By Jack Manu When you outsource to a virtual assistant, you may hand off your company responsibilities to a remote specialist instead of performing everything in-house. But other organizations require more than one person to perform their daily duties. They also might need to recruit, train, quality-check, back up, and manage. Here, a VA model sponsored by an org can add some assistance.
Outsourcing to a Virtual Assistant: What Does It Mean?
Hiring a remote specialist to do specific business activities is what is meant by “outsource to a virtual assistant.” VA can help with administrative tasks, customer service, research, scheduling, data entry, marketing, and other routine functions.
Companies can either engage a VA directly as a freelancer or they can hire a virtual assistant firm. The primary difference is the level of support surrounding the VA.
Businesses can outsource boring tasks to virtual assistants, allowing their staff to concentrate on core business tasks.
Common tasks include:
- Email and calendar management
- Data entry
- Online research
- Customer support
- Appointment scheduling
- Lead generation
- CRM updates
- Social media support
- Administrative tasks
- Back-office support
Simple jobs may only need one freelancer. But firms with predictable workloads may need a more structured support model.
Freelancer or Virtual Assistant Company
Usually, a VA who is freelancing works by herself. The VA interacts directly with the client, explains the task, gives instructions, and verifies the results.
A virtual assistant company can provide additional support around the VA that is assigned to you. Depending on the provider, this can encompass recruitment, onboarding, training, quality checks, account management, backup coverage, and replacement support.
The best option depends on the nature of the job and what kind of support your firm needs.
| Factor | Freelance VA | Managed VA Organization |
| Individual worker | Yes | Usually assigned VA/team |
| Backup coverage | Often limited | May be available |
| Training support | Depends | Usually structured |
| Quality monitoring | Depends | Provider-managed |
| Replacement | Client responsibility/provider dependent | Often provider-managed |
| Account management | Usually no | Often available |
| Scalability | Individual capacity | Team-based |
A freelancer may be suitable when you need one person for a limited number of tasks. A managed model may be useful when you need ongoing support, backup coverage, or help managing several processes.
What Does an Organization-Backed VA Model Include?
An organization-backed model provides support around the VA. The exact services depend on the provider, but managed VA services can include several important areas.
Recruitment
The recruiting and screening may be done by the provider. This can save companies time looking for individuals, analyzing applications, and interviewing.
The provider may consider skills, experience, communication, availability, and the requirements of the role when allocating a VA.
Orientation
Onboarding helps the VA learn the business and their responsibilities after they are assigned.
This may include data on company processes, software, communication techniques, deadlines, and reporting needs.
A good onboarding procedure can assist the VA in getting to work with a better grasp of expectations.
Education and Training
Some activities demand knowledge of specific software or business process understanding.
Training can help the VA understand the tools and procedures needed for the role.
For example, a VA handling customer support may need training on the company’s CRM and communication process. An administrative VA may need training on scheduling, document management, and reporting.
SOPs
Standard operating procedures, or SOPs, lay out how regular duties should be performed.
An SOP can comprise step-by-step instructions, templates, approval processes, and software specifications.
SOPs can help firms that outsource to a virtual assistant clarify jobs and keep processes consistent. They can also aid when a new VA has to take up a task.
Quality Assurance Review
Quality checks ensure the task is done to required standards.
The provider may demand work to be checked for accuracy, completeness, timeliness, and following the required process.
Periodic quality checks can help identify faults and places where more training could be needed.
Backup Coverage
A major concern with an individual VA can be availability. If the VA is sick, on vacation, or otherwise unavailable, some tasks may be delayed.
Some outsourced virtual assistant services offer backup coverage. If needed, another trained team member may be there to aid.
Backup policies differ from provider to provider, so organizations should check what level of coverage is available.
Account Management
Some providers will employ an account manager to maintain the client connection.
The account manager can assist with workload changes, performance issues, priorities, and communication between the client and the VA.
This can prove useful if a corporation has more than one VA or needs support across different processes.
Monitoring Performance
Performance monitoring allows businesses to see how well the VA is managing allocated duties.
Depending on the function, performance may be reviewed upon the completion of a task, based on quality or turnaround time, workload, or according to documented protocols.
Regular monitoring can help detect problems early and create opportunities for improvement.
Escalation Support
Some problems cannot be solved directly by the VA. A model supported by the organization may include an escalation process for issues about workload, performance, access, or business requirements.
