Finding the right virtual assistant as a business owner or employer can be challenging, especially if you are unfamiliar with the virtual assistant market in the Philippines.

To the contrary, if you hire a virtual assistant in the Philippines, you gain access to a highly skilled and motivated worker who is dedicated to seeing your company succeed.

In this article, we guide you to the step-by-step process of hiring the right Filipino Virtual Assistant for you. Read through the article and be sure to check the resources we have provided.

Let’s Begin with this question…

When do you know that it is high time to hire a virtual assistant?

Check your work status. Are you:

• Your workload is consistently overwhelming and has a negative impact on your productivity.
• You consistently miss deadlines and struggle to manage your time effectively.
• You are unable to complete administrative tasks such as appointment scheduling, email management, or data entry.
• You want to delegate time-consuming or repetitive tasks so that you can focus on core business activities.
• Your company is expanding, and you require additional assistance to meet increased demands.

If you are experiencing the ones I have mentioned above, you need to start hiring a virtual assistant that can help you reduce stress, increase efficiency, and effectively grow your business.

In this article, we are focused on hiring virtual assistants from the Philippines due to the numerous benefits that come with the hiring. You can read the full article below:

Why Business Owners are Hiring Virtual Assistants from the Philippines

Step-By-Step in Hiring Virtual Assistants from the Philippines

Here are the steps that you need to do to effectively hire the right Virtual Assistant from the Philippines based on your need:

Step 1: Identify and Determine the Need

Before you start your VA search, it is essential to determine the type of work you need to outsource and the skills required for the job. This will help you find a virtual assistant who is well-suited to your business needs and requirement.

Here are some of the steps you can do to be able to identify the type of VA that you need for the job:

1. Assess your workload: Determine how much work you have on your plate by reviewing and ranking the tasks you are currently completing. Find out what you can have your virtual assistant do so you can focus on more pressing matters.
2. Define the job responsibilities: Lay out exactly what it is you want your virtual assistant to do for you. Specify how often, for how long, and by what date each task needs to be completed.
3. Determine the required skills and experience: Consider the level of expertise and experience required to carry out the delegated tasks. It is essential to take into consideration the level of expertise and experience required to complete the tasks that have been delegated. If you follow these steps, you will have an easier time finding a virtual assistant who is a good fit for your business..
4. Consider your budget: Determine the maximum amount of money you are able to spend on a virtual assistant. Having this knowledge will allow you to concentrate on finding virtual assistants whose rates fall within your budgetary constraints.
5. Think about your company culture: Consider the characteristics of the employee that would make working with them a pleasure. How much do you value a virtual assistant (VA) who takes the initiative, keeps the lines of communication open, and pays close attention to even the smallest of details? It is essential to look for a virtual assistant who has a personality that is congruent with that of your company.

By following these steps, you can effectively identify the right VA needs and find the right candidate for the job you want to delegate.

Step 2: Find Candidates

As soon as you have done step 1, you begin finding candidates. There are several ways to find candidates for virtual assistant jobs in the Philippines. Consider the following steps also to ensure that you have done the step-by-step process in finding the right candidate for you:

1. Use online platforms: Find virtual assistants by searching online. Sites like Upwork, Fiverr, and Freelancer can help you find qualified individuals. To get virtual assistants from all over the world, you can use these sites to post job openings.
2. Utilize remote staffing companies: Use a remote staffing agency that specializes in placing Filipino virtual workers with companies, such as Growth VAs.. These agencies can aid in your search for a suitable VA by conducting preliminary screenings and verifications of their credentials.
3. Ask for referrals: Speak with family, friends, and other business owners to get names of virtual assistants they have enjoyed working with. If you’re looking for a reliable VA, this can be a great way to find one.
4. Create a detailed job listing: When advertising a position, be specific about the duties to be completed, the qualifications sought, and the financial resources at your disposal. This will aid in luring qualified individuals to apply for the position.

By following these steps, you can effectively find the right VA candidate that you can consider. As soon as you have found the candidates, you need to proceed to the next step, which is…

Step 3: Screen Applicants

Once you have received applications, it’s time to screen the candidates. Review their resumes, portfolios, and other relevant information to determine their suitability for the role. 

