In my experience with working with busy professionals, there are two main reasons they decide to outsource:

One, they don’t have enough time to do the work themselves because they’re busy trying to focus on building their business – to generate revenue. This is similar to hiring a house cleaner – you CAN do the job yourself, but by having someone else do it, you can’t focus on something else.

Or two, they don’t have the skill set necessary to get the job done (or they simply don’t have the interest). This is similar to taking the car to the garage for repairs. You know it needs to be fixed, but you don’t know the first thing about how to fix it.

So, what happens when you determine that you fall into one of these categories?
You outsource the job. Here’s how you can get started:

Make a list of all the things you don’t have enough time for, or dislike doing.

Not all VAs do all tasks. A VA specializing in social media scheduling might not know how to balance your books. Determine what you need help with and go from there.

Next, have a consultation call with your potential online admin, so you can discuss what areas you need help with, and go from there.

My free VA Delegation Worksheet will be helpful with this step, as will my list of 10 Things You Can Outsource Now.

Payment Options

Depending on how much work you need help with, and what kind of work it is, there are usually three ways to pay your VA:

Project Rate

If it’s a one-time project, there will usually be a flat fee for the project, paid upfront. Communication is key, as, with any large project, you want to make sure your ideas get across.


This is a great option if you have a variety of administrative tasks that you need help with. A VA will track their time while performing these tasks, and invoice you upon completion. Your VA will have policies in place that protect both you and your VA. Take the time to read it, it’s important to know what is acceptable in your terms, and what isn’t.


This option is probably the best out of all options. Retaining a VA’s time means you are a priority. A VA will pay attention to YOUR tasks before an hourly or project-based client.

Your VA will still track their time, and let you know if you are nearing the end of your retainer. You can decide on purchasing another chunk of time or, you can choose to have the job completed next month.

Communication is key

Give your VA a clear idea of what the end result should look like by showing them some examples of completed work. The work your freelance administrative assistant does for you should still meet your standards.

Ensure that your VA knows how often to report progress.

Pay on time. Trust is a major component of the business owner-virtual assistant relationship. You should feel like you can trust your VA to get the work done, and your VA should trust you to pay on time.

If it’s not working…

Like a relationship coming to an end, breaking up is never easy, and the same is true for virtual office staff and their clients.

Be honest and review the contract to make sure you’re giving enough notice. A great online assistant will do the same in return if you aren’t their cup of tea.

Interested in the possibility of outsourcing? Book a free consultation with me and let’s discuss your business needs.