5 Key Questions to Ask Before Hiring a Virtual Assistant Agency for Your Brand

Finding a reliable Virtual Assistant is a crucial step in getting out of the weeds, carving out time to focus on your zone of genius work, and building your brand. But with so many options available, asking the right questions can ensure you choose a VA who aligns with your business needs.

There is no current industry standard for assigning oneself the title of "Virtual Assistant." Some VAs bring their own systems and tools to the table, others require diligent training and oversight. Some have industry-specific knowledge and skills, and some are generalists. Some work for an agency, and some freelance.

As is true with all hiring, it's always wise to speak with more than one prospect. Which means, you'll want to be consistent about the questions you ask.

But before we go into detail on those questions, it's also important to clarify that hiring a VA before you have your own operating systems and brand guidelines in place is premature and ill-advised. If you are looking for someone to help you modernize your business—research, set up, and manage new digital systems—you would be wise to consult an Online Business Manager first. Similarly, if you plan to delegate tasks like creating holiday social media posts or sending email blasts, you should first ensure you have a comprehensive Brand Style Guide.

However, if you already have clear brand guidelines and tasks embedded in proven workflows, here are the key questions to ask before hiring a VA or a VA agency:

No. 1 What platforms and tools are the Virtual Assistants experienced with?

A good-fit VA should have past experience with the tools and platforms you already use. Whether it’s project management software like ClickUp or CRM platforms like ActiveCampaign, make sure they have the technical skills your business requires (or be prepared to train them and manage the learning curve). It’s also important to ask about how they stay updated on new platforms. Given that tech is constantly evolving, VAs who actively learn and adapt to new tools will be more valuable in the long term.

No. 2 How do you ensure work done by the Virtual Assistants aligns with our brand?

In truth, it's 100% your job to train everyone you hire on the ins and outs of your brand, but the way someone responds to this question will provide insight into how they understand brands. Ask for examples of past work where they had to adapt to a client’s brand voice and guidelines. If they have a thoughtful answer, they will do thoughtful work. If they seem stumped, be warned!

No. 3 How do you handle communication and project updates?

Effective communication is key. Make sure they have a solid system for keeping you updated, whether through regular check-ins or quick responses to urgent tasks. It's your job to delegate, but it's their job to execute and update.

Additionally, ask how they handle time zone differences and the times of day they usually work, especially if they are working remotely from a different region. Having a clear plan for real-time updates ensures that tasks run smoothly, no matter where your VA is based.

No. 4 Can you provide examples of how your VAs have improved efficiency for past clients?

Ask for specific outcomes. Whether it’s automating tasks or improving customer service systems, a good VA agency or independent Virtual Assistant should be able to demonstrate a history of noteworthy improvements.

In addition, ask about references. An inability to get in touch with their references or if their accounts don't match can be red flags. 

No. 5 What is your approach to handling confidentiality and data security?

Another critical question to ask involves confidentiality and data security, especially if the VA will be handling sensitive information such as customer data, financial details, or intellectual property. Inquire about their security protocols, including how they protect access to sensitive documents and accounts. A trustworthy VA should be able to provide clear answers about how they keep client information secure.

Final Thoughts…

Finding the right Virtual Assistant is about more than just asking the right questions—it’s about ensuring a strong fit for your brand’s specific needs. Whether you require someone to manage your operations, support your marketing efforts, or streamline your administrative tasks, choosing a VA who aligns with your systems and values is key to ensuring your brand grows up healthy and strong, makes good life choices, and attracts the right people into it’s orbit.

At Humaniz Collective, we understand that hiring a VA can feel like a big step, and we’re here to guide you through the process. Our team not only helps you clarify your needs but also pairs you with the right VA for your brand’s culture, workflows, and tools. From the initial hiring process to ongoing oversight, we are here to help you stay on track, freeing you up to focus on growth. If it’s time to get serious about humanizing your brand, let’s chat! Schedule your free consultation today.