Are you looking for a reliable and professional Virtual Assistant service? With our simple-to-follow guide, you can quickly and easily find the perfect Virtual Assistant to help make your life easier. Find out more about how a Virtual Assistant service can help you and get expert tips on choosing the right one.

So you’ve decided you need some more help in your business, but you need guidance on the hows and whys of working with a Virtual Assistant service. Here are some of the questions to consider when making your choices.

Why do you need a Virtual Assistant service?

If your small business is growing, you might be finding it tricky to keep on top of everything you need to do to keep your clients happy and find new ones. Hiring an employee is the obvious next step but you may not want the responsibility of that ongoing expense and the duties that come with being an employer. Outsourcing your admin to a Virtual Assistant service means you can get the help you need without the burden of responsibility.

Some of the signs that you might need to hire a Virtual Assistant include:

Feeling stressed, overwhelmed and burned out

You are trying to do every task from ordering pens to making products to giving sales pitches. Get some help in before you get to breaking point.

Making mistakes with important clients

If you are finding errors or omissions in client work, this is a clear sign that you are overstretched and you need to bring in some help. Rushing to get tasks finished inevitably leads to lower quality work and over time that can result in losing clients or feeling dissatisfaction with your business.

Not seeing your friends and family from one week to the next

Starting and working in your own business is hard and time-consuming. You do have to put in the hours, especially at the beginning to get things off the ground. But if you are 5 years in and you are still working late in the evenings and at the weekends and never take any time off, then it’s time to realise that this lifestyle isn’t healthy or sustainable any longer.

You feel like you’re wading through treacle

With dipping physical and emotional energy levels that come when you are stressed and burned out, you feel like your business is stagnating and no matter how much more effort you put in, you aren’t moving forward how you would want. This is a clear sign you need to get support in your business.

Doing tasks that someone else could do at the expense of tasks that only YOU can do

If too much of your time is spent doing administrative tasks that could be handled by a Virtual Assistant service, you aren’t making the best use of your business expertise. Hire a VA to handle your repetitive business tasks so you can work on the core client offer.

How can a VA service help you?

There are many tasks that VAs can take off your plate – too many to list here. But here are just a few of the common tasks that VAs can handle:

• Inbox/email management
• Calendar/diary management
• Dealing with expenses and receipts
• Data entry to your CRM and other databases
• Transcribing audio or video
• Document creation and editing
• Travel planning and booking

Many VAs not only offer office admin services, but also market themselves as social media managers, bookkeepers or tech VAs depending on their specialist knowledge. These Virtual Assistant services might include:

• Creating, sending and following up invoices
• Managing social media accounts
• Creating email campaigns
• Creating visuals for social media
• Writing and editing blogs and other content
• Researching
• Updating your website
• Setting up sales funnels

Why choose a UK-based virtual service?

A UK-based Virtual Assistant service is more likely to understand the way business works in the United Kingdom. Depending on your business, it could be helpful for you VA to have local knowledge of your area and of major towns in the UK. They should also be familiar with regional rules and regulations to support your business optimally.

Why choose a virtual service based overseas?

Money is a big reason why some businesses choose an overseas based Virtual Assistant service in a low-cost geography such as the Philippines or Mexico. Substantial savings can be made by hiring from overseas but there are some considerations. Overseas VAs English language skills may not be as good as a native speaker. Communications between you, the VA and your clients need to be clear and concise, so this is an area to pay attention to. Some overseas providers can help you achieve round the clock helpdesk support outside of UK office hours. If you are trading overseas, service providers might have localised knowledge which could be invaluable. Lastly, don’t forget to check things like data security as overseas regulations and laws may not be to the standard you require.

Consider your needs when deciding on a service provider

When choosing a Virtual Assistant service, it is important to consider any specific needs or requirements you may have to find the best match for your project. Think about the type of work you need help with and ensure the provider offers these services. You should also consider factors such as availability, communication methods, cost-effectiveness, and as mentioned above data security. Once you have taken all your needs into consideration, you can find the right service for you.

Research different companies and gather client testimonials

It’s important to do your research and read customer reviews to help you make an informed decision about your Virtual Assistant service. Gather as much information as you can about each potential provider, such as how long they’ve been in business, how many clients they've served, the quality of customer service they provide and any customer testimonials.

Where to look for a Virtual Assistant provider

There are a few different sources for finding the right Virtual Assistant to help you achieve your business potential.

Self-employed VAs

You can search for your Virtual Assistant using a Google search ‘Virtual Assistant Near Me’ which will list all the VAs in your local area. Many independent VAs will also promote themselves on social media sites such as Linkedin, Facebook and even TikTok. Ask to see client testimonials, case studies or speak to a previous client to get information on what it’s like to work with them. Self-employed VAs will set their own hourly rates so you can shop around for a package that suits your needs and budget.

VA agencies

If you choose to work with a VA agency, then you will receive a slightly different service than if you choose an independent VA, whether in the UK or overseas. VA agencies may come with higher charges, but you can get cover for absence or holidays from the agency pool. If you have any issues with your chosen VA, you can discuss these with the agency owner who may allocate a different VA to support you.

Online marketplaces

You can also find many Virtual Assistants promoting their services on sites such as PeoplePerHour, Upwork and Fiverr. Although there are some great people available, you may also have to spend a lot of time working through those that don’t have the skills you need. One potential advantage of these platforms is that you can access international talent easily if you need someone with specific language skills.

Check experience Levels

It is important to choose a Virtual Assistant service with experienced staff. Not only does this ensure that you have access to the best possible services, but it also improves safety and security. Many independent VAs have dozens of years of experience in employment as a PA or executive admin, so check their previous job history if you are looking for someone with experience in a specific industry.

Determine the right fit through interviews or trial projects

After researching and identifying potential Virtual Assistant providers, it’s important to find out if they are the right fit for your business. Interviewing any qualified candidates is a great way to evaluate their skills, experience, and attitude. It also gives you an opportunity to discuss your specific needs and expectations. Alternatively, you can set up a trial project with several potential assistants. This will help you gauge their aptitude for the job and make sure that you are choosing the best person for the task.

How much does a Virtual Assistant cost?

This is a tricky question to answer because, depending on geography, it could be anywhere from £3-4 an hour (if you source overseas) up to £40+ for highly specialised VAs working in London. Many VAs offer packages of hours so if you take a monthly bundle you will get a lower hourly rate.

Get support for your business today

If you feel you’ve reached the point in 2023 where you can no longer manage everything yourself, let’s chat about what you are struggling with and which tasks you could outsource.

Drop me an email at and we can discuss how I can help you get the time off you need.

You can connect with me on Linkedin – please send me a DM to say hello.

Other articles you may be interested in

18 Top tips for getting the most out of your VA

What to do when things go wrong or are difficult