6 Tips for Hiring International Virtual Assistants

Ever felt like you’re juggling too many balls at once and dropping most of them? Been there, done that. That’s where hiring international virtual assistants comes in handy. Imagine having a super-competent sidekick who can handle your mundane tasks while you focus on the big picture (or just take a well-deserved nap).

But wait, before you start dreaming about sipping cocktails on a beach while your VA does all the work, there’s a bit of groundwork to lay. Don’t worry, though—we’ve got your back. Here are six tips for hiring international virtual assistants that’ll have you wondering why you didn’t do this sooner. Spoiler alert: It’s easier than you think, and yes, it involves a lot of clicking and typing from the comfort of your couch. Ready? Let’s dive in!

Tip 1: Define Your Needs and Goals

Alright, folks, before you dive headfirst into the sea of virtual assistant candidates, you need to know what you’re looking for. It’s like online dating, but without the awkward first dates.

First things first, take a moment to sit down and figure out what tasks you need help with. Are you drowning in emails? Need someone to schedule your meetings because you’re allergic to calendars? Or perhaps you need someone to handle customer service because you’re tired of repeating the same script over and over again. Whatever it is, jot it down.

Next, get specific. “Help with admin tasks” is too vague. Instead, try “Manage my inbox, schedule meetings, and handle customer service inquiries.” See the difference? The more detailed you are, the better your chances of finding the perfect match.

Once you’ve got your list of tasks, think about what skills and experience your ideal VA should have. Do they need to be a wizard with Excel? Fluent in multiple languages? Able to leap tall buildings in a single bound? Okay, maybe not that last one, but you get the idea.

And don’t forget to set some goals. What do you want to achieve by hiring a VA? More free time? Increased productivity? World domination? Whatever it is, keep those goals in mind throughout the hiring process.

Example time! Here’s a sample job description:

Job Title: Virtual Assistant Extraordinaire
Responsibilities:

• Manage email inbox and respond to queries
• Schedule and coordinate meetings
• Handle customer service inquiries with a smile
• Organize files and documents
• Make your life easier

Skills Required:

• Excellent communication skills
• Proficiency in Microsoft Office and Google Workspace
• Experience in customer service
• Ability to manage time effectively
• Sense of humor appreciated (because life is too short to be serious all the time)

Now that you know what you need and have a clear idea of your goals, you’re ready to start your search. Remember, a well-defined job description is your secret weapon in the quest for the perfect international virtual assistant.

Tip 2: Choose the Right Platform

Alright, you’ve got your VA wish list, and you’re ready to find “The One.” But where do you look? Welcome to the virtual assistant dating game, where you can swipe right on platforms instead of people.

There are a gazillion (okay, maybe not that many, but it feels like it) platforms out there for hiring international virtual assistants. The trick is to find the one that fits your needs like a glove. Here’s the lowdown on some of the most popular ones:

1. Upwork: Think of Upwork as the granddaddy of freelancing platforms. It’s got a massive pool of VAs with a wide range of skills. You post a job, freelancers apply, and you get to pick the best fit. Simple, right? Just make sure to check reviews and ratings to avoid hiring someone who claims to be an Excel expert but thinks a spreadsheet is a type of bed sheet.
2. Fiverr: If you’re looking for specific tasks to be done quickly and cheaply, Fiverr is your go-to. You can find VAs for everything from graphic design to data entry. The downside? Sometimes you get what you pay for, so be prepared for a few duds before you find a gem.
3. Freelancer: Similar to Upwork, but with a twist. Freelancer lets you run contests to see who can deliver the best work before you hire them. It’s like American Idol for virtual assistants. Just don’t expect Simon Cowell to show up and critique their performance.
4. Onlinejobs.ph: If you’re specifically looking for talent from the Philippines (known for their excellent English skills and strong work ethic), this is the platform for you. You can post jobs and browse through resumes to find your ideal candidate. Plus, the cost of living in the Philippines means you can find top-notch VAs at a fraction of what you’d pay in Western countries.

Now, how do you choose the right platform? Here are a few pointers:

• Match the platform to your needs: If you need a quick gig done, Fiverr is your friend. For long-term relationships, Upwork or Onlinejobs.ph might be better.
• Check the fees: Some platforms take a hefty cut of what you pay your VA. Make sure to factor this into your budget.
• Look for reviews: Just like you wouldn’t book a hotel without checking TripAdvisor, don’t hire a VA without reading reviews from other employers.

And remember, choosing the right platform is half the battle. With the right tools in hand, you’re well on your way to finding a VA who will make your life easier and your business more efficient.

Tip 3: Evaluate Skills and Experience

So, you’ve narrowed down your platforms and have a pool of potential virtual assistants. Now comes the fun part—playing detective! It’s time to evaluate their skills and experience to make sure you’re not hiring someone who’s all talk and no action.

First off, portfolios are your best friends. A good VA will have a portfolio that showcases their past work and skills. Think of it as their brag book. Take a close look at their previous projects and see if they align with what you need. If they’ve done similar work before and done it well, that’s a big plus.

