In the fast-paced modern world, where countless startups emerge in each lane every day, what makes your startup unique and able to stand firm in the game?
While every moment counts, it becomes indispensable for ambitious entrepreneurs to transform workflow efficiency to excellence while preparing to take it to the next level.
But to enhance the startup’s growth trajectory, what’s the best way to deal with the bland, routine-wise operational hassle?
The answer is pretty straightforward: hiring a virtual assistant or a VA team.
To make the entire process more digestible, we have compiled a thorough discussion to prepare you for the next milestone. Read along for some noteworthy insights on “Virtual assistant for startups.”
Table of Contents
Why is it Called a Startup?
What’s so different about a startup compared to regular business organizations that it has its distinct term?
While we acknowledge typical companies as well-established ones, bringing in an approximate revenue each fiscal year, startups are those in their first stages of operations.
In a sense, you could imagine a baby taking its first steps transitioning to become a toddler and later a teen as a startup. At the same time, a fully developed adult can be referred to as a regular/typical established company.
What are Virtual Assistants?
Virtual assistants are remote workers who aim to provide administrative and technical support to companies for their market growth.
Small businesses and multi-billion dollar corporations alike are known to utilize virtual assistance services from third-party organizations or BPO service providers. They are typically hired as freelancers or independent contractors, both short and long-term. Meanwhile, BPO companies also provide lucrative monthly or annual packages to meet the growing demand for virtual assistants.
What are Virtual Assistant Companies?
The term itself is self-explanatory: companies that aim to provide virtual assistants based on specific clientele requirements.
According to the latest market insights on LinkedIn, the virtual assistant industry revenue is estimated to reach multi-million USD by the year 2032, the report of which can be requested here.
Virtual Assistant Services: Roles in a Startup Company
Simply acknowledging the significance of virtual assistants in a startup’s growth wouldn’t take things too far in the long run. To reach your business goals, it’s necessary that you know when and how to utilize their expertise in a precise and helpful manner.
If you want to discover more about the virtual assistance services offered in different industries, we suggest you give “23 types of virtual assistants” a read.
Benefits of Virtual Assistants during Startup Stages
As a startup founder, working with a virtual assistant can reap multiple benefits for your business to progress.
We’re all quite aware of the term “seed funding” or “equity-based funding,” which generally refers to the aggregated money from investors in return for an equity stake or share of the business.
To make things more comprehensible, pre-seed and seed stages are where the initial launching capital is sourced, making them vital stages of your business’s foundation. The latter phases of a startup are where your brand is reasonably established and requires the necessary push to shine through.
This leads us to our following discussion: hiring a virtual assistant.
To be noted, finding the best virtual assistant or a company to hire one simply isn’t enough to reach the peak. Knowing where a virtual assistant can step in during the individual startup phases is vital. With a solid plan, you can run the operations smoothly and at a practical pace, too.
Pre-Seed/Ideation and Seed Stage
Like any construction site requires a robust foundation after the necessary study analysis (soil safety, load of civil structure, etc.), the pre-seeding phase of a startup company also relies heavily on refining and validating the ideas, building a minimum viable product (MVP), and drawing in key stakeholders (CTO, CFO, CMO, etc.). Moreover, this is when a founder should focus on registering essential patents and trademarks.
This, in turn, serves as the collection of initial capital for launching your startup idea and turning it into reality.
Following the pre-seed stage, where the entire revenue is not yet generated, the seeding phase gets in gear.
This mainly focuses on building a prototype for commercial launch and proving product-market fit, or PMF. In addition, PMF reasonably explains the sustainability of the product’s growth and profitability while aligning the product’s value to the underserved needs of the targeted customer base.
Simply put, its goals are to validate the initial hypothesis with a functional prototype.
But where does a virtual assistant come into the scene?
Well, the possible cases may include:
A virtual developer to build prototypes, validate ideas, identify target audience, and execute necessary improvements for startup risk reduction
A virtual market researcher or product research analyst to study consumer preferences and assess potential sales based on current market conditions for startup growth
A virtual SEO expert to plan and map the process of business strategies that rely on search engine optimization techniques for marketing and branding purposes
A virtual designer to understand the startup goals, implement up-to-date industry trends and ideas, and maintain consistent visual concepts for brand awareness and visibility
A virtual financial manager to keep accounts of the cash flow budget and reduce unfavorable expenses for a steady expansion
A virtual administrative manager for calendar and email management, organizing appointments with potential investors, coordinating meetings and events, etc., to ensure reaching the business development goals
2. Early/Startup Stage
Next on the list is the early or startup step, where the market research outcomes are readily available while the initial funding or seeding is sealed and secured. This means your business is all set to begin with an existing customer base and a consistent monthly revenue stream.
