Frequently Asked Questions
Is a VA the right fit for my business needs?
Because our Virtual Assistants are so heavily trained by us, they can do more than the average VA!
We recommend as a first step checking out our What to Outsource Guide – you can grab it right here
If that looks like the help you need in your business, then the next step is having a call with our outsourcing strategy consultant so we can get you fully briefed and started with a VA. You can easily book a call time that suits you right here.
I don’t know what jobs I would give a VA to do. How do I know what to give them to do?
It’s amazing how much work you’ll suddenly find once you have a VA!
VAs can handle all kinds of administrative work like helping you to:
- Manage your appointments, calendars, bookings, events
- Manage emails and customer care
- Manage systems and processes (or even help to create them with the collaboration of our Help Desk team)
- Create and send newsletters
- Manage social media
- Create invoices
- Answer phone calls
…and that’s just for starters!
If you’re not sure, we have prepared a handy What to Outsource Guide to get you started. Grab that here
Once you join The Virtual Hub then you get access to our highly coveted Super Task List where we break down your task list for you into daily, weekly, monthly and project tasks… so you can just plug and play with your VA.
In fact, a lot of our clients have ended up building teams of VAs because they have seen their businesses grow so nicely from using our Super Task List.
Can I hire a VA just for a one-off project?
Currently, we don’t have a projects offer but we may consider this at some stage if we get enough demand. Let us know in the Live Chat or in an email if you want us to think about this more deeply!
We have a selection of specialists in the Hub to access at extra fees for things like graphic design, video editing, and WordPress website builds. This is available only to clients of ours with a VA at this stage.
How long after I sign up do I get a VA in my business?
Because of the extensive and intensive recruitment and training processes we go through, we have longer lead times but much higher success rates than competitors. Lead times are usually 2 to 5 weeks depending on our supply and demand. However, we can sometimes accommodate a more urgent need if a client works with us on it.
Does the VA become my direct employee where I need to manage payroll and HR?
Your VA is contracted to our company where we manage all Payroll, Health Care Benefits, and HR requirements. Your contract is with our company so it is arm’s length from the VA. This means you do not need to think about employment taxes, paid leave, or any other HR issues around having an employee of your own despite your VA being dedicated to your business.
Are there any lock-in contracts?
We don’t believe in lock-in contracts. We want our clients to stay with us because they love what we do and get results from working with us.Having said that our team are people too so we ask that you give us at least 30 days notice if you wish to cancel your contract so that we can maintain consistency of income for the VA’s
Having said that, our team are people, too so we ask that you give us at least thirty (30) days notice if you wish to cancel your contract so that we can maintain consistency of income for the VAs.
What if I only want a VA for 4 or 5 hours per week? Can I buy a set number of 'pay as you go' VA hours?
We only do dedicated staff on a part-time* or full-time** basis. We don’t do bulk hour contracts with the ability to increase when you need as the VAs that work with us are all looking for long term full-time contracts.
In order to recruit the best people, we need to offer them solid, long term contracts with clients who are committed to growing their businesses. In our experience, clients get the best outcomes by making a commitment to a dedicated VA who has all the support and training The Virtual Hub offers.
We can suggest reviewing our ‘What to Outsource Guide’ to see if hiring for bulk hours is truly what you need. We often find clients underestimate how much time they truly need a VA for.
We also did a full Virtual Success Show Podcast on this topic which we highly advise you listen to.
Think You’ve Only Got 5 Hours of Work to Delegate to a Virtual Assistant…Think Again! Listen Here >
*20 hours per week – 4 hours a day on a fixed schedule daily from Monday through Friday
**40 hours per week – 8 hours a day on a fixed schedule daily from Monday through Friday
Can you source individuals with specific / specialised skills?
We don’t recruit specialists at The Virtual Hub unless you are looking for a HubSpot, ONTRAPORT, Active Campaign or InfusionSoft specialist implementer. We have a selection of specialists in the Hub to access at extra fees for things like graphic design, video editing, and WordPress website builds. This is only available to clients of ours with a VA.
