Modern Rules for Working with a Virtual Assistant

5 minute read

written by

Oct 13, 2021

Virtual assistants are one of the few industries that have benefited from the pandemic. While restaurants, exercise studios, and even schools shuttered their doors, remote work grew by leaps and bounds and it's in almost every business structure.

One poll found that 70% of virtual assistants reported increased inbound inquiries, and 45% increased their hourly workload in 2020. Labor statistics showed a 41% increase in the hiring of virtual assistants, and many agencies increased their staff to keep up with demand.

If you are exploring the idea of hiring a virtual assistant, you have plenty of options from where to choose. However, you may need guidance to sort through them and find the right candidate.

Here are some of the modern rules for working with a virtual assistant.

Hiring a Virtual Assistant

1. Making decisions.

Hiring decisions can have an impact on your business, it can be positive or negative. If you lack experience, you may feel more comfortable using an agency that can help you find a virtual assistant.

2. VA agency.

By hiring a virtual assistant agency, you delegate the work and don’t have to worry about the recruitment process. This way, you reduce your workload and have more time to focus on other aspects of your business. Here at Cápita Works, we take care of everything. We find appropriate candidates and conduct the interviews.

3. Use online platforms.

Many virtual assistants offer their services through companies like ours, Cápita Works. We make sure to recruit qualified personnel just for you and make the entire process easier for you.

4. Nearshore talent.

Working with nearshore talent has benefits for your company. From geographical proximity, which makes it easier to travel, if necessary, to cultural affinity and no language barrier, all while saving up to 70% of your costs. Here at Cápita Works, we offer you nearshore virtual assistance.

5. Think ahead.

Whether you decide to hire a VA agency or not, it is important to keep your future and your company needs in mind. Think of candidates who may be able to take on more responsibility as time goes on and help you grow your business; someone you can count on for the long run.

Working with a Virtual Assistant:

1. Clarify expectations.

Misunderstandings can arise among colleagues in the same office and remote work presents the same risks. It may be hard to work with someone without any face-to-face contact, but all you need to do is be specific about required tasks and goals. This way, you avoid any misunderstanding. Also, make sure to set boundaries related to spending limits and confidential information.

2. Offer training.

How-to manuals and video tutorials can explain routine duties and complex assignments. Make sure you give training to your virtual assistant about the company and tasks, this way they clearly know what they need to do and perform at their best.

3. Invest in tools.

Technology will make collaboration easier. Make sure you’re all set to add your VA to any tools you use for document editing such as MS Word, Excel, Adobe, etc. Other tools that might help are project management platforms, such as Monday, HubSpot, and Asana. All of this will make your VA’s experience smooth and seamless.

4. Communicate regularly.

Communicating is key while working remotely. Staying in touch may require a more deliberate strategy when you don’t run into each other in the hallways and breakroom. Schedule one-on-one meetings at least once a week. Discuss the best way to reach you with urgent and non-urgent matters.

5. Encourage questions.

New hires may feel pressured to appear competent and can be shy in asking questions. Let them know that you’re happy to answer their doubts when anything is unclear and that it's okay not to know everything right away.

6. Provide feedback.

Remember to be constructive and not critical. Constructive criticism is essential for learning and high performance. Make your comments prompt, specific, and actionable.

7. Start small.

Virtual assistants need onboarding too. It helps them understand their assignments better and the role they have in the company. Also, they get to know the business. If time allows, introduce them gradually to their new role and help them to connect with the bigger picture. Make their first assignment something simple that they can excel at and increase their workload gradually.

8. Respect their time.

Respecting other's time is essential in the business world, plus it's the polite thing to do. Make the most of your time together by being prepared for the hours they spend with you.

9. Build morale.

Team spirit has more to do with the quality of your relationship rather than sharing the same business address. Create a welcoming environment and promote two-way conversations. Make your virtual assistant feel comfortable working with you and that they are an asset to the team.

As you now know, a virtual assistant could save you time and enable you to focus on tasks that maximize your strengths and productivity. Make your relationship productive by choosing an outstanding candidate for the job and helping each other succeed and grow professionally. If you want to hire a virtual assistant but don't know how to begin the process, or if you don't want to do it alone, contact us at

We can find the perfect candidate for you! 


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