You finally did it. After months of working yourself to the bone, you’ve decided to hire a virtual assistant (VA) to help lighten your load. But as you sit down to figure out how to use this new resource, you can’t help but feel overwhelmed. What tasks should you assign outsourced virtual assistants? How will I communicate with them? Will they be able to help my business? These are common questions that often arise when first learning to use a virtual assistant. The good news? This blog will help you answer them all. Starting with how to use an outsourced virtual assistant to help your business.
Outsourced virtual assistants can help you cut costs, streamline processes, and tackle tedious tasks that take up valuable time. At Founders Arm, we specialize in matching small business owners with dedicated virtual marketing assistants who can help alleviate your workload and get your business back on track.
Table of Contents
Why Virtual Assistants Are Game-Changing for Entrepreneurs
Virtual assistants are game-changers for entrepreneurs who are overwhelmed by administrative tasks, such as:
Scheduling
Email
Data entry
It often consumes 36% of their workweek. Offloading these tasks to a virtual assistant (VA) frees up 13–15 hours weekly, boosting productivity by 35%. That’s more time for strategy, growth, and high-impact decisions.
From Extra Hands to Strategic Partners: The Real ROI of Hiring a Virtual Assistant
VAs also bring specialised skills without the cost of full-time hires, like:
Marketing
Bookkeeping
Support
Beyond efficiency, they improve work-life balance by reducing stress and preventing burnout. The result? Faster growth, smoother operations, and better margins for business owners who delegate well. In short, a virtual assistant isn’t just help, it’s a strategic partner that enables you to:
Scale smarter
Faster
Without the chaos
Understand What a Virtual Assistant Can Do
What Can Virtual Assistants Do for Your Business?
Virtual assistants are incredibly versatile and can handle a wide range of business tasks. The right virtual assistant for your business can take over just about any remote task that’s on your plate, so you can focus on more pressing matters, like growing your business.
Administrative Work
Virtual assistants are most commonly hired for admin work. This includes scheduling meetings, booking travel, organizing calendars, and even answering phones via a connecting line.
Bookkeeping
Keeping track of finances is a crucial aspect of running a profitable business, and virtual assistants can assist in:
Managing a budget
Making purchases
Tracking expenses
Personal Assistant Tasks
Virtual assistants can help organize tasks outside of work, in addition to their standard duties. Booking vacations, organizing a calendar, and purchasing gifts for friends and family are among the more common personal responsibilities.
Customer Service
For companies offering a product or service, virtual assistants can serve as the primary point of contact for customers seeking assistance with troubleshooting or as an outlet for feedback. Virtual assistants can address fundamental, habitual concerns or give tutorials. If they are unable to assist a customer, they can escalate the issue to the appropriate person within the company.
Data Entry
Not all tasks fall under the umbrella of admin work; there is a wide variety of responsibilities that virtual assistants can take on, including data entry. In this role, a virtual assistant can easily:
Compile data
Verify accuracy
Remove unnecessary records
This is especially beneficial for:
Patient recording
Billing
Postal work
School administration
Social Media Production
While many companies understand the importance of online engagement with potential customers or clients, the demands of social media management can sometimes seem endless. Virtual assistants help respond to comments and communicate with followers, but they can also maintain a posting schedule and even analyze account data.
Content Management
Suppose you use editorial content to drive traffic to your site, increase brand awareness, and engage potential customers. In that case, you likely know the immense amount of work that goes into operations. A virtual assistant can help manage a production calendar, organize writing resources, and facilitate various elements of the publishing process, making it easier for you to focus on growing the content program.
Research
Every business must rely on research to inform its operations, whether it’s analysis of the market, customers, or performance. Research, too, can be a commodity to sell to clients. But research can be a time-consuming endeavor, even with dedicated resources, so some companies use virtual assistants to assist with compiling this information. Because these tasks are typically more manual, they’re best suited to virtual assistants specialized in data analysis.
