More companies are benefiting from the flexibility of using a virtual assistant. A virtual personal assistant, also known as a VA, can manage administration, diary and calendar, bookings and research in exactly the same way as a personal assistant can, they just do it from a distance in their own office. This makes employing a VA a cost effective and efficient way to secure the admin help you need, especially if you take the time to find a great VA with all the skills you need – and who matches your personal style.

Here’s what to look for in a great Virtual Assistant

We asked the experienced VA team at Hour Hands about the skills they know are vital to be a great virtual assistant. This is what they told us:

Admin skills

Sounds obvious but you need to ensure that a VA’s basic admin skills are solid. This means good diary and calendar management, great at answering standard emails in your style, booking travel and preparing documents. An experienced VA should be able to manage your inbox almost autonomously once they understand your preferences.

Strong written English is essential

A Virtual Assistant is often the face of your business and is representing you. Look for someone who can write professional emails, handle client queries, and communicate clearly.

Be proficient with using technology

A good VA should be comfortable using the standard tools including Microsoft Office or Google Workspace, project management tools such as Asana or Trello, and ideally some familiarity with CRM systems. Bonus points if they know tools specific to your industry.

Be organised and able to prioritise

We think that this is the most important quality. An experienced VA should be able to manage multiple tasks, meet deadlines without chasing, and flag issues before they become problems.

Be discrete and trustworthy

We often have access to sensitive information, from finances to client data and even personal schedules.

The often overlooked attribute – your VA must be proactive

The difference between a good VA and a great one is whether they just do what they’re asked or if they actively look for ways to make your life easier.

So how do you find the best virtual assistant for your business?

To answer this question, we asked our very knowledgeable CEO, Christine. This is her advice to all SMEs looking for a great Virtual Assistant.

“To find the perfect VA, you have to do your research on the people you are interviewing. Go beyond the standard questions and ensure you check all references personally. Here are my pointers:

● Ask the right interview questions. Don’t ask “are you organised?” instead say “tell me about a time you managed competing deadlines for multiple clients – what did you do?” Situational and behavioural questions reveal far more than general ones. If they can’t give specific examples, that could be a red flag.
● Set a paid trial task before signing a contract. I recommend giving your prospective VA a small, real piece of work such as; draft an email response, organise a messy calendar, research something relevant to your business. How they handle it tells you more than any CV. But please pay them for their time as they will have invested in the task if they really want to win your work.
● Check references. I recommend calling the referee and asking specific questions such as “Would you rehire them?” and “Did they struggle with any particular task?”. Listen closely as any hesitations and pauses are often as informative as the answers.
● Ask for examples of their work. This could be a report that they’ve written, systems they’ve set up, tools they’ve used. An experienced VA should have a portfolio or at least a few concrete examples ready to show you.
● If you need proficiency in a particular tech, ask them to show you how they would set up a project in Trello, or how they manage an inbox. Watching someone actually use a tool is far more reliable than them saying they know it.

The honest truth is that skills can be learned, but reliability, trust, and being proactive are harder to teach, so remember to weigh these attributes when you’re assessing someone for a VA position.”

Key things to consider:

● Have they worked with businesses similar to yours in size or sector?
● Are they familiar with your specific tools – Xero, HubSpot, Microsoft 365, etc.?
● What are their working hours and response time commitments?
● Do they have cover arrangements if they’re ill or on holiday? Using a specialised VA company, such as Hour Hands, will remove any concerns over this.
● Do they have a clear data handling policy?
● Are they GDPR compliant? This is particularly important if they will be accessing your CRM or client data.
● Will they sign an NDA?
● Do they offer packages that meet your needs or do they charge on an hourly basis? Do not underestimate how long some administrative tasks actually take.

Like to learn more about working with a Virtual Assistant?

With many years of experience as VAs, working with a wide variety of clients, SMEs and individuals, the Hour Hands VA team is happy to share their knowledge and help you define a package of support that works for you. Not only do we provide the experience, reliability, and diligence you demand, we’ve also got the knowledge, expertise, and connections to help you achieve your goals efficiently.

Whether it’s managing essential business admin, handling personal diary and life admins tasks, or providing strategic executive-level support, our flexible approach ensures you get exactly what you need when you need it.

Give us a call today on 01727 818262 or email us on hello@hourhands.co.uk. We look forward to talking.