Hiring a virtual assistant can be a game-changer… if you do it right. But too often, agency owners bring on a VA expecting them to clean up a mess without a plan.
If that sounds familiar, you’re not alone. And I’ve been there too.
I’ve built, scaled, and sold multiple staffing and recruiting companies, including one I sold for $28 million. Now, I run ATeam by DPCo, a virtual assistant agency built for founders in staffing and recruiting.
This post will walk you through:
- Why most VA hires fail
- What “ready to hire a VA” really looks like
- How to set your virtual assistant up for success
- Who to hire (and who to avoid)
Why Most Virtual Assistant Hires Fail
Here’s the typical scenario:
You’re overwhelmed. Your inbox is flooded. Follow-ups are falling through the cracks. You’re working nights and weekends. So you think, “I’ll just hire a VA to fix this.”
But then…
- You don’t have clear instructions
- You haven’t documented any processes
- You’re too busy to train
- And you expect them to read your mind
No judgment, I’ve done it too. But here’s the truth:
A virtual assistant supports your systems. They don’t create them from scratch, unless you’ve hired them specifically to do that.
If you’re asking a VA to fix broken processes without structure, you’re setting both of you up to fail.
What “Ready to Hire a VA” Actually Looks Like
You don’t need to be perfectly organized to hire a VA, but you do need some of the following in place:
- You’ve identified tasks that are repetitive, low-value, or draining
- You can describe your desired outcomes
- You have playbooks or at least screen recordings (use Loom)
- You know what success looks like for the role
I personally use a visioning document that I update quarterly. It keeps my business aligned with my bigger picture, and it helps my team know how to support me better.
Watch this video to learn more about hiring readiness.
How to Set Up Your VA for Success
Here’s your pre-hire checklist:
- Track Your Week: Audit everything you do for 5 days
- Highlight What Drains You: Inbox, scheduling, sourcing, admin, etc.
- Document as You Go: Record yourself doing key tasks
- Organize the Basics: Even a simple Google Drive folder helps
- Communicate Clearly: Define outcomes, not just tasks
And don’t worry, you don’t need to be naturally organized. I’m not either.
That’s why I built a team that organizes me.
Who to Hire (And Who to Avoid)
It’s tempting to hire the person with the most experience who “can do everything.”
But I’ve learned this:
A hungry VA with a growth mindset outperforms an overqualified, disengaged one every time.
Look for someone who:
- Has strong attention to detail
- Wants to grow within the role
- Communicates clearly and often
- Understands your business, or wants to learn it
If your VA doesn’t understand your industry or process, they’ll just go through the motions. That’s not what you want.
Real Example: One Weekend = Dozens of Hours Saved
One of our ATeam clients, a solo recruiter, spent a single weekend recording screen shares and creating a few checklists. That prep saved her dozens of hours after her VA started, and got her back to focusing on client conversations.
You’re Not Just Hiring a Task-Doer, You’re Hiring a Teammate
VA success comes from structure, clarity, and mutual understanding. When you build a solid foundation, your virtual assistant becomes an extension of your brand—not just a name in your Slack.
Want Support Setting Up Your VA the Right Way?
At ATeam by DPCo, we don’t just hand you a virtual assistant. We walk you through the entire onboarding process, from hiring readiness to daily systems.
Hi! I’m Diane Prince. I co-founded a company that we built from scratch to $50 million in six years and sold to a strategic buyer. I am a keynote speaker that talks and writes about building startups, founding businesses, and entrepreneurship. I share my perspective from my own experience from over 25 years building, scaling, and selling businesses.
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