How to Implement Virtual Assistants in Your Business

5 minute read

written by Cápita Works

Aug 29, 2022

Virtual assistants are a cost-effective way to get help with administrative tasks. VAs can handle everything from calendar management to researching industry trends and meeting new clients on your behalf. They won’t take over your business, but they can make your life easier.

Virtual assistants have become a more common resource in the last few years. They are reliable assistants that work remotely, helping professionals manage their time and streamline their workflow so they can focus on the things they love doing.

Read on to learn more about what VAs do, why you need one, and how you can use one in your business.

What Does a Virtual Assistant Do?   

VAs can help you manage your time, prioritize your workload, and streamline your workflow to put your best foot forward in all areas of your business.

A virtual assistant, or VA, commonly helps you with your day-to-day administrative tasks. VAs can do everything from booking travel and appointments to researching and writing blog posts.

Nonetheless, the virtual assistant industry is growing. With Cápita Works, you can pretty much find a virtual assistant to help you with almost anything. Including bookkeeping, paralegals, client service representatives, social media managers, video editors, and even finance analysts. Check out our frequently requested positions. 

VAs are essentially an extension of your organization; you can consider them like one more of your full-time employees. The difference between a VA from a regular full-time employee is that with Cápita Works, you can hire nearshore talent for a fraction of the cost of salaries in the US. You can also avoid the “vanishing VA” that typically happens when outsourcing to the Philippines or India. By hiring through Cápita, you ensure the VA only works for your company and gets full benefits from our side.

Why Hire a Virtual Assistant?

Hiring a virtual assistant gives you the freedom to focus on the most critical aspects of running your business. VAs can take on a variety of tasks, including administrative tasks such as calendar management, project management, data entry, social media management, and more.  

 VAs can also help you with research tasks, webinars and webinar moderation, public relations, and more. A VA can help you increase productivity and streamline your workflow, giving you more time to focus on your big-picture goals.

VAs can also help you build relationships with more prospects and clients by handling administrative tasks that would otherwise take you away from the things you love doing. Indeed, there are a lot of jobs a VA can help you in. Check out our guide to learn more about how a VA can help you in your industry.

How to Find and Hire a Good VA

It’s also essential to consider how your VA fits into your business culture. You want to hire someone who is a good fit for your company culture and understands the unique aspects of your business.

Finding the perfect VA for your business takes some time and effort. At Cápita Works, we have a five-step process to ensure we find the best match for your business. Starting with a discovery meeting with your team, followed by a job description template. Then, our talent acquisition team will begin searching for you to choose your new superstar. All our VAs go through onboarding and have monthly learning activities to keep them at the top of their game.

With other companies or hiring freelance, you may be legally responsible for your VA’s actions. With CW, you eliminate direct hiring tax and legal liabilities, and we have a US entity to provide insurance. Learn more about our process.

Which Tools Should You Use With Your VA?

The best way to use virtual assistants is to break up the work into different tasks and use various tools to manage each. The best practices you’d use to drive a full-time employee also apply to managing a VA – with a few adjustments to account for the fact that they’re working remotely.   

A good rule of thumb is to use tools that allow you to manage communication and workflow. You want to make sure everything gets documented so you can refer back to it later. You also want to make it as easy as possible for your VA to understand the work you need to complete. Communication is an essential aspect of remote work. If you’d like some tips on how to have clear and effective communication with your virtual assistant, you can read this article.

3 Tips for Working with a Virtual Assistant

1. Hire a VA with a growth mindset. It would be best if you worked with a VA motivated to learn new things and expand their skill set.  

2. Keep communication open and honest. Ensure that you’re being open and honest with your VA to have a solid foundation of trust.  

3. Schedule regular one-on-one meetings with your VA. You want to ensure you’re both on the same page and that your VA knows how much you appreciate all they do. 

Bottom Line

Virtual assistants are a cost-effective way to get help and delegate tasks for you to focus on critical aspects of the business. VAs can handle everything from calendar management to researching industry trends and meeting new clients on your behalf. They won’t take over your business, but they can make your life easier. When hiring a VA, keep the tips above in mind, so you end up with someone who is a good fit for your business. Virtual assistants can be a huge asset for your business; you must be willing to invest the time and effort it takes to find the right person and ensure you’re both on the same page. 

If you’re interested you can learn more about our services, or contact us at for any further information.   


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