I Hired a Virtual Assistant and It’s Not Working! Part 1

I’m sure many of you have hired a Virtual Assistant in the past and it did not work for you.  That does not always mean that Virtual Assistant Services does not work.  Sometimes it’s just because some clients just don’t know how to use their VA effectively.

To be honest, we also had some clients who were, either not satisfied with our service or they just don’t have anything for their VA to do.  This is very frustrating for us because our main goal is to add value to businesses and make their business life easier.  When the client does not feel that we are adding value to their business, we are very much disappointed with ourselves. 

So we asked ourselves, why is it not working for others?  Well, here’s the first part of this article where we plan of answering that question and hopefully be able to help our readers on how they can use their Virtual Assistant effectively.


The first thing that we realized why this is not working for others is because some clients have not organized their business process or workflow before they hired a VA or start working with them.

According to Wikipedia, a business process or business method is a collection of related, structured activities or tasks by people or equipment which in a specific sequence produces a service or product (serves a particular business goal) for a particular customer or customers.

business process virtual assistant

This is what many businesses miss – especially start-up businesses who are usually those who come to us and need a Virtual Assistant.  Some who inquire from us, when we start helping them with their business process, have realized that they don’t really need a Virtual Assistant at all.

So how are you going to start plotting your business process or workflow?  Here are some suggestions:

Use a flow chart

The simplest way to create a flow chart is by using Google Drawings.  In order to do that, you must first have a Gmail account and then open your Google Drive.  Once there, click on the plus (+) button at the upper left that says NEW and then choose Google Drawings.

Google Drawing will allow you to use shapes and draw lines to connect each shape.  Use different shapes for each flow and be creative and color your shapes.  This will give you a better visual of how your business actually flows.  This might even improve your business flow as you will be able to see flaws or process that needs improvement.

If you need help with this, you can CONTACT US for a FREE consultation.

Plot your business flow

Plotting your business flow is as simple as identifying how you are able to connect with your customers and your first contact with them until you close the sale… Or something like that.

I would start with how you market your business.  For example, if you post on Craigslist then that will be the first part of your business flow.  From posting on Craigslist, what is the next step?  How will customers contact you, what happens after that?

You have to create the whole scenario for your business, like a business map, so you are able to identify the whole process.


Identify parts that can be delegated to a Virtual Assistant

Now once you have plotted all that, identify what part of the process can be easily delegated or automated.  It can be replying to comments on your social media or answering your messenger.  Some of our clients would want a VA to work 2 hours for them to answer inquiries or answer incoming calls.

The point is that you should know which of this task can be delegated to your Virtual Assistant.  Once you identify that, all you have to do is follow the process and you will definitely be able to create a list of daily tasks for your VA to do.

It’s very simple, actually, but sometimes you need help.  If you need to collaborate with us on this, do not hesitate to contact us and let us help you out – no commitment needed.  We are just happy when businesses are empowered and are leveling up their game.

I hope that works for you and watch out for the next part soon.

Published by Outsourced VA

Outsourced-VA is an expansion of 19:20 Business Solutions and has been in the Virtual Assistant business since 2009. Our main objective is to add value to our existing clients and their businesses. We don’t work as a contractor, rather, we work as a partner. We don’t work for you but we work with you. We do our best to add LEVERAGE to your business and help you bring it to the next level.

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