How do you find the right VA and make it worth the investment?

Investing in a virtual assistant (VA) should make running your business easier, not more stressful. The goal is to remove tasks from your plate, freeing up your time and energy. But if you don’t find the right VA, you could end up more overwhelmed than when you started.

So how do you set yourself up for success? How do you ensure that working with a VA is a valuable investment rather than an added expense? In this blog, we’ll cover what to expect when hiring a VA, how to choose the right one, and how to make sure it’s worth the money.

What does a VA cost?

VAs charge in different ways, and understanding these pricing structures will help you find the right fit for your needs:

• Retainer basis (hourly or task-based) – You pay a set amount each month upfront for a certain number of hours or tasks. This is best for:

  • Predictable expenses and consistent support.

  • Peace of mind knowing your VA will be available.

  • Building a long-term working relationship.

• Project-based pricing – A fixed price for a specific outcome, such as planning an event, a product launch or a system overhaul/tech setup. This is best for:

  • Support for a specific project without a recurring expense

  • Testing the waters with a new VA before committing to ongoing work

  • Getting your next big thing over the line and ready to launch with confidence – without the panic!

Why cheaper isn’t always better

• Experienced VAs are efficient and effective, saving you time and stress.

• Industry-specific VAs (like canine industry VAs) require less explanation, making the handover smoother.

• Lower rates may indicate inexperience or lead to sudden price increases.

The hidden cost of doing it all yourself

• Missed emails, invoices, and deadlines.

• No time to work on your business because you’re buried in it.

• Running yourself ragged instead of spending time with your family, dogs, or hobbies.

• Feeling so overwhelmed that you consider giving up.

• Investing in coaching but not having time or skills to implement what you learn.

Is it value for money?

This is a personal evaluation and each professional will see this differently. What feels like value to one person may not to another.

A VA is an investment, much like a business coach or mentor. Here’s why:

• Frees up your time – so you can take on more clients, launch new services, or simply enjoy a better work-life balance.

• Wider skillset to draw on – a VA can bring skills you don’t have, allowing you to focus your time and energy on the areas where your expertise is needed most, rather than getting bogged down in tasks that drain your energy

• Less commitment than hiring staff – No pensions, NI contributions, sick pay, or HR responsibilities. If it’s not working out, you can adjust or end the arrangement more easily.

Finding the right VA for you

Before hiring a VA, ask yourself:

• What tasks drain your energy or slow you down?

• Do you need industry-specific knowledge?

• What communication style works best for you?

• Do you need them available at specific times?

The importance of a discovery call

• Ask all your questions – there’s no obligation to proceed and there are no silly questions.

• A VA will often follow up with a proposal, outlining different options and giving you time to think it all through and make a decision.

• VAs also assess fit – if they feel they’re not the right match, they’ll let you know.

Contracts & trial periods

• Some VAs start on an hourly basis before moving to a retainer after a few months.

• Always have a contract in place to protect both parties.

What to look for in a VA

• Experience and industry knowledge – A VA familiar with your field can work more effectively.

• Reliable communication and responsiveness – Clear and timely replies.

• Attention to detail – Do they notice small but important things? Is it clear they’ve read the information you’ve provided?

• Work style and availability – Do they have the structure or flexibility you need?

• Services offered – Do their services align with your needs? If you require bookkeeping, for example, hiring a VA who doesn’t offer it won’t be a good fit.

• Testimonials and references – A good VA should have happy clients.

• Gut instinct – Do you feel comfortable working with them?

• Ethical approach – Do their values align with yours? If you’re a force-free trainer, do they support positive training methods?

Red flags to watch out for

• Poor communication or slow responses.

• Over-promising and under-delivering.

• Reluctance to clarify pricing or scope of work.

• Extremely low rates (which could mean a lack of confidence or sudden price hikes later).

• Lack of attention to detail – did they read what you wrote or listen to what you said?

• Not practising what they preach.

How to delegate effectively

Delegation is a skill, and doing it well makes a big difference in your working relationship with a VA.

• Start small – Choose one or two tasks to delegate first.

• Be clear on expectations and deadlines – Avoid misunderstandings by defining what you need upfront.

• Provide necessary access and information – Make sure your VA has the tools they need to do the job.

• Give feedback – Adjust and refine the process as you go.

Have you found the right VA for you?

Finding the right VA is about more than just cost – it’s about fit, trust, and the value they bring to your business.

A good VA can save you time, reduce stress, and help your business grow.

Take a small first step – check back to Virtual assistants for dog pros: What do they do & how could one help you? for a list of potential VA tasks, and reflect on what you would find helpful

Ready to explore working with a VA? Check out my services and book a call to see how I can help.