Finding and Using a Virtual Office Assistant

In an age of laptops, Blackberries and Web conferencing, it makes sense to hire support staff to complete tasks that can be completed anywhere. VAs provide various administrative and professional tasks, including bookkeeping, travel arrangements, scheduling, and Web design or maintenance, among many others.

Hiring a virtual office assistant allows you to:

1. Save time on administrative tasks so you can generate new business and stay on top of existing obligations
2. Hire administrative support without hiring a full time, salaried employee
3. Save on overhead costs – no need to rent additional office space for someone working from their own site.

Understand what a virtual office assistant does (and doesn't do) for your business

VAs are independent contractors, not employees. They are in business just like you, and their goal is to provide effective, affordable, professional assistance. And like any other contractor, they may choose to take their business elsewhere if your agreement is breached.
Try:  Check professional associations for a list of duties VAs typically perform. The International Association of Virtual Office Assistants (IAVOA) is a good start. Get the inside scoop on common concerns VAs face on Virtual Assistant Networking message boards.

Find a reliable virtual assistant

Starting with professional organizations is a good first bet. Talk to other people in your field who might have used Vas to get a referral.
Try:  Elite Office Support offers a worldwide listing of virtual office assistants. Check out the state-by-state directory on the IAVOA web site to find someone at a local level through state associations. The International Virtual Assistant Association (IVAA) also features a “Member Certification Directory” to enable businesses to find qualified member VAs.

Choices include a virtual assistant agency or solo VA

Consistent company policies are one benefit of working with an agency, and replacements are readily available in case your first choice doesn't work out. Solo practitioners often provide equally professional services and might offer more negotiable rates and personalized service.
Try:  Virtual Office Temps is an agency that outsources VAs for just about any office need. Searching local want ads or VA professional association sites above should yield ample leads.

• Be patient: rapport can take longer to build without face-to-face communication.
• Be prompt: make sure payment goes out according to your agreement or you may face additional charges and fees.
• Be cordial: the key to retaining great staff lies in maintaining morale, and you don't want to develop a rep as “the client from hell.”
• Be clear: communicate your needs as clearly as possible, especially when conducting business over the phone or computer; this prevents miscommunication and saves time fixing errors later.
• Be clever: place an ad for a VA in your local newspaper or trade magazine.
• Be a trend-spotter: VAs are increasingly specializing in areas such as web design and real estate – check to see whether VAs are targeting your industry.