Planning to hire a virtual assistant but unsure where to begin? Virtual Assistant Sanela Jurišić Radočaj shares a practical guide through 9 key questions that will help you clearly define your needs, expectations, and collaboration style. Whether you’re looking for one-time support or a long-term partner, this article will help you take the first step toward smarter operations with VA support.

Your workday starts with dozens of unread messages and emails—and you’ve just entered a creative flow. You postpone an important meeting because you didn’t have time to prepare. Sound familiar? It might be time to bring in a virtual assistant.

A Virtual Assistant (VA) is someone who can take part of your operational workload off your plate, understand your business, and help you stay organized. But before you start delegating, it’s essential to get clear on your needs and expectations.

To make your decision smart, effective, and low-risk, answer these 9 key questions:

1. Which tasks do I want to delegate?

The first step toward a successful collaboration with a virtual assistant is understanding what you actually want to delegate. Many business owners know they’re overloaded, but they’re not sure what can be handed off—and the answer usually lies in reviewing your day-to-day activities.

Examples of tasks clients most often delegate:

• Administration: creating and sending invoices, maintaining records, preparing quotes and documents
• Communication: replying to emails, managing contacts, customer support
• Marketing & social media: scheduling posts, designing visuals in Canva, basic video editing, inbox management
• Organization: calendar management, booking appointments, preparing materials for meetings
• Research: market research, competitor analysis, finding suppliers or tools
• Technical support: setting up newsletters, basic website maintenance, managing tools such as Trello, MailerLite, Notion, monday.com

Tip: Track your tasks for 3 to 5 working days. Anything that takes up time but isn’t directly tied to your expertise or revenue generation is a strong candidate for delegation.

2. How much VA support do I need?

A VA isn’t always a full-time person who will take over half of your workload. Sometimes two hours a week is enough to make a noticeable difference. The scope of support depends on how many tasks you have, how complex they are, and how important it is to finally get things off your to-do list.

Examples:

• Getting started: a VA supports you 2 hours per week — e.g., updates your Instagram bio, replies to messages, schedules a newsletter
• Moderate support: 5–10 hours per month — the VA manages your inbox, schedules calls, prepares documents
• Higher support: 10–20 hours per month — the VA handles client communication, manages a campaign, edits blog posts

Tip: Start small. Your initial collaboration can be a trial—if you see the VA consistently delivers quality and matches your working rhythm, it’s easy to scale up.

3. Do I need one-time support or ongoing help?

You don’t have to know right away whether a VA will become your long-term business partner. But it’s important to distinguish between one-off tasks and those that require continuity.

One-time support — when you need help “right now”:

• creating a PowerPoint presentation for a meeting
• setting up an email automation for a campaign
• editing a single blog post or video
• entering data into a CRM

Ongoing collaboration — when the VA becomes part of your team:

• managing social media month after month
• consistently monitoring your inbox and handling customer support
• monthly reporting, task management, deadline tracking
• strategic support for business growth

How to decide: If you know the task will repeat (e.g., you need a newsletter, invoices, or content every month), an ongoing collaboration is usually more efficient and cost-effective. If it’s just “putting out fires,” start with a one-time VA service.

4. How will we communicate?

A strong VA collaboration is built on clear, agreed-upon communication. Poorly set communication expectations can lead to frustration on both sides—even when the VA is doing everything right.

Examples of tools by communication style:

• For quick daily check-ins: WhatsApp, Viber, Slack

“Hey, can you add one more post for Thursday?”

• For weekly/strategic meetings: Zoom, Google Meet

Setting priorities, brainstorming, evaluating what’s working

• For task management and deadline tracking: monday.com, Trello, Asana

Everything in one place—clear ownership, timelines, and progress visibility

• For official info and materials: Email

Sending briefs, access details, contracts, and formal documentation

Note: On the GoThrive platform, virtual assistants are trained to communicate via task-management tools like monday.com, enabling fast, professional, and well-organized collaboration.

