Esther Anderson | How To Hire Amazing Virtual Staff

Step 1: Define what processes you need your staff to carry out.

• Determine whether you need an all-rounder or a specialist on a specific task.
• Identify how many hours per week in each field you need them in total.
• List the main field for your staff: VA, Audio/Video, Content, SEO, Graphic, Web Design, Web Dev.
• List how many hours per task you need your staff to work per week.
• Check other tasks you need your staff to perform.

See document below “1._Main_tasks_you_require_and_hours.docx”

Step 2: Write an effective job description for your ad.

• Format your ad to post on job boards such as Fiverr and Upwork.
• Formulate the ad to attract the high calibre of candidates you want.
• Ask specific questions to qualify candidates.

Writing job description tips:

• Use an appealing subject line for your job ad and include keywords
• Start off with a general description of what you expect from your staff
• List all qualifications for the post
• Then follow with responsibilities, make sure these tasks are those you listed in Step 1.
• You may conclude with a general description of how the hiring process will be, and how urgent the position needs to be filled.
• You may also put the compensation and benefits, but we suggest discussing details with successful applicants only.

See examples “2.1_Sample.docx” and “2.2_Template.docx”

Step 3: Manage your job ads.

• Shortlist possible candidates. Use answers to qualifying questions to eliminate certain applications.
  • Filter and sort your applicants once every day
  • If you are using job boards, read the applicant’s profile information and if you think they are fit for the post, message them to schedule an Interview
  • If you are using other means to advertise and you get contacted via email, sort and start with the applicants with complete information and documents
  • You may want to keep the profiles of other applicants if they don’t make it to the cut, you might need them in the future

Step 4: Schedule for Interview.

• Depending on how many applications you receive each day, contact and schedule 3 candidates at a time.
  • If you receive only one or two, and they don’t seem to fit the position, review your job ad and make sure you have described the position clearly.
  • Do not settle for ‘this will do’ or ‘I think she can’ candidates. Spare your time for people who have the skills and of course, the experience.
• Make first contact – send them an email
• Do a video interview so that you can see their reaction
• Send them a list of questions beforehand (see example template 3.1_Applicant___s_Profile.docx and 3.2_Questionnaire.docx)

Step 5: Conduct the interview.

• Ask the right questions (see example template 3.3_Interview.docx). Divide questions into skills and work circumstances and availability.
  • You may send the candidates a list of possible questions you will ask.
  • Prepare your questionnaire and make sure you sound natural and calm.
  • Break the ice and do not go straight ahead to bombarding them with questions: connect with them first.
• Have other interested parties like the HR manager on call.
  • Make notes, especially the important info from your applicant – good points and bad points.
• At the end of the interview, thank the applicant and give him/her an idea of how many days it will take to deliberate the results.

Step 6: Decide who gets hired.

• Identify the factors to consider in deciding who to hire.
  • Review the applicants’ CVs and interview notes.
  • Pick the one you think will be best for the position, and will have no problems working with your current team (if any).
  • Decide whether you want someone with a passion to learn, along with some skills, or the experienced and skilled: both are a good choice.
• Notify the applicants: successful and unsuccessful: both should receive an email informing the result of their application

View example the templates under the Email templates section below.

Step 7: Test week and probation period.

• The first week is a trial week for your staff (you can also have a probation period of 3 months). They will get involved in the process but it will be a test. If you are pleased with their performance, go to step 8. IF not, go back to step 4. This can be at a reduced rate if appropriate. You can even have more than one employee on a trial
  • On the first day, set expectations and meet with your new staff member
  • Ask them for their expectations and answer any questions they have
  • Give tasks that you will normally require from their position
  • Give feedback on what you like and dislike with their work
  • Take note of the work ethics and the ability to perform tasks independently
  • Your new staff member should be able to adapt mid-week or towards the end of the week

Step 8: Onboarding the new staff member.

• Properly introduce the staff to the team, any clients they will be working with, and to your processes and tools.
• Follow onboarding checklist
  • Employee Information Sheet (all information of the staff)
  • Account Department (information on the bank, PayPal, how they get paid and rates)
  • New Employee Orientation/Meeting
  • Employment Agreement – see example 6.1_Employement_Agreement.docx
  • Confidentiality Agreement – see example 7.1_Confidentiality.docx
  • Email accounts (email username and passwords)
  • List of important contacts (email database, clients, team)
  • Tools Login
  • Social Media Access (groups, pages)