On our recent episode of Entrepreneur Encounter, we covered a topic that can either excite or overwhelm business owners—growing your team with virtual assistants (VAs). Whether you're thinking about hiring a social media VA or a general admin VA, there's a lot to consider. So, grab a coffee, and let’s chat about how to make this process smooth and effective.
Why Soft Skills Matter
First things first—soft skills are crucial. When hiring a VA, look beyond their technical abilities. Here’s a quick rundown of what to focus on:
Communication: Your VA needs to communicate effectively, both verbally and non-verbally. Clear writing, excellent grammar, and the ability to convey your brand’s voice are non-negotiable. (Communication in general is must)
Time Management and Organization: You want a VA who can manage their time wisely and stay organized. This ensures deadlines are met and tasks are efficiently handled.
Empathy and Values: Ensure your VA understands your business values. For instance, if family is a core value, they should resonate with that and reflect it in their work.
How to Assess Candidates
So, how do you find out if a candidate has these soft skills? Here are some strategies:
Open-Ended Questions: Ask questions like, “How do you handle tight deadlines?” or “Can you give an example of how you managed a challenging project?”
Hypothetical Scenarios: Present real-life scenarios. For example, “What would you do if a client’s project is delayed?” This helps you see their problem-solving skills in action.
Professional Development: Ask about their weaknesses and what steps they’re taking to improve. This shows their commitment to growth.
Ongoing Training and Development
Once you’ve hired a VA, the work doesn’t stop there. Continuous training is key:
Stay Updated: Encourage your VA to keep up with social media trends (for social media VA’s) and new tools such as the latest software or project management tools.
Provide Resources: Give them access to any resources and tools you use for your business but also encourage them to be resourceful.
Get Your Basics Ready
Before bringing on a VA, ensure you have the basics in place:
Standard Operating Procedures (SOPs): Clear instructions on how tasks should be done.
Project Management Tools: Tools like Trello or even a simple Google Spreadsheet can keep things organized.
Onboarding Packet: Include everything from SOPs to brand guidelines to make their onboarding seamless.
A Real-Life Example from Dana
Let me share a quick story. I started using grocery delivery services recently to save time. Everything was great until one day, my order got delayed, and I received no updates. I called customer service, but all I got was, “We can’t do that.” It was frustrating! This experience underscored the importance of proactive problem-solving—a trait I value highly in my VAs. They should anticipate needs and provide solutions without me having to ask.
Assessing Soft Skills
Hiring a VA can transform your business, freeing up your time and allowing you to focus on growth. But it’s essential to choose wisely. Assess their soft skills, provide ongoing training, and ensure you have solid organizational tools in place.
Got questions? We might even turn your questions into a future podcast episode!
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We’re Dana Johnson and Sara Lowell hosts of Entrepreneur Encounter, a growing and thriving entrepreneur podcast dedicated to soft skills development and we’re so grateful you found us. We started this podcast to invite you into conversations and workshops that are designed to help make you feel more empowered, thrive, and be fulfilled as you reach your entrepreneur goals.
We interview experts and thought leaders so that we can grow our mindset, build better habits and uncover a side of yourself you’ve never seen before.
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