Virtual Assistant Companies: An Ultimate Guide to Outsourcing

One of the main goals of companies is to grow their business. But as they expand, it becomes a challenge to get daily operations and administrative needs done. And sometimes, recruiting full-time support staff may not always be an option. That's where virtual assistant companies come in.

One of the most important things you can do is hire a virtual assistant as an entrepreneur or business owner. You can waste lots of energy, resources, funds, and valuable time that can cause the decline of your business, if you don't have a trustworthy person or a team to delegate tasks.

If you own a business, you can't accomplish everything by yourself. You need to create a business model and hire people to work for you using the business model. These are vital steps that can help you expand your business, even when you're not actively working. And one of the significant ways to help you accomplish that is through virtual assistant companies.

With virtual assistant services, you can create entire virtual employees for your company. Whether you want to hire a virtual assistant or a whole virtual team, outsourcing from virtual assistant companies can lead to tremendous growth for your business. 

This guide will give you an in-depth directional guide on how to outsource from virtual assistant companies. Also, we'll share some vital tips to aid you in managing your virtual assistance effectively to help grow your business.

But before we get into it, here are some of the benefits of hiring a virtual assistant.

If you're ready, let's get into it.

What Are Virtual Assistant Companies?

A virtual assistant company is a business that offers outsourcing services. They provide remote assistance such as administrative works, data entry service, bookkeeping, customer service, personal assistant service, social media management, etc., to companies and individuals.

Your virtual assistant could be your next-door neighbor or an individual who's thousands of miles away from you. As long as the job is remote, they can accomplish that task.

Benefits Of Outsourcing From Virtual Assistant Companies

Virtual assistance has been around for a long time, but, in recent years, there's been a rise in the need to hire a virtual assistant. For example, Business Wire expects that, in 2025, the market size of virtual assistance will reach $25.6 billion.

The recent coronavirus pandemic has forced most employees to work from the house. But it has also caused the need for virtual assistant services to rise. That's because several benefits come from hiring a virtual assistant. Here they are:

No Need For A Physical Office

Renting a physical workspace can be costly, depending on your locality. So when you outsource a virtual assistant, you can reduce your expenses.

Of course, you may need to purchase some software tools to help you manage and communicate with your virtual assistant. But the time a virtual employee works for you is the initial fee you pay.

Virtual Assistants Are Cost-Effective

There is a vast difference between traditional employees and virtual employees in terms of the cost margin. Most virtual assistant companies work as independent contractors. So the rate per hour can be considerably low compared to the regular employee, depending on your locality.

You Can Find The Best Talents For Your Business

Searching for the best talent locally for your business is hard work. It takes a lot of resources to find the right talent for a specific role. Virtual assistant companies can provide you with diverse expertise, spread across the globe, that can adequately complete the required task.

For example, Online Virtual Assistant has numerous professional team members located in different cities globally. All you need is an internet connection and a communication tool, and you'll be instantly having a skilled virtual assistant at your service. 

Virtual Assistants Can Help You Avoid Burnout

virtual assistant companies

If you're an emerging company or an entrepreneur, delegating specific responsibilities and tasks can help you avoid a breakdown. That will allow you to focus on the most critical tasks to help your business grow. 

Sadly, most new businesses, especially entrepreneurs, assume that they can handle everything, without any external help. That mindset leads to long working hours, leading to low concentration, exhaustion, and lack of rest. But this mindset can be the reason their business never picks up.

Acquire More Time For Your Area Of Expertise

We can all agree that you can't be an expert in everything, and that shouldn't be your aim either. When it comes to your business, there are areas of expertise that you're terrible at or may not even like doing. If you try to do it, you'll have to double-task to complete major projects by yourself. You'll only wear yourself out.

But, when you hire people through virtual assistant companies, you can delegate some responsibilities, giving you significant time to focus on your area of expertise.

Focus On Activities That Will Grow Your Business

When you hire a virtual employee through virtual assistant services, you get more time to concentrate on projects that will significantly grow your business. The tasks assigned to your virtual employees are also relevant. But your responsibilities are more relevant as a business owner.

In other words, time is a significant factor when you're running a business. You should focus on areas that have a substantial impact on the growth of your business.

Types Of Virtual Employees To Outsource From Virtual Assistant Companies 

If you're wondering what type of work a virtual assistant can do, well, it's almost anything. As long as the work is a remote job, all you need to focus on is the right skills, training, and required tools.

There are various kinds of virtual assistants out there, and it's relevant that you know them. It will help you decide which assistant is the right fit for the task you've decided to outsource.

General Virtual Assistant

Most people are quite familiar with the general virtual assistant. It refers to an individual that carries out the day-to-day tasks necessary for the maintenance of your business. However, it does not significantly help the company to grow.

In other words, the tasks you assign to a general virtual assistant requires repetition and technicality. An example is social media management, moderating the comments on blog posts, email management, phone call management, etc.

Specialized Virtual Assistant

The specialized virtual assistant has specific expertise in your business and can oversee and grow that area in your company. They are more expensive than the general virtual assistant, and they mostly don't require any training from you.

Usually, they have resigned from corporate professionals who have decided to work for themselves in their field of expertise. An example of a specialized virtual assistant includes video editors, graphic web designing, SEO content writing, network administration, project management, etc.

Realize The Difference Between Outsourcing Outcomes And Tasks

There's a clear distinction between outcomes and tasks when it comes to outsourcing. It's relevant to know the difference before you outsource. If you want a virtual assistant to help you with daily tasks, General VAs can help you with that. But that also means you'll have to train them on how to perform the responsibilities correctly.

