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When you started your business it was probably only a dream that you would ever need to hire help, especially if you began as sole proprietor. Nevertheless, on occasion the work load often exceeds what an industrious, highly efficient do-it-myself kind of owner can manage.

If things get to the point that your efficiency level is not what it use to be and you still have business pouring in, then you may be at a place where you might want to consider hiring out.

This brings about the question, when should I hire help? The following questions will help you evaluate your unique situation and should also help you determine if you really are at the place of needing outside help.

Are you content with your level of efficiency? Again, if the answer is no and you feel that you are constantly behind, this is another indicator of needing help.

Are you finishing the jobs that you need done on a daily, weekly or monthly basis? If the answer is no, and you are falling behind then that is a good indicator of needing help and needing it fast!

Are you enjoying your work as much as when you started? Then there is something wrong. Remember you went into business for yourself because you loved what you were doing and could do for others.

Are your customers happy with the work that you are doing? If your customers are complaining about your product or service, then please do not delay in getting assistance. Especially if you have answered no to all three of these questions!

What about the growth of your business? Is it stagnating because you are always behind doing the things you like the least? Then consider hiring someone to do those things so you can do the things you do best – grow your business, interact with your customers, instead of being at the books all the time or making phone calls to manufacturing companies or responding to correspondence.

If you answered all of the above with a resounding no, then it is time to start looking for that extra set of hands so you can go back to the place of being happy efficiently running your business in the front end. Hire someone who is gifted in doing the back end work in the office. This does not mean that the person has to be hired full-time or that you have to provide benefits. It is possible to hire an independent contractor in the field of Virtual Assistants.

The World of Virtual Assistants

A Virtual Assistant is a person who provides services in many different areas of administrative tasks. One Virtual Assistant may provide graphic design, while another office support or secretarial skills, yet another may only provide marketing assistance with the design and printing of marketing tools. Many Virtual assistants offer a plethora of services which may or may not include all of the aforementioned services.

The idea of Virtual Assistants is that they are assistants who perform the work you give them virtually. This may be via the Internet or simply from their home office while you are just down the street from them.

Hiring a Virtual Assistant

Hiring a Virtual Assistant will be very much like hiring any other person. You will want to ask for references or examples of work if you are not acquainted with the person. If you are hiring someone who has been recommended to you or is an acquaintance, then you may feel comfortable with just the word of mouth referral.

Look at the qualifications of the individual in relation to your needs. If you need a person well versed in accounting software, then you do not want to hire a person who has experience in design software. The same goes for not hiring a secretary when you really want someone with marketing experience. Nevertheless, there are many Virtual Assistants who are experienced in many different areas, so just be aware of that fact.

However, before the actual hiring takes place there are a few preliminary steps to take to make working with a Virtual Assistant go smoothly for both parties.

Now would be time to make a list of things you need your hired help or Virtual Assistant to do for you and prioritize them by the most important to the least important and be well prepared by laying out what all needs to be accomplished with each of these priorities. Plan, be organized and think about how much you are willing to pay for each of these projects because you could also hire on a project to project basis. Research what Virtual Assistants tend to charge. Rearrange your budget so it can withstand what may be an initial expenditure, but in the long run has great potential to increase your cash flow. Put this list – named “Needs” in a file folder labeled VA. Simple enough.

Next, write out your expectations for what you expect your VA to do for you. File this – named “Expectations” in the same VA folder.

It is always a good idea to have an independent contract. This contract is an agreement between the VA and yourself. In this contract, all your needs, expectations can be clearly laid out, as well as the VA’s rates and policies. Both of you will be able to go over it and add or remove things that are not applicable to your work agreement. This contract protects the interest of both the company doing the hiring and the independent contractor, who is the VA in this case.

Independent contractors are not employees. They are their own entities and you will have no rule over when and how they work, with the exception of what is laid out for each of your projects. Independent contractors do not receive employment benefits such as health, dental, accidental death insurance. Nor do they receive paid holidays. Thus, they are responsible for all those things themselves. Ultimately saving you money. Usually they are only hired on an as needed basis or possibly for a certain amount of hours per month, in which case many Virtual Assistants may offer a discounted rate if you retain their services for a set amount of time each month. Again saving you money in the long run.

Hiring a Virtual Assistant also means that you do not have to provide office equipment, separate office space or office supplies, unless it is project specific. Each Virtual Assistant will have his or her own office where they provide all of their office supplies, equipment and space, which may or may not be in their home.

Many local Virtual Assistants even offer on site help, if that is a need you have for filing purposes, or picking up and dropping off project work. If they do not have that listed in their services, do not be afraid to ask them to. They just may not have thought of it! Remember they want to serve and help you and usually have your best interest at heart since you are the heart of their business.

The world of hiring a Virtual Assistant is definitely expanding and offers plenty of options to the small business owner. More small business owners need to be aware of the possibilities of hiring help without the headaches of having a full-time or part-time employee, especially since a Virtual Assistant is cheaper come tax time with no W-2s to file or unemployment taxes to pay. Now that alone should get your attention and get serious about the world of Virtual Assistants.

Where to Find a Virtual Assistant

There are many different places that offer a directory of Virtual Assistants. A couple of these places are Shelancers.com and, IAVOA.com. VirtualOffice4-U.com is an individual VA offering services in office, promotionals and stationary. Whereas, RobnTBusinessSolutions.com offers assistance in administrative tasks such as: courtesy calls, telemarketing, ghostwriting and correspondence. Then there is DailyAdministration.com which provides services in Sales, Marketing, Administration and Internet related support. A VA may also just provide bookkeeping services. There is as many possibilities in the world of VA s and as you can see, it will not be difficult to find someone more than capable and qualified to complete the tasks that are holding you back in the front end of your business.

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