Why wouldn't I just go and hire a VA myself?
By all means, you can do this and recruit, train and manage a VA yourself. Lots of business owners do this, but the goal here is to reclaim control over your time. Hiring a VA by yourself will add yet another job to your already bulging to-do list, and if the VA you choose doesn’t work out, it can create a lot of headaches you just don’t need right now.
Remember, The Virtual Hub isn’t just hiring a VA. You’re also getting training and support for both you and your VA to accelerate your success.Our Success Coaches and helpdesks are alive all day with questions and idea sharing so all VAs can get fast support so they can help you even more.
Our Success Coaches and helpdesks are alive all day with questions and idea sharing so all VAs can get fast support so they can help you even more. Learn more about our process here.
What if I'm worried about the ongoing financial commitment?
The idea of hiring a contractor or employee is to make money on that investment. As an entrepreneur, there are essential revenue-making tasks that you can be doing on a regular basis. However, if you don’t have administrative support, chances are you aren’t doing these things as much as you should. We believe that investing in your business is the way to reach the next level — whether it’s through joining The Virtual Hub or otherwise.
However, please keep in mind that getting success with any new team member takes time while you train and slowly hand over tasks. There may be a period of time where you will need to be able to fund this new person in your business from your cash flow.
Ultimately, you need to look at your cash flow and decide if you are ready to hire a person and expand or if you perhaps need to work on your sales strategy more deeply before taking this step.
How do I know if the VA is working or not? How do I manage them?
Don’t worry. We’ve got you covered here. Each VA we bring into The Virtual Hub is assigned a Team Leader who tracks their time and ensures they are following our rules and policies about availability and working hours. Each day you will receive an end of day report that includes a copy of their time tracker which details how much time they spent on each task.
What if I'm too busy to assign tasks?
If you follow our process (which we highly recommend for success), we show you how to create your list of ‘non-negotiable tasks.’ These are the daily, weekly, monthly and quarterly tasks that are super clear, with step-by-step processes attached and need to be done on time, no questions asked and no excuses. You set these up prior to your VA even starting and our Success Coach team will be mentoring your VA in the background to help achieve more success… faster.
What if I'm having issues with my VA?
As a member of The Virtual Hub, you get access to our exclusive, members-only client portal. In there, we have a whole host of how-to videos on various topics – including ‘Dealing with Your VA.’ This section includes a process for troubleshooting, as well as how to conduct an effective meeting with your VA so you get results.
In addition, each member gets our six-week ‘Be the Leader’ Bootcamp E-Course delivered weekly by email in their first six weeks. This helps you to spot and avoid the common pitfalls we see tripping those who fail up with their VA.
Finally, our HR and support team are available to jump in and help you manage any issues with your VA. We have done this with many clients and managed to achieve successful outcomes when we work together on the solutions.
What if my business is a mess and I don't want to show anyone what it looks like?
So many entrepreneurs feel this way! We think that if you’re concerned about this, you’re probably more organised than you think! The reality is, though, that it is far better to get your systems and processes into some sort of shape before your VA comes to work with you.
At The Virtual Hub, our process allows you the time and gives you the training to get organised while we recruit and train a VA for you. Once you join, you get access to our ‘Getting Started’ training program and our highly coveted ‘Super Task List.’ If you follow our lead and implement the things we tell you to implement, then you will be in a good enough shape to get started and get success with your VA.
What if I want access to the same training my Virtual Assistant is getting?
The training is pretty amazing and we know you are going to want a piece of the action, too. However, we strongly believe that the training we are giving to your Virtual Assistant is stuff you as the CEO of your business should not be doing! It is also internal training only for the people we bring onto our teams – i.e. the VAs.
We have created a different training that is more suitable to the needs of the CEO. All members of The Virtual Hub are given an opportunity to participate in that program upon joining us. Full details of that are available after you sign up. Rest assured it is going to rock your world!
Start Growing with The Virtual Hub Now.
With processes designed to make every part of your business more functional, a support team eager to help you and a wider community of like-minded business owners there has never been a better time to commit to a virtual assistant.