Here’s how to efficiently leverage a virtual assistant’s experience and capability during this phase:
Launch the MVP on a small-scale-basis to gather and evaluate customer feedback, followed by adjusting to market demands through a virtual business development manager’s well-drawn-out planning and execution
Expand to a larger, more substantial loyal customer base with a virtual customer service representative and maintain it through and through
Collaborate with a virtual pitcher partner in order to attract added investors (Series B and C) and generate revenue beyond the short-term or monthly revenue milestones
3. Growth Stage
As the name itself states, the growth period of a startup may include, but is not limited to:
Scaling operations through enhanced infrastructure and processes
Improved services and/or products for brand development and market penetration
Customer acquisition and retention for revenue growth
Increased investment via strategies for funding
We’ve managed to create a draft plan to employ virtual assistants during this time for you to overview:
Likely move toward a virtual HR recruiter at this stage to recruit and scale your team, ensuring the right people are in the right place.
Take consultations from virtual startup mentors to reach the right audience, meet the growing resource demand, make relevant connections, and navigate current or future challenges.
Increase your social media exposure to bring in a suitable target audience and generate leads with a virtual social media manager.
Lean in for a virtual project manager who will take the lead on the ongoing projects required during the expansion period.
Give virtual strategic partnership managers a try for necessary guidance and to fuel your business growth.
4. Established Stage
This point typically refers to when a startup organization already thrives in the competitive market or industry. By this time, you’re deemed to have achieved the following:
Persistent cash flow with little to no risk of financial drains
A predictable, loyal customer base
Notable exponential business growth
Steadily soaring popularity, primarily organic
Now, the subsequent probable question, “How can a virtual assistant come in handy during this level?”
We have the answers ready for you to skim through:
A virtual risk manager should steer clear of any possible threats: financial challenges, strategic or operational management issues, technological and data safety concerns, changes in national circumstances, etc.
Prepare your organization with a virtual HR manager to streamline the recruitment process as you get more staff on board and have them settled.
Team up with a virtual legal assistant to tackle any legal liabilities, regulatory compliance risks, operational hazards, etc.
5. Expansion Stage
Owing to the startup's already well-recognized reputation at the established stage, there’s only one path left: do or die. To explain it better, it’s time for the company to embark on expanding and dominating the market or simply head to the exit.
If your decision is the former, we’ve prepared a list of tasks to hand over to your virtual assistants:
This is likely where you’ll be in need of yet another virtual startup mentor, experienced with brand proliferation, to navigate through the venture’s challenges.
Make use of your existing virtual HR recruiter to appoint more staff as you extend to a bigger, better startup.
Take the role of virtual digital media specialist seriously as you transition to new heights.
During this stage, you might also require a virtual data entry specialist to keep track of all ongoing as well as growing database.
6. Maturity Stage
The typical trait of this level is when the startup acquires a stable year-on-year profit added to the revenue. While the business expansion remains to be a viable choice, others may also take different routes:
Selling shares of the startup through an initial public offering or IPO
Enlisting an experienced CEO to overcome the existing barriers
Develop a unique business exit strategy
Given you’re confused about harnessing a virtual assistant’s expertise to sustain at this phase, we have your back:
Optimize your pre-existing product and/or services by gathering and interpreting consumer data and insights through a virtual data analyst.
Focus on drawing in more customers and capturing market share through a virtual brand strategist who can improve your company’s long-term direction.
To secure and retain more customers in the saturated market, it’s mandatory that your virtual customer support associates provide client service consistently across various platforms.
If you don’t have an in-house marketing team already, it’s high time you considered it. We also discovered some recommendations for a virtual marketing team during our research across Linkedin, in case you want to give it a read.
7. Merge and Acquisition Stage
A possible path away from the exit stage is to merge with another company, subsequently creating a new legal entity under a single name. During this merge and acquisition (M&A) phase, trained virtual assistants could be beneficial in a bunch of ways:
Liberating you of time constraints by managing administrative support during the merging of companies
Maintaining regular communication with the amalgamating organization
Coordinating with documentation and compliance bindings to ensure the regulatory requirements of the fusion
Providing keen management of technology and tools to be used ensuing the merging
Assisting with the onboarding process of integrated teams and ensuring a smooth, error-free transition
Planning travel arrangements and other miscellaneous tasks that may take place, such as M&A meetings, site visits, integration announcements, and related workshops.
Best Platforms For Hiring Virtual Assistants For Startup
Since we’re done looking at the perks a VA can offer in each stage of a startup, let’s look into the available platforms in the VA industry to find and hire one:
An ideal platform for entrepreneurs, occupied professionals, small to medium-sized businesses, Time Etc. has been a popular choice for many, making it to the 19th position in the Elite Business Top 100 Business awards in 2023.