5. What skills does my VA need to have?

Before hiring a VA, it’s important to be clear on the specific skills you’re looking for—because not all assistants are the same. Some excel at communication and client-facing work, others at technical tasks or organization.

Examples of in-demand skills:

• Organizational skills: planning weekly tasks, tracking deadlines, maintaining structure
• Digital literacy: Google Workspace, Canva, CRMs, task-management tools
• Creativity: editing content, creating posts, designing newsletters
• Sales support skills: email sales support, follow-up campaigns, creating offers/quotes
• Discretion & trust: access to sensitive business data, passwords, finances

A realistic expectation: Don’t look for a “superhero” who can do everything. Define 2–3 core skills that are your priority right now. You can always expand the scope (or the team) later.

GoThrive VAs come from a range of specializations—from administration to content marketing—making it easier to find the right fit for your needs.

6. Is hiring a VA an expense—or an investment?

At first glance, paying someone to do something you could do yourself can feel like an extra cost. But a VA isn’t taking your money—they’re buying back your time.

Examples of tangible benefits:

• Instead of spending 2 hours building a newsletter, you use those 2 hours for paid client work
• Instead of constantly worrying about your inbox, you get mental clarity and peace of mind
• Instead of five half-started tasks, you finally get projects finished

Value calculation: If a VA takes on work for €100 that saves you 10 hours, and you charge €30/hour for your own work, you invested €100 and created €300 in value.

Mindset shift: A VA isn’t an expense. It’s a tool for business growth.

7. What’s my budget?

Like with any service, pricing depends on experience, task complexity, and expectations. There’s no “one price for everyone”—but there is an option for every budget.

Estimated ranges (for orientation):

• Beginner / junior VA: from €15/hour (basic admin or technical tasks)
• Mid-level VA: €20–€30/hour (creative, sales support, organizational tasks)
• Specialized VA / OBM: €30–€150/hour (strategic support, management, automation)

Common budgeting models:

• Service package (e.g., 10 hours per month)
• Flat monthly rate for ongoing clients
• Project-based work (e.g., campaign setup and execution)

Key point: Set a budget—but also set realistic expectations for that number. A high-quality VA typically saves you more than they cost.

8. Am I ready to delegate—and to trust?

The biggest barrier in a VA partnership usually isn’t technology—it’s control. If you feel the need to “have your hands in everything,” your VA won’t be able to do their job properly, and you won’t feel the relief you’re looking for.

First steps to build trust:

• Start with smaller tasks (e.g., research, scheduling posts)
• Set a trial period—two weeks or one month
• Agree on communication and reporting standards
• Set clear expectations and boundaries

The GoThrive platform adds an extra layer of security—every VA goes through training, has community support, and you can switch assistants if the fit isn’t right.

Reality check: Delegation is a skill. You learn it as you go—but you have to give yourself the chance.

9. Do I need a freelance VA or a VA agency?

Choosing between a freelancer and an agency depends on your needs, the level of flexibility you want, and the type of business you run.

Freelance VA — personal approach and flexibility:

• one-on-one communication
• often faster to adapt and more affordable
• opportunity for long-term collaboration built on trust
• ideal if you want one person who knows your business inside and out

VA agency — broader skill set and more resources:

• access to a team with different specialties
• scalability (if you need more people quickly)
• established processes, tools, and structure
• a strong option if you want an “all-in-one” solution

Tip: If you’re in the early stages, start with a freelancer. If you’re growing fast and need coverage across multiple areas at once, an agency is often the logical next step.

Time to make a decision

Hiring a virtual assistant can completely transform the way you work—more focus, less stress, and more space for what you truly enjoy. But for the collaboration to succeed, you first need to know exactly what you need. Be honest with yourself, define your priorities, and you’ll open the door to a partnership that can be a real game-changer.

Sanela Jurišić Radočaj is a virtual assistant specializing in sales support, social media management, and administrative assistance. She effortlessly connects strong visuals with storytelling that inspires audiences. She currently focuses on content writing, optimizing Instagram profiles, and creating visuals.

Contact: sanela.jurisic81@gmail.com