Things You Should Know Before Hiring a Virtual Assistant

Hiring a virtual assistant can be transformative for your business—but only if you prepare properly. This guide outlines what to know before hiring a VA, from defining tasks and choosing time zones, to setting expectations and picking the right VA provider. Avoid common pitfalls and make a smart hire the first time.

Why Hiring a Virtual Assistant Isn’t Just About Saving Time

Many entrepreneurs assume hiring a virtual assistant (VA) is as simple as offloading emails or scheduling meetings. But success with a VA depends on preparation, clarity, and alignment—not just task delegation.

Before you bring a business virtual assistant on board, especially a Filipino VA, it’s crucial to understand the dynamics of remote support. The right mindset, systems, and onboarding strategy can determine whether the hire becomes a long-term asset—or a missed opportunity.

1. Know Why You’re Hiring (Not Just What You Want Done)

It’s tempting to create a long list of tasks and expect your VA to “figure it out.” But virtual assistants thrive when there’s a clear reason behind their role.

Ask yourself:

• Am I hiring to free up my time?
• Do I need help managing client communications?
• Am I scaling a process like lead generation or admin support?
• Is this role short-term, ongoing, or evolving?

When your VA understands your purpose—not just your process—they can take more initiative and grow with your business.

2. Document Your Tasks First

Before searching for a VA, track your tasks for at least 3–5 days. Note which are repetitive, time-consuming, or outside your zone of genius.

Examples of commonly delegated tasks:

• Calendar scheduling and inbox management
• Lead follow-up and CRM updates
• Social media content posting
• Data entry or report formatting
• Customer service replies

This list becomes your foundation for creating a role description and onboarding plan. Clarity at this stage will save weeks of miscommunication later.

3. Choose the Right Time Zone for Your Workflow

Time zone alignment is one of the most overlooked factors in hiring a virtual assistant.

Here are your options:

• Same-time support: Ideal for real-time communication, customer service, or high-priority tasks
• Offset-time support: Great for overnight processing, inbox cleanups, and scheduling prep
• Blended hours: Partial overlap allows for check-ins plus independent execution

Filipino VAs are known for flexible scheduling and strong English fluency, making them ideal for both synchronous and asynchronous workflows.

4. Don’t Underestimate Training and Onboarding

Even experienced virtual assistants need context. Business tools, tone of communication, and client preferences vary widely.

To ensure success:

• Prepare SOPs (Standard Operating Procedures) or screen recordings for key tasks
• Create a 30-day onboarding plan with milestone check-ins
• Define communication norms (Slack, email, Zoom, etc.)
• Set clear performance metrics or KPIs from day one

Think of onboarding as an investment, not a cost. The better your training, the faster your ROI.

5. Know the Difference Between Freelancers and VA Agencies

While platforms like Upwork or Fiverr offer access to freelance talent, not all VAs are vetted or specialised.

Why many businesses prefer an agency like BBVA:

• Pre-vetted, role-specific virtual assistants
• Backup or replacement support when needed
• Dedicated account manager for issues
• Industry-aligned VAs (e.g. real estate, sales, executive admin)
• Performance tracking and onboarding support

If consistency and reliability matter, a professional VA recruitment agency offers far greater stability.

6. Cultural Fit Matters—Especially for Long-Term Roles

When working with international virtual assistants, it’s important to consider communication style, cultural understanding, and work ethic.

Filipino VAs are especially known for:

• High levels of professionalism and discretion
• Polite and respectful communication
• Strong work ethic and adaptability
• Familiarity with Western business practices

They often have experience with Australian, British, and American clients, making them a great fit for client-facing or sensitive tasks.

7. Your Tools and Systems Must Be VA-Ready

Before onboarding a VA, make sure your digital tools are prepared.

Recommended tools:

• Communication: Slack, Zoom, Google Meet
• Project Management: Trello, ClickUp, Asana
• Password Management: LastPass, 1Password
• File Sharing: Google Drive, Dropbox
• Time Tracking (if needed): Time Doctor, Hubstaff

Clear documentation and centralised tools help avoid delays and missteps.

8. Decide on Full-Time vs Part-Time Support

Not every business needs a full-time VA. In fact, many virtual assistants thrive with 20–30 hour workloads if scoped properly.

Consider:

• Daily volume of work
• Time-sensitive tasks vs flexible timelines
• Your budget
• Your growth plans (can the VA grow into a larger role?)

BBVA offers flexible hiring models so you can scale up or down based on need.

FAQs About Hiring a Virtual Assistant

How do I know if I’m ready to hire a virtual assistant?

If you’re spending more time on admin tasks than revenue-generating activities, you’re ready. Track your workload for a few days—if 30% or more could be delegated, it’s time.

What should I prepare before hiring a VA?

You should prepare a clear role description, task list, basic SOPs, and onboarding schedule. Make sure tools and communication channels are set up in advance.

How long does it take to onboard a virtual assistant?

With proper planning, onboarding can take 1–2 weeks. BBVA also provides support during onboarding to help the process move faster and smoother.

Are Filipino virtual assistants reliable?

Yes. Filipino VAs are known for their reliability, loyalty, and adaptability. Most have experience working with Western clients and offer exceptional communication skills.

Is it better to hire through an agency or independently?

Hiring through a VA agency like BBVA provides you with pre-vetted candidates, ongoing support, and easier replacements if needed. It removes the burden of trial-and-error hiring.

A Smarter Hire Starts with Smarter Planning

Hiring a virtual assistant isn’t about outsourcing—it’s about elevating your business. When you define the role, prepare your systems, and choose the right partner, a VA can become one of your most valuable team members.

Whether you’re a solo founder, a scaling startup, or a busy real estate professional, the right VA can help you reclaim your time and focus on what matters most.

Ready to make your first smart hire? Let BBVA help you find a virtual assistant that’s aligned with your goals and ready to deliver from day one.