Key Features:
Experienced virtual assistance across various fields for dedicated support
Flexible monthly plans for all kinds of clientele
User-friendly platform for easy navigation
Focus on efficiency, confidentiality, and security
2. ASL BPO
ASL Preservation Solutions is a well-recognized BPO organization, situated in the heart of Bangladesh, Dhaka, and Michigan, USA. Since 2014, they grew to cater the global outsourcing needs by providing various services, including: data-entry support, virtual assistance, digital marketing solutions, etc.
Key Features:
ISO-Certified, ensuring international standards for IT security and quality management.
Niche industries covered: Legal, Tourism, HR, E-Commerce, Logistics, Entertainment, Real Estate, etc.
Flexible, customizable plans upon client requirements.
Workshops and in-house training for hiring the best professionals in the industry.
No setup fees or hidden add-ons for a transparent billing system.
Another VA company that offers a range of virtual assistance services, thus enhanciing productivity and streamlining administrative hassle on your behalf.
Key Features:
Multiple, scalable plans with discount on 1st month’s services.
Delegation strategist and task specialist support for each virtual assistant.
Trained, college-graduate professionals with skills and experience.
Find virtual assistants from a global network of talented experts as you lean toward Upwork, a platform entirely dedicated to freelancers and employers. With its efficient hiring process and secured escrow payment system, there’s little to worry about!
Key Features:
Transparent marketplace, equipped with performance and feedback ratings of VAs.
Dispute resolution support to make your virtual assistance journey more seamless.
Catalyze your VA hunt as you filter through diverse categories and project types .
Conduct interviews and term negotiation via Upwork.
Another internationally recognized and versatile online marketplace for sellers to offer gigs and buyers to access and purchase services.
Key Features:
Discover professional-level services for as low as $5/hour.
Order management made smoother with in-built features on the platform.
Buyers can avail added security through a money-back guarantee.
Get in touch with Prialto to harness personalized VA services equipped with the latest tech support. Whether you’re looking for basic bookkeeping or expense management, they have it all covered.
Key Features:
Ranked as the “Best Virtual Assistant Service for 2023” by Investopedia, The Balance, TechRadar, Forbes Advisor, and Clutch.
Industries and roles covered by VAs include Insurance, Venture Capital, Financial Advisors, Biotech, Real Estate, Management Consultants, Startups, Non-Profits, and Accounting Firms .
Flexible plans and pricing, measurable in Prialto units.
The brand name accurately reflects their work and dedication to providing a wide range of remote staffing services worldwide. To find the ultimate relief, a virtual assistant of your own, follow their simple, easy-to-follow four steps.
Key Features:
Their expert VAs encompass a multitude of industries: E-Commerce, Legal, Healthcare, Insurance, and Hospitality.
Spot your suitable plan from part-timers to full-timers and even bilinguals
Avail $80 off on your first service .
WoodBows promises effortless business operations with your committed virtual assistant team at the price of one.
Key Features:
Secured data with NDA contracts and ownership of work.
Globally recognized by Clutch and Time Doctor .
98.9% of client retention ensured through their versatile pricing plans and free consultation.
A CA-based virtual assistant provider, designed to provide access to a global pool of remote staffs and improve business operational efficiency.
Key Features:
15 years of experience in the virtual assistance industry.
Find Filipino VA experts from a diverse pool of 1,001 to 5,000 employees.
Determine the perfect VA through their dual candidate vetting.
Assess and take onboard an optimal VA as you leverage remote staffing services from Belay Solutions.
6-step screening process to guarantee the best-fitted candidate in around a week.
No overhead costs for peak financial savings.
U.S-based virtual assistants to ensure market standards, cultural .understanding, networking, and time zone alignment.
How to Find and Hire a Virtual Assistant for Your Startup
Once you’re adamant about hiring a virtual assistant, know how to proceed through the entire method:
Factors for Successful Startups: Skills of a Virtual Assistant
Although this is highly specific to particular roles, here are some general skills to consider when evaluating a potential VA candidate before hiring:
Reliability
Creative talents
Technical proficiency
Proactive problem solving
Self-motivated
Research & management skills
Articulative flair
Adaptability, etc.
Vetting and Interviewing Potential Virtual Assistant Candidates
Evaluating and interviewing a prospective VA can often leave you or an HR recruiter needing clarification, especially if there is no prior experience in doing so.
Hence, to decide on their suitability, reliability, and quality of work, be mindful of these points:
It all begins with a clearly outlined vacancy post that includes the roles and responsibilities, as well as the skills and work experience required for the virtual assistant role. The required familiarity with software, tools, and platforms used routinely by your company should be mentioned to attract tech-savvy candidates and exclude the rest.
Another noteworthy factor is the estimated wage, which should be directly specified. Thus, the search for a VA is time-conserving for both parties and avoids unwanted expectations or uninterested candidates.
It’s highly suggested that you request a portfolio during the application process or after filtering out the candidates moving to the interview round.
