If you’re a service provider, you know the feeling: juggling client work, admin tasks, and business growth—all while trying to have a life. At some point, you realize you can’t do it all alone. That’s where hiring a Virtual Assistant (VA) comes in.
But hiring a VA isn’t just about handing off tasks. If you want to save time, increase revenue, and actually get results, you need the right hiring strategy. In this post, I’ll walk you through the exact process to find, hire, and delegate effectively so you can grow your business without burning out.
Step 1: Identify What to Delegate
The biggest mistake I see? Only delegating tasks you hate doing. While that sounds logical, it often leads to frustration because those tasks might not actually impact business growth.
Instead, start with ROI-driven delegation. Ask yourself:
✅ What’s taking up the most time in my business?
✅ Which tasks directly generate revenue?
✅ What’s preventing me from scaling?
Prioritize these:
- Managing client communication 📩
- Scheduling discovery calls 📅
- Following up on unpaid invoices 💰
- Formatting and scheduling content 📢
Make this even easier by grabbing my 50+ Tasks to Outsource to a VA list so you know exactly what to delegate first! 👉 DOWNLOAD HERE
Step 2: Find the Right VA (It’s About Fit, Not Just Skills)
The right VA isn’t just someone with experience they need to match your work style and business needs. Here’s how to ensure a great fit:
The 3-Part Job Description Formula:
1️⃣ Role Overview – What tasks they’ll handle (e.g., inbox management, client follow-ups).
2️⃣ Skills Required – Tools they need experience with (e.g., Teamwork, Canva, Google Workspace).
3️⃣ Results Expected – Be clear about deliverables and success metrics.
Ask Better Questions: Instead of just checking skills, ask:
- “How do you prioritize tasks when managing multiple clients?”
- “What’s your process for solving problems you haven’t encountered before?”
- “Tell me about a system you’ve built for a client.”
Run a Test Project First
Before hiring, you can assign a paid test project (e.g., organizing your inbox or scheduling social media) to see their skills in action before committing. THIS MUST BE PAID but it is a good way to see how they work before committing.
Step 3: Onboard the Right Way
Most VA hires fail because of unclear expectations. You don’t just need to tell them what to do you need to show them how to succeed.
- Document your processes – Create SOPs or screen-record walkthroughs.
- Give them Quick Wins – Start with small, achievable tasks to build confidence.
- Set up a feedback loop – Regular check-ins prevent miscommunication
💬 Example Feedback:
- What went well: “I loved how you organized my inbox—super intuitive!”
- What to improve: “Let’s add more detail to task notes in Teamwork so I can track progress.”
The goal? Empower your VA to make decisions so you’re not micromanaging every step.
Watch the Full Masterclass 🎥
Want a deeper dive into these strategies? Watch my full How to Find, Hire, and Delegate to the Right VA in 30 Days masterclass below:
Next Steps: Build Your Dream Team
Hiring a VA is the first step to scaling your business without adding more hours to your week. If you’re ready to build systems that work, hire with confidence, and delegate like a pro, check out The Complete VA Hiring and Delegation System.
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