When to Hire a Virtual Assistant
Featuring insights from my VA, Kimmy
"I can do things you cannot, you can do things I cannot; together we can do great things." — Mother Teresa (St. Teresa of Calcutta)
We started our businesses to make a difference in the world. We wanted to help our clients or sell a product we believed in. But as we got things up and running, we realized there's a lot more involved than just our core services.
Over time, you realize you can't do it all — but you're not always sure the best way to get everything done.
The easiest way? Hire a Virtual Assistant (VA). A lot of people think it's out of their budget, or have real fears around handing things over. That's completely understandable, and I'm here to walk you through it.
The number one reason I think it's worth doing: it gets the admin tasks you hate (and avoid) off your plate. And once those are gone, you free up the time and brain space for the stuff that actually grows your business: getting new clients, creating new products, whatever moves the needle.
What Can You Outsource to a VA?
You'd be surprised what you can hand off. Some common ones:
Email management
Email marketing
Social media management
Calendar management
Miscellaneous admin tasks
Travel plans
Appointment scheduling
Update Etsy/Shopify listings
I know control is a big thing for most of us. We assume no one can do it as well as we can. If you find the right person, you'll get to a place where you trust them enough to really hand work over.
Communication Makes or Breaks It
A healthy communication workflow makes this so much easier. My VA and I use Voxer, a texting/walkie-talkie voice message app. It makes it easy to send quick messages and voice notes about what needs to get done.
A VA's Perspective
I asked my VA, Kimmy, to share what she sees working with business owners — because honestly, she has a perspective I don't. We've worked together for three years now, and she's been such a great asset to my business.
What's one thing you took off someone's plate that made the biggest difference?
Kimmy thinks back to a recent VA client whose tasks kept piling up. The more they worked through it together, the more everything kept circling back to the same place: her website. It had grown out of step with her business and was quietly creating friction in almost everything she tried to do.
The client hadn't said “fix my website.” She just felt stressed and didn't know where to start. So Kimmy stepped in and gave it a full refresh. When the client saw it, she said it felt like a weight had been lifted.
What would you want a woman entrepreneur to know before deciding to hire a VA?
“Start with the tasks you don't like doing,” Kimmy says. “The ones you dread. The ones you keep pushing to next week. The things you have zero interest in ever learning. Those are your easiest, most natural hand-offs, because honestly, you don't want to be doing them anyway.”
She notes that people often assume hiring a VA means handing everything off at once, and that it'll feel simple right away. But it can be hard to hand off your “baby” — your business. As you get to know the person and build trust, it gets easier to delegate more. In the beginning, knowing what you don't like doing is the best place to start.
What's a misconception people have about virtual assistants?
That they can do every little thing. Not all VAs are social media managers. Basic VAs tend to be lower cost, while ones with specialties usually do (and should) come with higher rates.
What's one piece of advice you'd give someone who's nervous about hiring help?
“Hopping on a call with someone will usually help lessen the nerves, because you get to actually meet the person and know if you're a good fit,” Kimmy says.
Don't be afraid to ask about their strengths and weaknesses. Someone honest will tell you what they're good at and what they're still working on.
How has being a VA allowed you to use your own gifts and serve others?
“The biggest thing I've learned about myself since becoming a VA is that I genuinely enjoy the things most people dread,” Kimmy says. The tedious tasks, the detailed to-do lists, the behind-the-scenes work that piles up — it's just how her brain works.
“There is honestly nothing better than clearing a to-do list someone has been avoiding for weeks. Watching that weight come off their shoulders never gets old. I feel so lucky that I get to serve my clients this way and play even a small part in helping their businesses grow.”
Closing
You don't have to do it all — and honestly, you were never meant to. The tasks that drain you are someone else's sweet spot, the same way your zone of genius is for your clients.
If you've been putting off hiring help because it feels overwhelming or out of reach, start small. Pick the one task you dread most and hand it off. You might be surprised by how much lighter everything else feels once it's gone.
Beth Anne Kaczmarczyk is a cradle Catholic who is passionate in helping others in her community with her husband through the Knights of Columbus. She is a QuickBooks Online ProAdvisor and runs her own Bookkeeping firm. She is passionate about helping small business owners have less stress and grow their businesses. You can connect with her on Instagram, or join her monthly newsletter to receive a Monthly Bookkeeping Checklist!