This gives the client a clear mechanism to raise and resolve concerns.
What is the difference between managing a virtual assistant and hiring a freelancer?
The difference is mostly in the support structure.
When you engage a freelancer, you’re usually the one managing the relationship. You may need to train them, explain procedures, keep an eye on their work, and locate someone else if the freelancer is unavailable.
In a managed virtual assistant approach, some of these tasks might be handled by the provider.
For example:
Freelancer model:
Business → Freelancer
Organization-backed model:
Business → Account Manager → VA/Team → Operational Support
Not all providers offer the same services. Before choosing a supplier, know exactly what is part of the service.
When is a managed VA model right for a business?
A managed model can be useful when virtual support becomes an important part of daily operations.
Multiple Recurring Processes
If your firm has many chores to be done on a weekly or daily basis, it can be hard to handle them with one independent VA.
A managed model can provide a more organized way to assign and monitor different processes.
Need for Backup Coverage
Backup support might be helpful if vital duties can’t cease while one person is out.
For instance, you may have client emails, appointment setting, and daily data updates that need to be running even if your main VA is inaccessible.
Sensitive Workflow (SW)
Some firms outsource tasks that require private business or customer information.
Before companies engage in these instances, it’s important to understand how the provider handles access, training, data protection, and internal protocols.
Growing Workload
A business may start with one VA and later need more support.
A managed provider may make it easier to add another VA or expand the support team as the workload increases.
Multiple Departments
Businesses may need virtual help with administration, customer service, marketing, sales, or operations.
A virtual assistant organization may offer a more organized manner to manage the various roles when numerous departments are using outsourced help.
Documented SOPs Needed
If your firm has repeatable operations SOPs, they might make it easy to delegate.
Documented processes give VAs a roadmap for accomplishing tasks and can assist in training new team members during staffing changes.
What Type of Work Can You Outsource to a Virtual Assistant?
Businesses have several remote-friendly jobs they may outsource to a virtual assistant.
Common examples include:
- Administrative support
- Email management
- Calendar management
- Data entry
- Online research
- Customer service
- CRM management
- Lead generation
- Social media support
- E-commerce support
- Document preparation
- Reporting
- Back-office tasks
The best tasks to outsource are usually repetitive, clearly defined, and suitable for remote work.
What Should You Check Before Choosing a Virtual Assistant Organization?
Before choosing a provider, look beyond the number of VAs available. Check how the provider manages the overall service.
Ask questions such as
- How are VAs recruited and screened?
- What training is provided?
- Does the provider support SOPs?
- How is work quality checked?
- Is backup coverage available?
- What happens if the assigned VA leaves?
- Is replacement support provided?
- Is an account manager available?
- How is performance monitored?
- How do we scale the service?
These questions can help you determine if you are employing an individual or getting support from a managed firm.
Is Virtual Assistant Outsourcing Right for All Businesses?
Not all businesses need a managed VA approach.
If you only need one person to do a few minor jobs and your team can handle the relationship themselves, a freelancer might do the trick.
If you have many recurrent activities, need backup coverage, a growing workload, or organized procedures, a managed model can be a better fit.
You should choose your option based on your business needs, the nature of work and the level of help you require.
Final Thoughts
By outsourcing to a virtual assistant, you can outsource the everyday job and free up your internal team for the crucial tasks. Businesses might also opt for an organization-backed model that offers more than just one VA.
A more structured outsourcing process can be achieved through recruiting, onboarding, training, SOPs, quality checks, backup coverage, account management, performance monitoring, and escalation support.
Managed VA services offer a systematic approach to managing remote support for firms with recurring activities, increasing workloads, different departments, or a requirement for continuity.
Frequently Asked Questions
Outsourcing to a virtual assistant is the act of engaging a remote employee to perform company activities such as administration, data entry, customer service, research, scheduling, or marketing support.
A managed virtual assistant is a VA who is provided additional support by a provider. This can include recruiting, training, quality control, account management, backup coverage, and performance monitoring.
A freelancer usually works alone and has direct contact with the client. An organization that runs a virtual assistant company will offer VA support. They may handle recruitment, training, quality inspections, and replacement support.
Some providers offer backup coverage when the assigned VA is unavailable. However, the type and amount of coverage depend on the provider’s service agreement.
Businesses may consider managed VA services when they have multiple recurring processes, growing workloads, multiple departments, or a need for backup coverage and documented SOPs.