Next, conduct a skill test. Yes, just like in school, but without the stress of final exams. Give them a small task related to the job you’re hiring for. This could be as simple as handling an email inquiry or as complex as creating a spreadsheet. The key here is to see how they perform under real-world conditions. It’s like a sneak peek into their work style and competence.

But wait, there’s more! Interviews are a must. Schedule a video call to get to know your candidates better. This isn’t just about skills—it’s also about personality. You want someone who fits well with your working style and culture. Plus, it’s a great way to weed out anyone who might have exaggerated their skills on their resume (we’ve all been there).

During the interview, ask about their experience with similar tasks, how they handle deadlines, and how they manage their workload. Here are a few questions to get you started:

• “Can you tell me about a time you handled a challenging project?”
• “How do you prioritize your tasks?”
• “What tools do you use to stay organized?”

And don’t forget to check references. Yes, actually call or email their previous employers. Ask about their reliability, work quality, and how well they communicated. This extra step can save you from future headaches and help you find someone who’s truly reliable.

Here’s an example scenario to put it all together: Let’s say you’re hiring a VA to manage your social media accounts. You find a promising candidate on Upwork with a killer portfolio showcasing their work with other businesses. You give them a small task—like scheduling a week’s worth of posts—and they nail it. During the video interview, they impress you with their insights on social media trends and their organized approach. A quick chat with their references confirms they’re reliable and easy to work with. Bingo! You’ve found your VA superstar.

Remember, this isn’t just about finding someone who can do the job—it’s about finding someone who can do the job well and make your life easier. So, put on your detective hat, and start evaluating!

Tip 4: Consider Time Zone Differences

You’ve found some stellar candidates, but there’s one tiny detail that could make or break your working relationship: time zones. Yes, those pesky little lines on the map can wreak havoc on your workflow if you’re not careful. But fear not! With a bit of planning and some nifty tools, you can turn those time zone challenges into a smooth, well-oiled machine.

First things first, be upfront about your expectations regarding working hours. If you need your VA to be available during your business hours, make sure they know that from the get-go. Conversely, if you’re more flexible and don’t mind them working while you’re sleeping, then great! Just make sure you’re on the same page.

Now, let’s talk tools. Scheduling apps like Google Calendar can be your best friend here. When you schedule a meeting or task, Google Calendar automatically adjusts for time zone differences. No more mental gymnastics trying to figure out what time it is in Manila when you’re in Las Vegas.

Another lifesaver is World Time Buddy. It’s a simple tool that lets you compare time zones at a glance. Just drag and drop to find the perfect time for meetings that won’t have anyone up at 3 AM unless you’re planning a slumber party.

But what about daily communication? If your VA is on the other side of the globe, you might not have overlapping work hours. In this case, asynchronous communication is key. Tools like Slack and Trello are perfect for this. You can leave messages, assign tasks, and update projects without needing an immediate response. It’s like having a conversation, but without the pressure of responding right away.

Now, let’s address the elephant in the room: meetings. Yes, they’re necessary, but they can be tricky with time zone differences. The golden rule here is compromise. If you have a weekly check-in, alternate the meeting times so you’re not always the one waking up at the crack of dawn. And keep these meetings short and sweet—no one likes a marathon meeting, especially not at odd hours.

Here’s a real-world example: You’re in Las Vegas and your VA is in the Philippines. You need to have a weekly strategy session. Instead of sticking to a rigid schedule, try rotating the meeting times. One week, it’s at 8 AM your time (11 PM for them), and the next week, it’s at 5 PM your time (8 AM for them). This way, both of you share the burden of inconvenient hours.

And remember, a little empathy goes a long way. Your VA is a person, not a robot. If you show understanding and flexibility, they’re more likely to go the extra mile for you.

To sum it up: time zones can be tricky, but with clear expectations, the right tools, and a bit of flexibility, you can make it work seamlessly.

Tip 5: Communicate Clearly and Regularly

Alright, so you’ve got your international VA and you’re navigating those pesky time zones like a pro. Now, let’s talk communication. You know, that thing humans have been perfecting since the dawn of time but somehow still manage to mess up.

First off, clear communication is your secret weapon. When you’re not in the same room—or even the same country—it’s crucial to be as clear as possible. Vague instructions are the enemy. Think of it like this: If your instructions leave room for interpretation, expect your VA to interpret them in the most unexpected way possible.

Start by setting up regular check-ins. This could be a quick daily chat or a more detailed weekly meeting. The key here is consistency. Regular check-ins help you stay on the same page and nip any potential issues in the bud before they become full-blown disasters. Use video calls for these meetings whenever possible. There’s just something about seeing each other’s faces that helps build rapport and ensures nothing gets lost in translation. Plus, you can see if they’re rolling their eyes at your latest “brilliant” idea.

Now, let’s talk tools. Slack is great for real-time messaging and creating different channels for different projects. It’s like having a virtual office where you can pop in and out of conversations as needed. Trello or Asana are perfect for project management. They let you assign tasks, set deadlines, and track progress all in one place. It’s like having a digital command center where you can see who’s doing what and when.