Screening virtual assistant (VA) applicants is an important step in the hiring process as it helps you to narrow down the pool of candidates to the most qualified and suitable individuals for the job. Here are some steps to help you screen VA applicants:

1. Review resumes and portfolios: Review each applicant’s resume and portfolio to get an understanding of their background, education, and work experience.
2. Check references: Ask applicants for professional references and follow up with these references to verify the information provided in their resumes and portfolios.
3. Assess technical skills: Depending on the tasks you need to delegate, you may need to assess the applicant’s technical skills. For example, if you need a VA to handle your social media accounts, ask them to provide examples of their previous work or take a skills test.
4. Evaluate communication skills: Good communication skills are essential for a VA, so make sure to assess their written and verbal communication skills. This can be done through email or chat exchanges or by conducting an initial interview.
5. Verify credentials: Verify the applicant’s credentials, such as their education and work experience, to ensure that they are telling the truth and have the qualifications they claim to have.

By following these steps, you can effectively screen the Filipino VA applicants and find the best candidates for the job which you will  consider for an interview.

Step 4: Set Interview

After you have narrowed down your list of candidates, it’s time to conduct an initial interview. 

The initial interview with a prospective virtual assistant (VA) is crucial because it gives you a chance to assess the candidate’s qualifications, skills, communication abilities, and cultural fit with your business. To better understand the significance of the initial VA interview, consider the following:

1. Get to know the candidate: The first interview is a great time to learn more about the applicant and assess whether or not you would like to move forward with them. You can use this data to see if the applicant is a good fit for your organization.
2. Evaluate communication skills: Assess written and verbal communication abilities. As a VA, effective communication is crucial, and the initial interview is a great time to evaluate a candidate’s abilities in this area.
3. Assess compatibility: Compatibility with the company culture can be evaluated during the first interview. If the candidate has the right personality and work ethic, you’ll be able to tell if they’ll be a good fit for your team.
4. Clarify job responsibilities: You should make all the job responsibilities and expectations clear during the initial interview with the prospective VA. It’s a good way to make sure the applicant knows what to expect from the position before they accept it.
5. Make informed decisions: The information gleaned from the first interview should help you determine whether or not the candidate is a good fit for the position.

For a more thorough review on the questions you can ask, you can check my article: Virtual Assistant Candidates Interview Guide.

In a gist, the preliminary interview with a potential VA candidate will allow you to understand the candidates readiness for the job you are about to assign based on their experience, skills, and cultural fit with your company.

With this process, you can trim down candidates to top 3 or 5 and proceed to the next step, which is…

Step 5: Test and Verify

If you are satisfied with the results of the initial interview, you can ask the candidate to complete a test task to verify their skills. This will give you a better understanding of their abilities and how well they can handle the work you need to be done.

An essential part of hiring a virtual assistant (VA), testing and verification ensures that the candidate have the experience and expertise needed to do the job. Some suggestions for vetting a potential VA employee are as follows:

1. Provide a sample project: Show the candidate a sample of work that is similar to what they will be doing. To gauge their competence, you can use this.
2. Give a skills test: Consider administering a skills test to candidates, depending on the nature of the responsibilities you will be asking them to take on. If you’re looking for a virtual assistant to manage your company’s social media accounts, you could, for instance, request a sample post from them.
3. Check their references: After a candidate has passed the initial screening, it is time to verify their claims by contacting their provided references. Never miss this one out. It is also best to check on their history from the previous company.
4. Use online tools: Make use of online resources, such as plagiarism checkers, to double-check the candidate’s work and make sure they haven’t plagiarized any of their previous efforts.

Candidates for virtual assistant roles should be put through rigorous testing and verification procedures to ensure they not only meet but exceed all position requirements.

Step 6: Final Interview

If the candidate has passed the test, you can proceed to the final interview. This is an opportunity for you to ask any remaining questions and for the candidate to ask any questions they may have.

When hiring a virtual assistant (VA), the last interview is crucial because it allows you to make a final decision about the candidate’s qualifications for the position. The significance of the last interview lies in the following areas:

1. Evaluate overall fit: Final interviews are ideal for gauging a candidate’s overall compatibility with the position and for making a final hiring decision.
2. Discuss specific job details:  Make sure the candidate knows exactly what you expect of them by going over the finer points of the position, including working hours, pay, and benefits, during the final interview.
3. Address any concerns: You can put your doubts and questions about the candidate to rest and make sure they feel confident in their ability to do the job in the final interview.
4. Make a final decision: Determine whether or not the candidate is the most fit for the position depending on all the information from the final interview.

Having one last conversation with a candidate will help you determine if they are the most fit for the position and solidify your belief that you have the ideal candidate.