 However, if you want a specific outcome in your business, you need a specialized virtual assistant. This virtual assistant should be able to know more about how to perform the task than you. Since it's their field of expertise, all you have to do is tell them what to do. Don't tell them how to perform the task.

Here's an example to make the general and specialized virtual assistant clear. Let's say you want to increase your Instagram followers by 15% at the end of the month. That's an outcome that will require a specialized virtual assistant to carry out the task. However, scheduling an Instagram post is a task that will need a general virtual assistant to do it. Do you get the difference now?

How To Decide On Which Tasks To Outsource

Some numerous processes and tasks come with operating a business. Use the following categories to decide which tasks need your attention and which ones need to be outsourced.

There are four categories that each task fall into:

  1. Tasks That Are Essential For You To Do Yourself

There are valuable tasks that you should take over as a business owner. No one should work on the job but you.

  1. Responsibilities You Should Not Handle

The point refers to low-value tasks that don't require most of your time, even if you're capable of doing them.

  1. Responsibilities That You Prefer Not To Do

These are tasks you don't prefer doing. Instead, it's better if someone else takes over.

  1. Tasks You're Not Capable Of Doing

You don't have the expertise to accomplish the task, so you need an expert to complete them for you.

How To Hire A Virtual Assistant

Before we delve into how you can hire a virtual assistant, let's get some facts right. There's a big difference between recruiting a virtual assistant and a freelancer. Even though there's a similarity between a specialized virtual assistant and a freelancer, they're entirely different.

When you hire a freelancer, you work directly with the person, but there's an intermediary when it comes to recruiting virtual assistants. These intermediaries are virtual assistant services.

Also, freelancers have a deadline, and usually, you'll not be the first client. But when you hire a virtual assistant, you've employed a team member in your company. You're their employer. Even though the responsibilities may change from time to time, they'll still have duties in your business.

Six Steps To You Can Use To Outsource A Virtual Assistant

virtual assistant companies

The process of hiring a virtual assistant needs detailed preparation from you. Use the following steps to aid you in the process.

Make A List Of The Tasks You Plant To Outsource

Make a detailed checklist of every task you want virtual assistants to help you with. If you're already working on the tasks, it'll be best to document a training method for your virtual employee.

If it's a virtual assistant with area expertise you want to hire, you have to specify the outcomes you prefer clearly, not the tasks themselves.

Develop A Job Description

After documenting the list, develop an excellent job description detailing the roles that will be required of the virtual assistant. You should not mix specialized virtual assistant roles to the General VAs job description. And General Va should have a similar level of skills and rate per hour in the job description.

 Here's what you should include in the job description:

  • The background information on your company,
  •  Level of experience, education, and the skills needed,
  • List of the responsibilities and duties,
  • List of software, tools, or apps required.

Publish The Job Description Online

After the job description, you can publish it on your company's website, if any. You can also post it on popular job boards. Another way is to use virtual assistant directories or services.

Some of the best virtual assistant services are:

  • Online Virtual Assistant
  •  Hello Rache
  • Virtual Assistant Talent

Review The Applications And Schedule Plan Interviews

Take considerable time to go over the submitted applications and plan an interview for each of them. We recommend choosing the best candidates and found out more from them through the conversation. You can also try out video interviews, if possible. Besides, it's not like you'll be seeing them physically.

In the interview, focus your questions on their goals, what inspires them to work, how they prefer to be managed, their preferred working schedules, etc. But, the most crucial question should be about their values. Usually, if your values don't match, there's a high possibility that there will be a conflict in your work relationship.

Give Your Selected Candidates Test To Complete

Before you make a final decision to hire your best candidates, give them a test, it should contain the tasks they'll be doing when you enroll them. Usually, what looks excellent on paper may not be so in real life. You can use the test to see if what they are is real.

Give A Trial Period To Your Candidates

When you select the best virtual employee, you should give them a testing period. They will use that time to showcase their best work. You can use that to determine a permanent role as a virtual employee or not. It's advisable to have your candidates sign a service agreement form to prevent any future disagreements.

Tips To Assist In Managing Your Virtual Assistant

While working with your virtual assistants, you should be evaluating their performance. So you need to have a vivid Key Performance Indicators (KPIs) to help you determine the rate of their accomplishments. 

Some tools can help you micromanage your virtual assistant. But if they meet your requirements, you don't need software to track how they work. If there's trust, it won't be necessary to micromanage your virtual assistant.

Also, you can use Slack, Zoom, or any other communication tool to find out their daily work progress. It helps you to make sure they're working, and nothing is preventing them from completing the tasks. You also need to request weekly reports to help you stay on track with development. Give them a template they can use to send the feedback.

Finally, create an environment where your virtual assistants can freely give feedback. There should be trust and excellent communication with you and your virtual assistants. We recommend that you encourage them to come up with ideas to help the business. It can help your business grow, and create more honesty.


A lot of business owners, especially the emerging ones, are spending long hours on tasks they should not be working on. That's because they don't know how to manage their time and assign particular tasks to others. You don't have to do everything by yourself.

You need to hire a virtual employee through virtual assistant companies to assist you in your business. Of course, you'll know other people, maybe meet them physically, but virtual assistants should be among the first people you work with. Outsourcing virtual employees can help you concentrate on the responsibilities that have a significant impact on your business growth. So, learn how to delegate some roles to virtual assistants. They will help your business grow by working together on various tasks.

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