This article is an excerpt from my new workshop, “Delegate or Automate, A Simple Guide To The Virtual Workplace.” 

If you want to see business growth, offer quality services or products, have happy clients and still have a life, then you need to stop trying to wear all the hats.

Because you are juggling so many roles, you are stretched thin. You aren’t able to hunker down and focus good energy on one or two major components of your business, and it’s suffering. So what is better, saving a few dollars so you can do everything but not get it done as best as it could be? Or hiring an assistant to help you, so you can focus and get things done well?

The answer is clear. You would most definitely benefit from hiring a virtual executive assistant (VA). Not only will they help you tackle business, but you’ll have more time for other things that matter besides work.

First, establish how often you will need your virtual assistant: once or twice a week, everyday for 2-4 hours, everyday for 8 hours or only when you have a big project coming up?

Next, think about how you will work with them via the ‘World Wide Web’. Email is no longer the go-to form of communication when it comes to having a team online.

Not only do you need a tool for communication, but you also need to know how you will share documents you’re working on together. How will they log their hours, if you require it? How should they store passwords to certain platforms you might both need to use with only one available login (ex: your website back-end)?

I have personally enjoyed success using Slack as a communications tool, which also integrates well with WorkingOn (App) for logging tasks throughout the day. As for file transfers,it is fairly easy to utilise DropBox and its ‘Share’ function. You simply plug your VA’s email in, they receive an email inviting them to access the folder you want to share and they can then help you edit or add new files. If you need an email system you can use Gmail along with Google Drive (instead of Dropbox), and take advantage of their calendar for important team dates. Another option is Outlook which easily syncs with all things Microsoft. It too comes with a calendar built within the platform. Explore your options and use what you think will work best for you and your budding business.

You need a better idea of what you will outsource to your VA before you can truly give them an adequate description of the things they can expect to be working on. Let me guide you in which tasks you should keep, and which you can afford to handover:

Step #1: Write down a list of ALL the tasks that you have been doing so far, and add the important tasks that should be done but you’ve never gotten around to (ex: organising file folders).

Step #2: Circle the tasks where you must play the main role (ex: coaching calls with clients).

Step #3: Put a square around the tasks which you could easily handover to your VA (after you’ve given them a little training). Example: drafting blog posts, finding images for social media,social media scheduling, keeping inbox clean, etc.

Step #4: Put a star next to any tasks which have no circle or square around them. Or re-visit them and decide if you have room on your plate to keep them, or you really need to delegate them in order to perform your best (remember: you don’t want to stay stretched thin).

Step #5: Create a Word document listing the tasks you need your VA to help you with. This will be the foundation for writing their job description. Also,include if you require to see some of their past work or 2-3 solid references.

There you have it, your 5 step guide in determining if you’re ready (or not) to take your business to the next level and hire a virtual executive assistant. I hope this helps!