This got me thinking about VAs/Remote administrators and online contractors in general. I’m sharing my answer for those who hire contractors to work on their business.
If you have not hired a VA, or remote contractor to work on your business before, there can be misconception of a freelancer’s role and in particular VAs. It’s worth taking the time to learn how you can best work with an online contractor to ensure you have a great working relationship for the duration of the contract.
Q. What should my Virtual/Remote Admin Assistant be doing for me?
I feel like I have to keep asking them to do tasks that they should know needs to be done. I have a retainer agreement with them.
A. Great question and one that I’m sure many have pondered!
Assuming you have a list of tasks that you have both agreed and it is included in the contract, there is no reason why a business owner should have to continually ask for it to be completed. However, if the tasks you mention are not in the contract, I would expect that you should have to specify that you want them to be completed.
Let’s think of it like this… if your central heating stopped working and you had to hire a plumber to fix it, would you expect them to check all the taps and toilets in your house, the water tank and check all the pipes in every room and then charge you for all of that work, even though you didn’t ask them to do that? Or randomly pop in every week and start replacing fittings etc.
It sounds a bit crazy when you put it like that doesn’t it?
That’s why a VA usually won’t take it upon themselves to do tasks unless it’s specified in your contract with them.
Like a plumber, your VA is a contractor that you hire to do a job, or if you have a retainer agreement in place, they will have assigned a number of hours in their calendar for your business. The retainer you have with them most probably means that they have agreed to set aside X number of hours per week/month to work on your business but that doesn’t necessarily mean they will look for things to do to fill those hours, unless you have specified the exact tasks that need to be done each week/month. If they know what needs to be accomplished they will usually get on and do it.
It’s your responsibility as the business owner to plan ahead and make sure you are using those hours effectively and that means outlining the tasks for your VA.
If they just started doing tasks without being asked or without an agreement in place, this can put them in a position where they may not be paid for completing tasks that were not in the agreed contract.
It’s a little unfair to expect that level of service from any contractor.
It’s an easy mistake to make, many great VAs slot into your business seamlessly and make you feel like you’re their only client. That in itself is a skill. However, the fact of the matter is VAs/contractors are not your employees.
They will and should have set boundaries. It’s up to you to communicate clearly what you want to achieve with them and come to a mutual agreement on how you will both work together and this should be stated in the contract.
Note: This does not mean you get to list out everything you ever wanted to fix in your business and expect them to be able to do it all.
Here’s some additional points to bear in mind:
- Freelancers/contractors have spent a lot of time and money to learn the skills they possess and their rates will reflect this.
- If you feel they are too expensive for your budget, research other options but do not ask them to lower their rates for you. Do your research before having a discussion about rates.
- They pay for their own equipment/software/electricity etc. and are using these when working on your business.
- They probably have other clients, who are also paying for their time. They cannot just pop into your business to do tasks at very short notice (maybe as a one off but this is not to be expected).
- VAs are usually a shared resource and they will set aside time in their calendar to work on your business and then move on to the next client and so on. You probably have an appointment based business and wouldn’t see two different clients at the same time, or allow them to overlap either.
- They are also business owners and are just as busy as anyone else.
- They also have bills to pay and may also have families to consider.
- They are self employed and pay their own taxes, healthcare and do not get paid for sick days, holidays.
- They appreciate a please and thank you as much as the next person.
As with any other contractor, they provide a service to you, they agree to work on your business, and are not obligated to you (or you to them) for the long-term, that’s the nature of contract work in general.
Yes, you pay them but there are many people looking for VAs and freelancers right now and as with any industry, great ones are hard to find. If your only complaint is that you have to ask them to do tasks, then believe me when I say you are doing very well indeed. Many VAs have a waiting list.
I would suggest you review the contract with your VA and discuss if weekly set work/tasks is something you both wish to do. If so, your VA will more than likely amend your contract and reissue it to you for signing. Problem solved.
If a VA/remote contractor does not feel respected or valued they too can let a client go and make room for a new client who appreciates their time and skillset. Most “issues” can be resolved with a conversation to clarify expectations and boundaries.
Don’t assume they are not doing what a VA should do because it could be you who has misunderstood the assignment.
The beauty of outsourcing is you do not have the expense that comes with employees and it’s important to have a working relationship with a remote contractor that is based on mutual respect and understanding, as it would be with a colleague who you share an office space with. Make sure you are clearly communicating what you want to achieve with the role. Ask them how they work, what is and is not included in the agreement and how you both plan to achieve a successful outcome.
Having a VA/Remote Admin person on your team is a wonderful asset to any business and many wonder what they did before hiring their VA. The key to a successful hiring is open and honest communication on both sides.