Scaling Smart: How Offshore Talent Helps Startups Grow Faster Without the Overhead
Looking to build your dream team without the hiring headaches? Founders Arm connects you with pre-vetted, top-tier offshore talent at 60% less cost than traditional hiring. Skip the lengthy recruitment process and get exceptional engineers, marketers, or executive assistants onboarded in under two weeks, no payroll hassles included. Take your startup to the next level with professionals who hit the ground running from day one. We've helped Cal AI scale influencer marketing to reach millions, Pam build backend operations to support rapid growth, Turbolearn AI amplify their reach in the education market, and many more. Want a 2-week free trial with our offshore talent? Try out an engineer or virtual marketing assistant completely free of charge.
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How to Use a Virtual Assistant in Your Business
Using a virtual assistant in your business can be a total game-changer, but it works best when you approach it thoughtfully. Here’s a friendly, step-by-step guide on how to do it right:
Start by tracking all your daily tasks for about a week. You’ll quickly spot which ones are repetitive, time-consuming, or low-value; these are perfect for delegation.
Then, sort your tasks into three buckets:
Delegate immediately: Routine tasks like scheduling, data entry, or email filtering.
Train First: More complex tasks where your VA might need some guidance initially.
Keep: Strategic or sensitive work that only you should handle.
How Do You Set Expectations With a Virtual Assistant?
Setting clear expectations with a virtual assistant from day one will help you avoid miscommunication and frustration as you start working together. Create a clear task brief or Standard Operating Procedure (SOP) for each task you delegate. Use tools like Google Docs or Notion to write instructions, and Loom videos to walk your VA through tricky processes. Be upfront about timelines, priorities, and communication boundaries, like when it’s okay to message you or escalate issues. Clarity upfront saves tons of back-and-forth later.
What Is the Best Way to Communicate with a Virtual Assistant?
Once you start working with a virtual assistant, communication is key to successful delegation. Utilize asynchronous communication tools, such as Slack, Trello, ClickUp, or email, to maintain organization and clarity. Schedule short, focused check-ins daily or weekly to review progress and adjust priorities as needed. Always provide feedback early and often, combining positive reinforcement with constructive suggestions to foster a positive learning environment. This keeps your VA motivated and aligned with your goals.
How Do You Build Trust with a Virtual Assistant?
Building trust with a virtual assistant takes time and effort. Start small by assigning simple tasks first. Review the results, and as your VA proves their reliability, gradually increase their responsibilities. Utilize checklists and shared dashboards to stay informed without constantly checking. Encourage your VA to flag blockers or suggest improvements. This empowers them and helps your business run smoother.
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Tools That Make Working With a VA Easier
Project Management Tools: Keeping Your Project on Track
Project management tools are essential for working with a virtual assistant (VA). They allow you to assign tasks, set deadlines, and track progress. Trello, Asana, and Basecamp are popular project management tools that enable you to collaborate with your virtual assistant (VA) and stay organized.
Communication Tools: Don't Underestimate The Importance of Communication
Effective communication is key when working with a virtual assistant (VA). Communication tools such as Slack, Skype, and Zoom can help you:
Stay in touch with your virtual assistant (VA)
Share files
Hold meetings
These tools allow you to communicate in real time, which can help you stay on top of your projects and ensure that your VA is meeting your expectations.
Cloud Storage: Share Files Securely With Your Virtual Assistant
Cloud storage is essential for working with remote team members. Dropbox, Google Drive, and OneDrive are popular cloud storage services that enable you to store and share files with your virtual assistant (VA). Cloud storage services are secure and accessible from anywhere, which can help you stay organized and ensure that your VA has access to the files they need.
Time Tracking Tools: Ensure Your VA is Staying Productive
Time tracking tools can help you monitor the time your virtual assistant (VA) spends on tasks. Toggl, RescueTime, and Harvest are popular time tracking tools that allow you to track your VA’s time and ensure that they are working efficiently.
Password Management Tools: Share Logins Securely With Your VA
Password management tools can help you securely share login information with your virtual assistant (VA). LastPass, 1Password, and Dashlane are popular password management tools that allow you to store and share login information with your VA securely. This can help you stay organised and ensure that your virtual assistant has access to the accounts they need to manage.
