Hiring a Virtual Assistant can feel like quite a big step.
You're potentially giving someone access to your inbox, your website, your booking system, client information and parts of your business that you've probably been managing yourself for years.
So while finding someone with the right skills matters, there's another question that's just as important:
Will you actually feel comfortable handing things over to them?
If you're thinking about hiring a VA, here are seven things I'd consider before deciding who to work with.
1. What do I actually want help with?
You don't need a perfectly organised task list before you start looking for support.
But it helps to have a rough idea of what's taking up your time.
Think about the jobs that happen repeatedly.
What keeps getting pushed down your list?
What are you doing in the evenings?
What do you dislike doing?
And which tasks are you still doing simply because you've always done them?
You might end up handing over completely different things once your VA gets to know the business, but identifying a few starting points makes that first conversation much easier.
2. Do they understand businesses like mine?
A VA doesn't necessarily need experience in your exact profession.
But relevant experience can make a big difference.
I specialise in supporting wellness and health businesses, so I'm already familiar with many of the things that come with running them - appointments, client or patient enquiries, booking systems, newsletters, websites, invoicing and the general admin happening behind the scenes.
I also regularly work with platforms used by businesses in this space, including systems such as Cliniko and Acuity.
That means we're not starting completely from scratch.
3. Can they help with the things I need now and potentially later?
You might initially want someone to manage one particular task.
But it's worth thinking slightly further ahead.
If your VA gets to know your business well, could they eventually take over other things too?
For example, someone might start by helping with a newsletter and later become involved with the inbox, website or booking admin.
Personally, I like this kind of working relationship.
My role often grows naturally as I understand more about how the business works and spot other things I can take off the client's plate.
4. How do I want us to communicate?
There isn't one correct way to work with a VA.
Some people like regular calls.
Some would rather send an email.
Some send voice notes.
Some of my clients contact me regularly; others essentially appear, hand me something and disappear again.
Think about how you naturally communicate and ask how the VA usually works with clients.
The best system is generally the one you'll both actually use.
5. Do I need somebody to follow instructions or somebody who can figure things out?
This is a really important distinction.
Sometimes you know exactly what needs doing and simply need another pair of hands to do it.
Other times, what you really need is somebody who can take:
“This needs sorting and I don't know how.”
…and run with it.
Neither type of support is inherently better. It depends on what you need.
But if you don't want to spend your time breaking every job into individual instructions, look for someone who's comfortable investigating, problem-solving and working independently.
That's a big part of how I work.
6. Do I feel comfortable with this person?
This one is harder to put on a service comparison spreadsheet, but I think it's hugely important.
Your VA may end up seeing the slightly chaotic bits of your business.
The overflowing inbox.
The system you've been meaning to sort for six months.
The invoice you forgot about.
The thing you don't understand and feel like you probably should.
You need somebody you can say that to without feeling judged.
You also need to trust them enough that eventually you can hand something over without hovering over their shoulder.
Skills matter.
But so do reliability, communication and feeling that you can actually work together.
7. What does the support actually cost me — and what does it give back?
Obviously, budget matters.
But I'd look beyond simply comparing hourly rates.
If you're paying someone for five hours of support, what are those five hours allowing you to stop doing?
Could you use that time for client appointments?
Could you work on something that actually requires your expertise?
Could it mean your newsletter finally goes out consistently or enquiries receive replies more quickly?
Could it simply mean you're not doing invoices at 9pm?
The cheapest hourly rate isn't automatically the best value, just as the most expensive VA isn't automatically the best.
You're looking for support that genuinely makes running your particular business easier.
You don't need to have everything figured out before you enquire
If you've never hired a VA before, you probably won't know exactly how the relationship should work.
That's fine.
A first conversation isn't a commitment to hire someone.
It's an opportunity to explain what's happening in your business, ask questions and see whether you think you'd work well together.
And personally, I'd much rather have a normal conversation than perform an elaborate sales presentation at you. 😂
Looking for a Virtual Assistant for your wellness or health business?
I'm Rachel, a Virtual Assistant specialising in supporting established wellness and health businesses.
I help with inboxes, client and patient admin, bookings, invoicing, websites, newsletters, systems, social media support and all the other practical jobs that keep businesses running behind the scenes.
I've been running my VA business since 2021, and many of my clients have worked with me long-term.
I currently have space for 1–2 new ongoing clients.
If you're considering hiring a VA even if you're not completely sure what you'd hand over yet, let's have a chat.
No pressure, no awkward sales pitch and no requirement to pretend your inbox is tidier than it actually is.