Benefits of Outsourcing Virtual Assistants

1. Significant Cost Savings

The most obvious reason that convinces companies to opt for virtual assistants is affordability. Employing hire virtual assistants instead of in-house employees costs businesses up to 78% less in operating expenses. This is because VAs provide services from home or any other location, thus reducing costs on office space, equipment, or even employee benefits.

2. Access to a Global Talent Pool

The problem with restricting yourself to local talent is that there is an incredible talent pool outside your state or country who can do wonders. For instance, Philippines virtual assistants are popular for outsourcing because their living standard is considerably lower, and they are fluent in English. The Filipino VAs range from $400 to $5,600 on a monthly basis, which is cheaper than if you were to hire virtual assistant locally.

3. Increased Productivity

Statistics indicate that 85% of virtual employees such as virtual assistants have improved productivity compared to their counterparts in other offices. Since they can operate in an environment devoid of distractions, their work is more efficient.

4. Scalability and Flexibility

Virtual assistant services are ideal for any business, from a newly established one or one that is slowly growing, as it offers the opportunity to expand or downsize as needed. It is not a long-term contract, enabling you to change as your business progresses.

5. More Time to Focus on Core Business

When you outsource virtual assistant activities such as scheduling, data entry, or social media management, you are likely to be relieved from distractions that come with handling such tasks.

Cost Comparison: Hiring a Virtual Assistant vs. In-House Staff

The real draw of outsourcing VAs is the cost-effectiveness. Here’s a quick look at how much you can save:

Choosing the Right Virtual Assistant for Your Business

Let us now look at how you can select the right virtual assistant. Some helpful tips that can guide you through the process are listed below:

1. Identify the Tasks to Delegate

Start by outlining all the tasks that you would like to outsource virtual assistant services for before beginning the process of finding a VA. Are they simple tasks performed daily such as sorting through emails, or more complex tasks such as writing and editing content? The more specific they are, the more effective you will be at finding a hire virtual assistant who meets your needs.

2. Craft a Detailed Job Description

What is important to understand is that if the job description is vague, it creates unrealistic expectations. Provide information about the tasks, the expected result, and any tools and software that the VA should know.

3. Budget Wisely

VA rates vary from $400 to $5,600 per month based on the level of difficulty of the tasks assigned and the geographical location of the VA. For example, Philippines virtual assistants are preferred because it is cheaper and the quality of work is still high. But remember not to make your decision based on price alone. Choose based on experience, reliability, and professionalism.

4. Choose the Right Hiring Platform

Depending on your needs, you can hire virtual assistants through:

• Freelance platforms like Upwork or Fiverr.
• Companies offering pre-screened VAs through staffing agencies.
• Direct hire by placing an advertisement on relevant job boards.

Each has its merits and demerits. Freelancers may cost less but have higher risks (no loyalty), while agencies offer long-term assistance and even provide replacement services.

5. Conduct Interviews and Skill Tests

Resumes should not be the only form of evaluation used. Ask questions to learn more about the VA’s personality, communication style, work ethic, and compatibility with your business culture. Assign them a small task as a way of testing them. For instance, if you are hiring a VA to work on emails, ask them to sort your emails or write a formal reply.

The Philippines: The Hub of Virtual Assistants

For those wondering where to outsource virtual assistant, the Philippines virtual assistant option stands out as one of the best. Not only is it one of the cheapest to consider, but it also has a large pool of qualified English speakers. Philippines virtual assistants are known for their strong work ethic and ability to cater to global clients.

This trend is supported by the fact that the IT outsourcing industry, which includes hire virtual assistants, is expected to grow at 4.5% annually between 2020 to 2025, indicating that this is a growing market filled with skilled VAs.

Common Pitfalls to Avoid

While outsourcing virtual assistants can save time and money, there are a few common mistakes that can derail the process:

1. Focusing Solely on Cost: While it is tempting to get things done at the lowest possible price, this is not always the most effective way. A low rate may appear attractive at first, but the quality of work may suffer, leading to additional costs down the road.
2. Poor Communication: Ensure there are no misunderstandings. Establish clear goals, expectations, deadlines, and responsibilities for all parties involved.
3. Lack of Training: Even experienced VAs need some training to learn how your business works. Provide them with proper orientation.

Is Outsourcing Right for You?

If you’re still undecided about whether to hire virtual assistant services, consider the following questions:

• Are you bogged down with paperwork instead of focusing on growing your business?
• Are you turning away clients due to a lack of time or resources?
• Are you overwhelmed by small, repetitive tasks that consume all your energy?

If you answered “yes” to any of these, then it’s time to outsource virtual assistant services. It’s not about delegating tasks because you can’t handle them, but about prioritizing your time for what really matters.

Conclusion: Take the Leap

In the competitive world of business, time is a precious resource that cannot be wasted. Hiring a virtual assistant could be the competitive edge you’re lacking to get more time for yourself, save money, and grow your business. If managed properly, the right VA can help take your business to the next level.

So, what are you waiting for? Whether you are self-employed or own a small business, outsourcing virtual assistant services may be the best decision you make this year.