Hiring a virtual assistant (VA) from the Philippines can be a game-changer for your business. The Philippines is home to a talented, hardworking workforce, with many English-speaking professionals offering services at competitive rates. However, like any business decision, hiring a Philippine VA comes with its learning curve. If I had known the following things before hiring my VA, the process would have been even smoother.
Here are 10 things I wish I knew before hiring my first Philippine Virtual Assistant.
1. Hire the Best from the Start
It’s important to only hire the best when looking for your first Philippine virtual assistant. Not all virtual assistants have the same skill set. Some specialize in administrative tasks like calendar management and data entry, while others excel at social media management, content creation, or even bookkeeping. When hiring, clearly define the skills you need and make sure the VA’s strengths align with your business needs.
Here’s what you should keep in mind:
- Make sure they have experience working remotely.
- Check that they have good organizational skills and are able to stay organized even when working independently.
- Make sure they are tech-savvy, comfortable using tools like Slack, Zoom, and project management apps.
By focusing on these qualities, you’ll avoid frustration down the line and set your business up for success.
2. Communication Is Super Important
I learned the hard way that clear and precise communication is essential when working with a VA. Misunderstandings often arise due to cultural differences, remote working setups, or language nuances. Make sure to set expectations upfront—especially when it comes to task deadlines, specific outcomes, and reporting. Tools like Slack, Asana, and Google Meet make real-time communication and task tracking much easier
3. Training and Onboarding Take Time
Even if your virtual assistant (VA) already has a lot of experience, they will still need time to understand how your business works. Every business is different, with unique workflows, preferences, and tools. That’s why proper training and onboarding are super important when hiring a VA.
Here’s why this matters:
- Learning Your Preferences: While your VA may be skilled at tasks, everyone has their own unique style and approach. Constant communication helps align your VA with your way of working, making them the perfect sidekick to your business, like Robin to Batman. Taking the time to explain your preferences early on helps avoid mistakes and builds a stronger working relationship.
- Providing Clear Instructions: It’s crucial to give step-by-step instructions from the start. This reduces confusion and helps your VA meet your expectations faster.
- Being Patient: Onboarding takes time. Even an experienced VA needs time to adjust to your business. Be patient, give feedback, and support their learning for better long-term results.
4. Hiring can be a Time-Consuming Task
Hiring a virtual assistant from the Philippines can feel overwhelming and time-consuming. You need someone who is this and who is that. But what if you could find all these qualities in one person?
With today’s technology, hiring a Philippine virtual assistant is easier than ever. You can find qualified professionals from around the world who offer their services at a fraction of the cost compared to local hires.
So, how do you find the perfect Philippine virtual assistant for your business? Here are some tips:
- Look for the right skills: Your assistant should be proficient in tasks like email management, calendar coordination, and document organization. They should also be comfortable using tools like Skype, Google Docs, and Dropbox.
- Check references carefully: Make sure your candidate has a solid track record and can provide references from past clients or employers.
- Interview them thoroughly: Ask them questions about their experience, their organizational skills, and their willingness to learn new things.
- Set clear expectations from the beginning: Make sure you are clear about what you expect from your assistant and ask them what they expect from you. This will help ensure that both of you are on the same page and avoid misunderstandings.
5. Hiring an Independent Contractor (Direct over Agency)
Many people believe that hiring an independent contractor is the solution to their first Philippine Virtual Assistant. While this can be a valid option, it’s important to evaluate the pros and cons before making a decision.
Advantages of Hiring an Independent Contractor:
- Flexibility: Independent contractors offer flexibility in their work schedule, which can be ideal for businesses with fluctuating workloads or those who need occasional assistance. They can work as needed, making them a good fit for companies that don’t require a full-time commitment.
- Expertise: Independent contractors often have unique skills and specialized knowledge that your company may not have in-house. This can be particularly beneficial if you’re looking for someone with specific expertise for short-term projects.
Disadvantages of Hiring an Independent Contractor:
- Cost: While hiring a contractor might seem cost-effective at first, independent contractors often come with higher overall costs. In addition to their hourly or project-based fees, you may also have to cover extra expenses like taxes, benefits, or administrative costs. This often makes hiring an independent contractor more expensive than hiring a full-time employee, especially in the long term.
- Lack of Accountability: Since independent contractors are not employees of your company, they may not be as accountable for their work performance. If something goes wrong—such as missed deadlines or subpar work quality—you have limited control over how to manage the situation.
- Less Control Over Work Quality: Independent contractors typically operate on their own terms, meaning you might have less control over their work methods and processes. While they may be experts in their field, this independence could result in work that doesn’t perfectly align with your company’s goals or standards. An agency, by contrast, will often have a set of quality control measures to ensure work is up to your expectations.