Email is still a thing, too. Use it for longer, more detailed communications that require a bit more thought and formality. But keep it concise—no one likes wading through a novel-length email. And always, always summarize the key points at the end. Your VA will thank you.

Another pro tip: Record important meetings or instructions. Tools like Zoom let you record your video calls, so your VA can revisit the details later. This is especially handy if you’re explaining a complex task. Plus, it saves you from repeating yourself a million times.

Here’s a communication plan example to get you started:

• Daily Check-ins: A quick 10-minute chat on Slack to discuss today’s tasks and priorities.
• Weekly Meetings: A 30-minute video call on Zoom to review progress, discuss any challenges, and plan for the upcoming week.
• Project Updates: Use Trello to assign tasks, set deadlines, and track progress. Comment on tasks directly for clarity.
• Email Summaries: After any major discussion or meeting, send a brief email summarizing the key points and action items.

And here’s a little secret: over-communication is better than under-communication. When in doubt, spell it out. It might feel like you’re being overly detailed, but trust me, your VA will appreciate it. Clear, regular communication builds trust and ensures everyone knows what’s expected.

So, there you have it. With the right tools and a commitment to clear, regular communication, you and your international VA will be a well-oiled machine in no time.

Tip 6: Build Trust and Foster a Positive Working Relationship

You’ve made it this far, so let’s talk about the cherry on top: building trust and creating a positive working relationship with your international virtual assistant. Because let’s be real, no one wants to work for a boss who’s about as warm and fuzzy as a cactus.

First up, trust. This is the foundation of any good working relationship, especially when you’re dealing with someone on the other side of the planet. Trust doesn’t just happen overnight—it’s built through consistency, transparency, and respect. Start by being reliable. If you say you’ll do something, do it. Pay on time, respond to messages promptly, and stick to your agreed schedules. It’s the little things that add up.

Next, show some appreciation. Everyone likes to feel valued, and your VA is no different. A simple “thank you” can go a long way. Celebrate their successes, acknowledge their hard work, and give credit where credit is due. If they’ve done a stellar job on a project, shout it from the rooftops (or at least in your next team meeting).

Feedback is another biggie. Constructive feedback, mind you, not the soul-crushing kind. Be specific about what’s working and what’s not, and offer suggestions for improvement. Remember, feedback is a two-way street. Encourage your VA to share their thoughts and ideas, and listen to their suggestions. Who knows, they might just have the genius idea that takes your business to the next level.

Now, let’s talk about communication beyond just the day-to-day tasks. Take some time to get to know your VA as a person. Ask about their interests, their family, their weekend plans. Building a personal connection makes the work relationship stronger and more enjoyable. Plus, it’s just nice to be nice.

If possible, consider meeting in person at least once. This isn’t always feasible, but if you can swing it, a face-to-face meeting can do wonders for building rapport and trust. If not, regular video calls can help bridge the gap and make the relationship feel more personal.

And let’s not forget about professional development. Encourage your VA to learn new skills and grow in their role. Offer opportunities for training and development, whether it’s through online courses, workshops, or conferences. A VA who feels invested in will be more motivated and loyal.

Here’s an example of how to foster a positive working relationship:

• Reliability: Always pay your VA on time and stick to agreed schedules.
• Appreciation: Regularly thank your VA for their hard work and acknowledge their contributions in team meetings.
• Feedback: Provide constructive feedback and encourage your VA to share their ideas and suggestions.
• Personal Connection: Take time to get to know your VA as a person and build a personal connection.
• Professional Development: Invest in your VA’s growth by offering opportunities for training and development.

A positive working relationship isn’t just nice to have—it’s essential for a productive and happy partnership. Treat your VA with respect, show appreciation, and invest in their growth, and you’ll build a relationship that’s beneficial for both of you.

Congratulations, you’re now armed with the ultimate guide to hiring international virtual assistants! Let’s quickly recap those golden nuggets of wisdom:

1. Define Your Needs and Goals: Know exactly what you want before you start looking. Clear job descriptions and well-defined goals are your secret weapons.
2. Choose the Right Platform: Pick the best place to find your perfect VA match, whether it’s Upwork, Fiverr, Freelancer, or Onlinejobs.ph.
3. Evaluate Skills and Experience: Play detective with portfolios, skill tests, and interviews to ensure your VA has the chops for the job.
4. Consider Time Zone Differences: Master the art of juggling time zones with scheduling tools and flexible communication strategies.
5. Communicate Clearly and Regularly: Keep the lines of communication open and crystal clear with regular check-ins, the right tools, and concise instructions.
6. Build Trust and Foster a Positive Working Relationship: Treat your VA with respect, show appreciation, provide feedback, and invest in their growth to build a strong, productive partnership.

Now, if you’re thinking, “Wow, that sounds like a lot of work!” don’t sweat it. If you’d rather skip the hassles of vetting and hiring your own international virtual assistant, we’ve got you covered. Contact us at VP Virtual Assistants and let us handle the heavy lifting. Your perfect VA is just a click away!

Happy hiring, and here’s to a more productive, stress-free future!