You’ve decided you need a Virtual Assistant, now what?

And not just any help. You’re looking for someone who can step in, take initiative, and make your days feel a little less like a high-speed game of digital whack-a-mole.

But before you hop on that discovery call and start rattling off a laundry list of tasks, let’s pause. Because if you don’t prep the right way, you could end up hiring someone… only to realize you weren’t ready to bring someone on at all.

Let’s walk through what to do before that first VA discovery call

Get painfully honest: Why do you really want a VA?

Let’s not sugarcoat it, hiring a VA is not a magic wand. It’s a relationship. And like any good one, it needs trust, communication, and clear expectations.

So ask yourself: Are you overwhelmed, or are you unorganized? Are you swamped with client work, or procrastinating on systems? Are you looking for someone to help you scale or someone to clean up a mess?

There’s no wrong answer, but clarity matters. Because if your reason is vague, your hire will feel that vagueness and it’s hard to meet unclear expectations.

What do you actually need help with?

A VA can help with a lot. Inbox management, scheduling, customer service, social media, research, invoicing, travel booking, the list is long. But that doesn’t mean you should hand over your entire to-do list and expect someone to “just figure it out.” Instead, write down everything you wish you didn’t have to do. Now circle the stuff that makes your brain hurt or constantly falls through the cracks. That’s your starting point.

And… some things can’t be outsourced yet because they live only in your head. Don’t worry, you’ll get there.

Get your digital house in order (or at least the front porch)

At the very least:

• Create a VA folder with key files and SOPs – Standard Operating Procedures (even if they’re rough)

• Clean up your password manager (LastPass, 1Password…take your pick)

• Pick one main communication channel (Slack? WhatsApp? Email? Choose one)

Think of it like having someone over to help clean your house. You wouldn’t leave socks on the kitchen counter and trash bags blocking the door, right?

Create a short list of non-negotiables

This isn’t about being picky, it’s about being clear.

Do you want someone who works in your time zone? Who’s comfortable using Notion? Who doesn’t ghost when things get messy? List 3–5 things you must have. These are your deal-breakers. You don’t need to announce them all on the call, but you need to know them. Because when you’re desperate, it’s tempting to ignore red flags. A list helps keep your hiring compass pointed in the right direction.

Do a mini vibe check: Who actually thrives with you?

Let’s talk personality.

Some people thrive with lots of checklists and structure. Others shine when given freedom and creative control. Some love clear direction. Others want to be part of the bigger picture. So… which one works best with you?

Think about how you work. Are you spontaneous or structured? Do you send voice notes or prefer a clean Asana board? Do you communicate daily, weekly, or just when things go wrong? You don’t need to fit a mold. But your VA should be someone who complements not clashes with your natural rhythm.

Prep a mini story of your business journey

You know what builds trust fast? Context. Before the call, think through how you’ll describe your business journey. Not just the “what you do,” but the why.

Where did it start? What’s working? What’s not? What do you hope things will look like in six months? You’re not just hiring for tasks…you’re inviting someone into your business brain. A little backstory goes a long way in helping them see the big picture.

Have a couple of specific test tasks in your back pocket

You don’t need to quiz your VA like it’s an exam. But it helps to have a couple of small, real tasks in mind that’ll show you how they think.

Think:

• “How would you handle a late client payment?”

• “Can you write a sample response to this email?”

• “How would you organize this messy Trello board?”

Keep it real. This isn’t a job interview, it’s more like test-driving a car. You’re not judging perfection, you’re checking fit.

TL;DR—but make it real: If you want to walk into your VA discovery call without sounding scattered, do this:

• Know why you need help

• Know what you need help with

• Clean up your digital chaos

• Get clear on your deal-breakers

• Know how you work

• Tell your biz story

• Prep a few realistic test tasks