Preparing to Hire a Virtual Assistant or OBM: What You Can Do Now

Hiring a Virtual Assistant (VA) or Online Business Manager (OBM) can be a game-changer for your business, freeing up your time and allowing you to focus on growth. However, before bringing someone on board, taking time to prepare your business, mindset, and finances will set you up for success. Here’s what you can do now to get ready.

Why Preparation Matters

Many entrepreneurs make the mistake of hiring help before they’re truly ready, leading to frustration, inefficiency, and wasted resources. By preparing in advance, you’ll ensure a smooth transition and empower your new team member to succeed from day one.

Business Readiness

To set the foundation for a successful hire, take stock of your operations and streamline your business processes.

• Create SOPs (Standard Operating Procedures): Type out standard operating procedures for all ongoing tasks and workflows. This ensures consistency and makes it easier for someone new to step in.

• Identify Tasks to Delegate: Keep a running list of tasks that drain your time or are outside your zone of genius. This will help you prioritize what to offload first.

• Determine the Type of Help You Need: Do you need a VA to handle administrative tasks, an OBM to manage operations, or a Social Media Manager to handle content? Clarifying your needs helps you hire the right person.

• Use Project Management Tools: Start using systems like Asana, Trello, or ClickUp now, so a VA or OBM can integrate seamlessly into existing workflows.

• Organize Digital Assets: Clean up your file storage, email systems, and project management tools so it’s easy to onboard someone later.

Mindset Readiness

A shift in mindset is necessary to successfully bring someone into your business.

• Shift from “Doing” to “Leading”: As the business owner, your focus should move from working in the business to working on the business. This shift allows you to step into a leadership role and scale effectively.

• Develop a Delegation Mindset: Delegating isn’t just about handing off tasks—it’s about trusting your team. Reflect on your ability to let go and avoid micromanagement. The more trust you have in your hire, the more freedom you gain.

Financial Readiness

Hiring help is an investment, and preparing your finances will make the transition easier.

• Increase Revenue Streams: Look for ways to boost income so hiring doesn’t feel like a financial stretch.

• Start a “Team” Budget: Set aside a small amount each month toward hiring. Even $100–$200 a month can help with initial hiring costs and make bringing on support more manageable.

Next Steps

Once you’ve prepared your business, mindset, and finances, you’ll be in a great position to hire and onboard the right support. By putting in the work ahead of time, you’ll not only make the hiring process easier but also set yourself and your new team member up for long-term success!