How we hired our amazing VA (Virtual Assistant)
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When it comes to running a business, time is a valuable asset. That's why, when we started our journey, we knew it was crucial to hire a Virtual Assistant (VA) who could handle the process-driven tasks related to administration and accounts. But how did we do this?
Finding the right VA requires a systematic approach. Here's a breakdown of the steps we followed to find our outstanding VA, Ara:
Clearly define tasks and expectations: Before embarking on our search, we identified the specific tasks we wanted our VA to handle. We recorded videos showcasing how these tasks should be performed, providing clear instructions, and setting the right expectations from the beginning.
Craft a compelling job ad: We created a concise and compelling job ad on onlinejobs.ph, a popular platform for hiring VAs. To easily filter applications and find those who truly pay attention to detail, we included a specific subject line requirement in the ad – "I want to be Rebel's VA". For anyone who sent an application without this subject line, that was an easy cull from the shortlist.
Shortlist based on criteria: Just like any hiring process, we made a shortlist of candidates based on their resumes, availability (preferred working hours and overall hours commitment), salary expectations and references. We sought individuals who aligned with our criteria and demonstrated a good fit for our team.
Conduct interviews: Face-to-face interaction is vital, even in a remote hiring process. We scheduled Skype interviews (this was YEARS ago – is Skype even still about??) with the shortlisted candidates to get to know them better and ask relevant interview questions, ensuring a comprehensive evaluation.
Perform reference checks: Although conducted over email, reference checks are invaluable in gauging a candidate's suitability. We reached out to references provided by the candidates, asking a few straightforward questions to gain insights quickly.
Onboard and set clear expectations: After selecting Ara, we focused on a thorough onboarding process, ironing out any potential gaps. We set clear expectations for her role, defined tasks and deadlines, and outlined the channels through which she could seek assistance when needed (eg Slack, email). Setting up a solid foundation at the beginning facilitated a smoother transition for everyone involved.
In our journey to find the perfect VA, we learnt a lot about recruiting. Our first attempt may not have resulted in an ideal fit, but on our second go, we found Ara – a remarkable VA who has become an invaluable asset to our team. From Ara's perspective, she now enjoys higher pay, consistent hours, and a sense of fulfillment.
Our best advice? Give it a go! You won’t know until you try and we honestly don’t think our business would run anywhere near as smoothly as it does, if we didn’t have Ara.