Even though test assignments are deemed to be a great way to assess the candidate’s performance, a few factors might set back a suitable candidate from being considered: availability due to ongoing work pressure, inability to grasp the company’s essence and requirements at an initial stage, uneasiness to blend in a new place right away, etc.
Instead, reviewing a portfolio with previous work samples while matching the skills relevant to the specific role can be a reliable measuring approach.
Rather than turning the interview into a stern interrogation, it’s advised to foster an amicable rapport:
Skip the rigid questions typically found via a quick Google search. After all, anyone can prepare for or memorize the expected answers before the screening process.
Alternatively, comprehend the candidate more subjectively to assess their suitability for the virtual assistant role.
Discuss your startup's terms and conditions beforehand. This will allow transparency of company expectations and ensure that provisions provided or availed remain consistent upon recruitment.
Most companies fail to acknowledge that despite being experienced candidates, employees will likely take time to gel in a different atmosphere. Owing to a distinct workplace ethos, one might require adequate time and ice-breaking sessions, appropriate training, and sufficient resources to overcome the newly discovered hurdles, especially due to working remotely.
Don’t forget to give “What is the Cost of a Virtual Assistant” a read to stay updated with the latest virtual assistant fee structure.
Working with a VA: Tips and Tools
While coping with a virtual assistant may include both perks and drawbacks, a few consideration points will have you better equipped to recognize and capably address them:
Establishing clear communication channels with your virtual assistant
Managing remote workers can feel overwhelming, particularly for the communication gaps that are typically less of an issue with on-site employees.
Instead of forsaking the idea of virtual assistant services, a better approach could be to adopt interaction tools in office settings to facilitate communication and collaboration: Microsoft Teams, Slack, Zoom, Google Meet, Skype, Cisco WebEx, Basecamp, Clickup, etc.
Implementing a structured workflow for seamless collaboration
Differences in time zones, especially a 12-hour gap, can often be a mixed blessing. On the one hand, this ensures that your startup operations remain functional round the clock, securing enhanced visibility, improved customer gratification, higher revenue potential, broader global market reach, etc.
However, complex concerns remain surrounding employee burnout, lower productivity, client service challenges, and adverse effects on employee morale and company culture.
Another primary concern relating to a remote opportunity is the lack of orderly task flow, which disrupts the smooth cooperation among all team members.
Being part of the tech-savvy generation, readily available tools come into play here, specifically designed to manage the smooth progression of tasks: Microsoft Project, ClickUp, Jira, Trello, Notion, Smartsheet, etc.
Common Misconceptions about Virtual Assistance
Moving on from the handy tips, let’s now address the common VA myths raised from dealing with numerous virtual assistants and through the experiences of others:
Feeling Swamped and Unable to Handle Multiple Clients
It’s often assumed that virtual assistants may slack off in their office work depending on multiple project priorities. This is true to some extent when a virtual assistant may simultaneously work with various clients from other external sources.
Odds of Being Dropped Off as a Client
Another matter that cannot be disregarded is remote workers, or virtual assistants may start looking for new clients once they encounter complicated situations.
Minimal Dedication toward Projects
Freelancers or virtual assistants are believed to have little to no devotion at all to their clients. Probable explanations include handling too many clients concurrently, lack of communication or systematic workflow, restricted freedom in project management, and others.
Dealing with Virtual Assistant Myths
Addressing the misconceptions above, a crucial detail most recruiters need help understanding when hiring a virtual assistant is that freelancers or VAs are already accustomed to:
Working independently with numerous stakeholders, with little to zero supervision
Maintaining a defined work procedure to focus on each customer optimally
Hiring a full-time remote employee with suitable remuneration can be a possible solution to debunk these misconceptions.
This, in turn, also proves a VA’s reliability as a full-time employee when recruited in a well-balanced, constructive manner:
As an employee, your VA’s exclusive focus will be the recruiting company’s tasks and projects.
If they are duly paid according to their experience or potential, they will likely prioritize the company and possibly refrain from external clients, which may otherwise affect the startup’s progress.
As your company stabilizes and expands, VAs can withstand pressure and steadily align with the startup’s development and long-term goals.
Working with virtual assistants requires patience, strategic moves, and, most importantly, their loyalty toward the organization.
However, client loyalty can not be simply purchased at a store; undoubtedly, we can all agree on this. For this, we advise that you gradually build and foster an enduring rapport with your VA.
Establish mutual trust and provide project sovereignty once you have hired a virtual assistant for your startup.
Final Thoughts
The rise of virtual assistant services will consistently increase the market size to US $8.6 billion by 2028, with an expected CAGR of 22.3% from 2021.
This adequately clarifies whether virtual assistants can yield positive benefits when appropriately applied in a startup context.
Before wrapping up, we propose that you thoroughly analyze the concept of a virtual assistant for startups and decide the most promising roadmap to your business development aspirations.