- Inconsistent Availability: Contractors often juggle multiple clients and projects at once. As a result, their availability may not always align with your company’s needs. An agency typically guarantees a more consistent and reliable service.
If something goes wrong – for example, if they do not deliver on their promised work – you may not be able to hold them accountable in the same way you could with an employee. This could ultimately result in higher costs for your business in the long run. If you’re a lawyer, you definitely know the nature of what jurisdiction is.
6. Understanding the Culture Helps
The Philippines shares many values with Western countries, but there are still cultural differences to consider. For example, Filipinos don’t always want to complain or say they are struggling. Being patient and making sure they feel comfortable telling you about problems will help. Knowing a bit about Filipino culture, like how they value harmony (“pakikisama”), can help you build a good relationship.
Philippine Virtual Assistant is a people pleaser, it hurts to admit, no matter how hard in a situation they are they’re just happy and complain less
7. Test Before Committing
Finding the right VA is like finding the right employee—it’s important to see if you work well together.
Hiring the right VA is like finding the right employee—compatibility is key. Before you commit long-term, consider starting with a trial period or a smaller project to assess whether your VA’s working style aligns with yours. I wish I had conducted a trial run before making a long-term commitment, as it would have helped me identify potential issues sooner.
8. Internet and Power Stability Can Be an Issue
Although the Philippines has a strong virtual assistant workforce, the country’s infrastructure isn’t without its challenges. Occasionally, VAs may experience power outages or internet disruptions due to natural calamities or technical issues. To mitigate this risk, make sure your VA has a backup internet connection and a clear contingency plan for any downtime.
9. You Get What You Pay For
It’s easy to be tempted by the cheapest option, especially when you’re trying to minimize costs. However, opting for the least expensive VA often leads to more challenges than it solves. While hiring someone at a lower rate might seem like a smart financial move initially, it can result in lower-quality work, more errors, and a need for constant oversight. In the long run, this can actually cost you more time, money, and frustration.
Here’s why paying a little more for a skilled and experienced VA is a smarter investment:
- Higher Quality Work: A VA with more experience brings valuable expertise to the table. They know how to get tasks done efficiently and accurately. They’ve likely encountered similar projects in the past, so they understand what’s needed to deliver high-quality work. This means you’ll spend less time correcting mistakes or clarifying instructions.
- Reliability and Trustworthiness: When you pay a competitive rate for a VA with solid experience, you’re more likely to hire someone who is committed and reliable. They understand the value of maintaining a long-term working relationship and are more motivated to deliver consistently good work. Cheaper options may be less reliable, leading to missed deadlines or a lack of accountability.
- Long-Term Savings: Although a more experienced VA may cost more upfront, they can actually save you money in the long term. Their higher-quality work means fewer errors, faster turnaround times, and greater overall efficiency. This translates into less time spent on corrections, follow-ups, and additional training. Essentially, the investment you make in a skilled VA pays off by reducing the need for rework and allowing your business to run more smoothly.
Paying a bit more for a VA with the right skills and experience was worth every penny. It may seem like a bigger investment initially, but the time and frustration you save—as well as the higher quality of work you receive—make it a better decision in the long run
10. Build Trust
Hiring a remote executive assistant is a big decision. You’re entrusting them with critical tasks that directly impact your business. Once you find the right person, trust them to manage their responsibilities independently. Provide feedback and support, but also give them the freedom to thrive. Building trust with your remote assistant is key to a successful working relationship.
Before you hire your first of the many Philippine virtual assistant, there are a few important things to remember. First, make sure you have a way to track and manage their work. It’s also important to be clear about what tasks they should do and what they shouldn’t. Finally, be ready to give them feedback and help so they can do their job well.
Conclusion
Hiring a Philippine Virtual Assistant can be a game-changer for your business, offering skilled and affordable support. However, to ensure success, it’s crucial to take a strategic approach. By hiring the right person from the start, communicating clearly, and investing time in onboarding, you’ll set the foundation for a productive and long-lasting relationship. Remember, you get what you pay for, so it’s worth investing in a VA with the right skills and experience. Testing for compatibility, understanding cultural nuances, and building trust are key steps in ensuring your remote assistant delivers quality work that aligns with your business goals.
In summary, a well-chosen and well-supported virtual assistant will not only lighten your workload but also contribute to your business growth. With patience, clear expectations, and the right tools, your Philippine VA can become a valuable asset, helping you scale your business efficiently and effectively. So, take the time to find the perfect match, and enjoy the many benefits a dedicated virtual assistant can bring.
