The Ultimate Guide to Working with a Virtual Assistant

Life has a sneaky way of getting in the way of our best intentions. We know what we’re supposed to do – but often, we just can’t quite figure out how to do it. But as with any struggle or obstacle in life, the first step is admitting you have a problem: You may not have everything under control. You know who can help you get everything ‘under control?’ A Virtual Assistant. Here's how to do just that.

How Do You Know It’s Time To Start Delegating?

Your Inbox is out of Control

If your inbox is splitting at the seams like your mailbox after a two-week vacation, it’s probably time to hire. When was the last time you could see free space in your email box? Just thinking about all the newsletters, junk mail, and social media notifications is overwhelming and causes us all to get the cold sweats. A VA can easily and quickly sort all of it out for you and then keep it organized.

Your ‘To Do’ List is Taking Over Your Life

Are you waking up at night wallpapering your bedroom with sticky notes filled with transaction details? If you find yourself going to bed so late it’s crossed your mind to just stay up, it’s time to hire a VA.

Yes, you’re an expert at certain tasks and it’s tough to hand them off to someone else with any faith they’ll do the job as well as you, but you’re burning the candle at both ends. It’s only a matter of time before you burn out and you’re left with a pile of ashes and sticky notes for décor.

A VA will make sure everything reconciles and that your walls aren’t fluorescent yellow anymore.

Your Business is Growing FAST

If you’ve had to turn away new clients, it’s time to hire a VA.

When we’re overwhelmed, it’s easy to overlook things or to prioritize incorrectly. A VA can check off the tasks required for project completion and to ensure your continued success. They can organize teams and coordinate tasks like nobody’s business. They know the technology that can save your sanity in seconds.

With a simple video chat, they can even help you figure out that new coffee machine you bought!

You Can’t Dream Anymore

Are you brimming with ideas for new ventures you’re anxious to try out, but you never seem to get to them? It’s probably because your focus is being pulled in too many directions.

All of those tasks you put off until tomorrow only to find they’ve been waiting for your attention for six weeks could be handled by a VA. Then you could get to that idea you had for those self-ironing pants.

Breathe new life into your business by admitting you might not have everything under control. If you’re experiencing even one of these items, you could benefit from some help. 

Here are some questions we get asked at BELAY by leaders looking for administrative hiring advice: 

  1. How do I know if I actually need an assistant? 
  2. How can I work with an assistant who’s not in the next office? 
  3. How can I track my assistant’s time? And how can an assistant help me with my time? 
  4. How can an assistant make me a better leader? 
  5. How is BELAY part of the solution? 

These questions – and many more – are what we answer for business and organizational leaders each and every day. And here, we will answer these questions and more as we paint a picture of how virtual is a solution growing in popularity. So if you’re wondering if it’s time to hire a Virtual Assistant, you’re wrong. It’s past time. And here’s why. 

Do You Know How Much An Employee Costs?

Since this guide is about hiring a virtual assistant, let’s quickly touch on why going virtual is such a good idea.

We can all agree that employees are expensive, and one common denominator regardless of where you’re in the U.S. is the unseen costs associated with an employee.

Because beyond their wage, employers are responsible for a whole lot more. In case you haven’t thought about or don’t know the full extent of your employee costs, here’s a brief overview:

  • Wage/salary (that’s a given) 
  • Employer-related taxes on payroll 
  • Healthcare coverage 
  • Dental coverage 
  • Vision/eyecare costs 
  • Vacation pay 
  • Federal Holiday pay 
  • Sick pay 
  • Bereavement pay 
  • Sabbatical pay 
  • Investment/retirement contributions 
  • Disability insurance 
  • Life insurance(s) 
  • Office space 
  • Office utilities (water, AC, heat, electric, trash, etc.) 
  • Office equipment (phones, copiers, printers, desks, chairs, whiteboards, etc.)
  • Computer 
  • Software 
  • Training/continuing education 
  • Conferences and events 
  • Travel (air, hotel, rental car, meals, entertainment, etc.) 
  • Bonuses 
  • Motivational tools 
  • Employee portal 
  • IT support for employees 
  • Mileage 
  • Cell phone with text and data plan 
  • And more…

If that didn’t help set the stage for looking into a different option for staffing, then maybe diving deeper with this employee cost calculator will do the trick. You can download it here

When you’re ready, we’ll bust a myth that you have to be in the same office to be productive.

Getting started is the easiest thing you’ll do today.

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