Once you have your shortlist, it’s time to schedule interviews. During the interview, ask questions about their work experience, problem-solving abilities, availability, typing speed, computer specs, internet speeds and power reliability.

Make sure to discuss communication methods, timezone preferences, and expectations for workflow. If the role requires specific skills, consider having candidates complete a small task to showcase their abilities.

Tip: Use video calls for interviews—it helps you gauge their professionalism, language proficiency and communication skills better than email alone.

Before making a long-term commitment, it’s wise to offer a short trial period. This allows you to see the virtual assistant in action and assess how well they adapt to your workflow, reporting requirements and tasks.

Once you’re confident they’re the right fit, set up a smooth onboarding process, including sharing tools, passwords, and setting up clear expectations for regular check-ins.

Tip: Establish a feedback system early on so both you and the VA can improve and adapt as needed.

Communication is key to making sure tasks are understood and completed efficiently. Set clear expectations from the start, and establish a communication routine.

Whether you use email, messaging platforms like Slack, Skype, or video calls via Zoom, make sure your VA has an easy way to ask questions and provide updates.

Pro Tip: Set up daily check-ins to ensure you're on the same page and to give your VA the opportunity to clarify any tasks.

Keeping tasks organized is essential when managing a virtual team. Use project management tools like Asana, Trello or ClickUp to assign tasks, track progress, and set deadlines.

These tools provide transparency and help both you and your VA stay on top of what’s important.

Pro Tip: Break down large tasks into smaller, actionable steps in your project management tool so nothing falls through the cracks.