Important Features to Consider When Looking for a VA; What Are They?

Important Features to Consider When Looking for a VA; What Are They?


Are you considering hiring professional virtual assistant services to help manage your business? Do you know what factors to consider when looking for a suitable virtual assistant outsourcing company?

Hiring a virtual assistant can be an invaluable asset to any business. VAs can help with tasks ranging from search engine optimization and website maintenance to administrative support and other services. However, finding suitable professional virtual assistant services for your needs can take time due to the number of potential candidates.

Before selecting professional virtual assistant services, you must ensure all your requirements are met. Knowing what features to look for in a VA will go a long way toward guaranteeing the best possible service. This article will discuss critical features you should remember when looking for the perfect VA for your business needs.


When looking for professional virtual assistant services, one of the most important factors is their experience level. This will give you an idea of their expertise and whether they fit your needs. Here are some points to keep in mind when assessing a VA’s experience:

Assessing the VA’s Level of Experience

  • Ask the VA about their previous experience working as a VA.
  • Find out how long they have been working as a VA and what tasks they have performed.
  • Ask for specific examples of tasks they have completed and how they handled them.
  • Ask about their level of education and any relevant certifications.

Evaluating the Type of Tasks, They Have Experience With

  • Make a list of the tasks you need the VA to perform and ask if they have experience with them.
  • If the VA has not performed a particular task before, ask if they are willing to learn and feel confident they can do it.
  • Ask about their experience with specific tools and software you use in your business.
  • Determine if their experience aligns with your needs and if they have the expertise to complete the required tasks.


When looking for professional virtual assistant services, it is vital to consider their availability. This will ensure you can rely on them to complete tasks within the required timeframe. Here are some points to keep in mind when determining a virtual assistant outsourcing’s availability:

Determining the VA’s Availability

  • Ask the VA what their typical work schedule is and if they have any other commitments.
  • Find out if they work full-time or part-time as a VA and have other clients.
  • Ask about their availability on weekends and holidays and their turnaround time for completing tasks.
  • Determine if their availability aligns with your needs and if they can work the required hours.

Confirming the VA’s Timezone

  • Determine the VA’s timezone and if it aligns with your own.
  • If the VA is in a different timezone, ask if they are willing to adjust their schedule to work during your business hours.
  • Consider any potential communication issues that may arise due to time zone differences and how they can be mitigated.


Understanding VA’s Communication Style

Understanding the professional virtual assistant services communication style is essential to establish effective communication. VA’s communication style may vary based on culture, language proficiency, personality, and working experience. Observing and adapting to the VA’s communication style is crucial to ensure mutual understanding and avoid misunderstandings.

Discussing Communication Methods

Communication methods are critical in establishing an effective working relationship with VAs. Some commonly used communication methods include email, chat, video conferencing, and phone calls. It is essential to discuss which communication method works best for both parties and establish clear guidelines for communication, such as response time and preferred method of contact.

Setting Expectations

It is essential to set clear expectations for communication to avoid confusion and miscommunication. This includes establishing regular check-ins, communicating deadlines, and clarifying project expectations. Both parties should also establish preferred communication styles and methods to ensure effective communication.

Active Listening

Active listening is an important communication skill that helps establish mutual understanding. It involves fully engaging in the conversation, clarifying misunderstandings, and summarizing the main points. By actively listening, both parties can ensure their communication is clear, concise, and practical.

Cultural Sensitivity

Cultural sensitivity is critical in effective communication with professional virtual assistant services from diverse backgrounds. This involves understanding cultural differences in communication styles, language proficiency, and working norms. Respecting these differences and adapting communication strategies are essential to ensure successful collaboration.

Providing Feedback

Providing constructive feedback is critical to improving communication with VAs. Both parties should give regular feedback on communication styles, methods, and expectations to ensure that communication remains effective and productive. Feedback should be specific, actionable, and respectful to ensure mutual understanding and continuous improvement.


When hiring professional virtual assistant services discussing their pricing and evaluating the cost-benefit of hiring the VA is essential. Here are some points to consider:

  1. Understand pricing models: Professional virtual assistant services may charge by the hour, project, or monthly retainer. Be sure to understand their pricing model and how it aligns with your business needs.
  2. Compare pricing: Compare the pricing of a multiple virtual assistant outsourcing company to ensure you get a fair price for the services provided. Remember that the cheapest option may only sometimes be the best choice regarding quality and experience.
  3. Negotiate pricing: It is often possible to negotiate pricing with professional virtual assistant services, especially if you are hiring them for ongoing work. Discuss your budget and find a pricing structure that works for both parties.
  4. Evaluate cost-benefit: Consider the cost-benefit of hiring professional virtual assistant services. While hiring a VA may be more expensive than doing the work yourself, it can save you time and allow you to focus on other aspects of your business. Evaluate the potential benefits of hiring a VA, such as increased productivity and efficiency, and weigh them against the cost.
  5. Consider long-term costs: Consider the long-term costs of hiring a VA. While professional virtual assistant services may be cheaper than hiring a full-time employee, ongoing work with a VA can add up over time. Be sure to factor in the potential for increased costs if you plan to work with a VA on an ongoing basis.
  6. Use a contract: Use a contract to outline the pricing structure and terms of the working relationship. This can help prevent misunderstandings and ensure both parties understand the expectations and requirements.


When looking for professional virtual assistant services, there are several essential features to consider to ensure that you find the right person for the job. These features include the VA’s experience, availability, communication skills, language proficiency, skillset, technology knowledge, references, and pricing.

By carefully evaluating these features and selecting professional virtual assistant services that align with your business needs and values, you can create a successful working relationship that helps you achieve your business goals.

Additionally, it is essential to remember that while a VA can save you time and increase productivity, it is still essential to maintain clear communication and expectations throughout the working relationship. By considering these factors and using them as a guide, you can find skilled and reliable professional virtual assistant services to help your business thrive.