Online Courses and Tutorials: Help Your VA Get Up to Speed
Online courses and tutorials can help your VA develop the skills they need to manage your digital marketing tasks effectively. Udemy, Lynda, and Skillshare are popular online learning platforms that offer courses in:
Digital marketing
Content creation
Social media management
Other related fields
Encouraging your virtual assistant (VA) to take these courses can help them improve their skills and provide better service to your clients.
How to Hire the Right Virtual Assistant
Identify Your Business Needs
Start by identifying your business needs. Before you even start looking, take a good look at your daily tasks. What are the repetitive or low-value activities that eat up your time but don’t require your direct involvement? Maybe it’s managing:
Emails
Scheduling
Social media
Bookkeeping
Conducting a time audit helps you pinpoint exactly what to delegate, enabling your VA to make a real impact from day one.
Picking a Hiring Model: Freelance, Agency, or Managed Service?
Decide on the hiring model. There are three main ways to hire a VA:
Direct Freelance Hire
You can find freelancers on platforms like Upwork or Fiverr. Rates might be as low as $2 to $10 per hour. This option is budget-friendly and gives you full control over how you work with your assistant. You can hire for specialized skills and even find local VAs for in-person tasks. But be ready to invest time in recruiting, training, and managing them. Freelancers often juggle multiple clients, making their availability a challenge.
Contract Virtual Assistant Agencies
Agencies like Founders Arm handle recruiting and vetting for you, saving time. You pay the agency, usually in US dollars, and avoid compliance headaches with offshore workers. You still manage training and project oversight, and most agencies offer monthly packages. Security can be a concern since assistants work from home, so ensure they use tools like VPNs and password managers.
Managed Virtual Assistant Services
With this option, you’ll get a dedicated VA through a service like Belay or Time Etc. These companies match you with a VA based on your needs, so they’ll likely have experience with your industry and the tasks you want to delegate. Though you’ll pay a premium for this option, it reduces your workload in hiring and oversight.
Define Your Budget
Your budget depends on how many hours you need, the complexity of tasks, and whether you want specialized skills. Freelancers are generally cheaper but require more hands-on management. Agencies and managed services cost more, but reduce your workload in hiring and oversight.
Create a Clear Job Description
Be specific about the skills and experience you want. Mention tools they should know (like CRM systems, Microsoft Office, or project management platforms) and the kind of tasks they’ll handle. This clarity helps attract the right candidates and sets expectations upfront.
Interview and Vet Candidates
Take time to interview candidates to assess communication skills, reliability, and familiarity with your preferred tools. Ask about their experience with similar tasks and how they handle remote work challenges. For agencies like Founders Arm, this step is often handled for you.
Onboard and Manage Effectively
Once hired, provide your virtual assistant (VA) with templates, access to necessary software, and clear instructions. If you’re managing a freelancer, be prepared to invest time in training and project management. If you’re using an agency or managed service, they often provide ongoing support and process optimization.
Try Out an Engineer or Assistant for Two Weeks for Free - Book a Call to Learn More
Running a startup isn’t for the faint of heart. One minute you’re celebrating a huge milestone, the next you’re stressing out about how to manage the influx of new business that comes with it. Scaling requires a solid team. But hiring for startups is tricky.
You need to find qualified candidates.
Then, you must ensure they fit your company culture.
Next, there are negotiations, onboarding processes, and payroll to consider.
Before you know it, you’ve wasted valuable time that would have been better spent tackling the business problems that come with growth. What if you could skip the lengthy recruitment process and onboard exceptional engineers, marketers, or executive assistants in under two weeks, with no payroll hassles included? That’s the promise of Founders Arm.
Why Speed and Skill Matter: Building Scalable Teams with Offshore Talent
Founders Arm connects you with pre-vetted, top-tier offshore talent at 60% less cost than traditional hiring, so that you can build your dream team without the hiring headaches. Take your startup to the next level with professionals who hit the ground running from day one. We’ve helped Cal AI scale influencer marketing to reach millions, Pam build backend operations to support rapid growth, Turbolearn AI amplify their reach in the education market, and many more. Want a 2-week free trial with our offshore talent? Try out an engineer or virtual marketing assistant completely free of charge.
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