Expect that right after with this step, you are able to select the best Virtual Assistant candidate for your requirement.

As soon as you have spotted the right one, you proceed to…

Step 7: Negotiate Work and Pay Terms

An essential part of hiring a virtual assistant (VA) is negotiating the terms of employment and compensation. This will help to set reasonable and fair goals for both parties. Here are some suggestions for approaching a virtual assistant (VA) about work and compensation:

1. Determine the pay rate: Establish the VA’s salary by taking into account the individual’s relevant work experience, skill set, and the scope of the position’s responsibilities. Making sure the pay rate is competitive requires thinking about and researching market rates for similar positions.
2. Discuss work hours: Discuss and clarify all the work hours, time zone, and response time to ensure everyone is on the same page.
3. Define job responsibilities: Define the duties of the position and make sure the prospective hire understands what you expect of them.
4. Discuss benefits: Discuss any benefits that you’ll offer to the VA, such as paid time off, sick leave, and insurance coverage.
5. Agree on a contract: It is important to write an agreement or contract that outlines the responsibilities and expectations of both parties after agreeing about the work and payment terms together. It is also worth noting to write everything in black and white.

You can avoid misunderstandings and make sure you and your virtual assistant (VA) are on the same page by negotiating their work and payment terms ahead of time. It can be beneficial to your relationship with your VA if you do this.

As soon as everything is clear from both sides… be sure to take the next part seriously as some of the VA applicants fall-off of interest because of 

Step 8: Delight New VA Hire with Onboarding

Finally, it’s time to welcome your new virtual assistant onboard.

Importance of Delightful Onboarding Experience for New VAs

The onboarding experience for a new virtual assistant (VA) applicant is extremely important for several reasons:

1. Sets the tone for the working relationship: The onboarding experience sets the tone for the working relationship between the employer and the VA. A smooth and positive onboarding process can help to establish a positive working relationship, while a disorganized or confusing onboarding process can create friction from the start.
2. Increases job satisfaction: A well-organized onboarding process can increase job satisfaction and reduce turnover rates. When a VA feels welcomed, supported, and valued, they are more likely to be satisfied with their job and remain with the company for a longer period of time.
3. Improves productivity: A smooth and effective onboarding process can help the VA get up to speed more quickly, which can result in improved productivity and a faster return on investment.
4. Builds trust: A positive onboarding experience can build trust between the employer and the VA, which is essential for a productive working relationship.
5. Demonstrates the company’s values: The onboarding process is an opportunity for the employer to demonstrate their company’s values, such as commitment to quality, professionalism, and customer service.

To Ensure a Delightful Onboarding for VA’s these are some of our suggested steps:

1. Provide clear instructions: Don’t be vague with your directions. Make sure the VA understands what you expect of them and how to follow the company’s policies and procedures.
2. Set up necessary tools and systems: Ensure that the VA has access to the necessary tools and systems they need to perform their job effectively, such as a computer, software, and company email account.
3. Assign a mentor or supervisor: Assign a mentor or supervisor to the VA to help them get up to speed and answer any questions they may have. These are the people that they are constantly in contact with and the ones they can immediately ask if they have any question.
4. Provide training and resources: Give the VA the training and tools they need to succeed in their position and to learn about the company’s mission and values.
5. Regular check-ins: Arrange for regular check-ins with the VA to share your thoughts and make sure they feel at ease with their responsibilities.

By creating a delightful VA employee onboarding experience, you can ensure that your new VA feels welcome and valued, and that they are able to perform their job effectively. This can help to build a positive and productive working relationship with your VA.

By giving importance to the new VA applicant’s onboarding experience, employers can help ensure a positive start to the working relationship, increase job satisfaction, improve productivity, and build trust with their VA.

In Conclusion…

Hiring a Filipino virtual assistant for your brand, company and business can be a rewarding experience for business owners and employers.

The key to success when hiring a VA is to effectively identify your needs, find the right candidate, screen applicants, conduct a thorough interview process, and provide a delightful onboarding experience.

By taking the time to find the right VA, and by providing a positive and supportive onboarding experience, you can help ensure a productive and successful working relationship. The result will also be a valuable addition to your team, providing expert support to help you achieve your goals and grow your business.

So, if you’re looking for an effective and efficient way to scale your business and free up your time, consider hiring a virtual assistant from the Philippines. Lastly, with the right approach, you can find the ideal VA to support your business and help you succeed.

P.S. Should you need help in finding the right Virtual Assistant for you, simply contact us.