- September 16, 2026
- Posted by: We Remotify
- Category: Blog
Hiring a virtual assistant can free up hours every week, but choosing the right person is just as important as deciding to hire one.
A virtual assistant may have excellent technical skills but still be the wrong fit for your business. Communication, reliability, organisation, availability and experience can all have a major impact on the success of the working relationship.
For UK businesses considering remote support, this guide explains what to look for when choosing a virtual assistant.
1. Start by Defining What You Need
Before looking for a virtual assistant, write down the tasks you actually want help with.
Avoid starting with a job title alone.
For example, instead of saying:
“I need a virtual assistant.”
define the responsibilities:
- Managing email
- Updating CRM records
- Booking appointments
- Preparing reports
- Responding to customer enquiries
- Researching potential clients
- Managing spreadsheets
- Following up with leads
This gives you a much clearer idea of the type of person you need.
If you’re still deciding what a VA can actually handle, read our guide to Virtual Office Assistants for examples of common responsibilities.
2. Decide How Many Hours You Need
The amount of support required depends on your workload.
Some businesses may only need a few hours a week, while others may need a dedicated professional.
Think about how often the tasks occur and how quickly they need to be completed.
For example, if your assistant needs to respond to customer enquiries throughout the day, a dedicated arrangement may make more sense than occasional support.
You can also review our pricing and staffing options when deciding what level of support makes sense for your business.
3. Look Beyond the Job Title
Not every virtual assistant has the same skill set.
Some specialise in general administration, while others focus on:
- Executive assistance
- Customer support
- Bookkeeping
- Lead generation
- Social media
- CRM management
- E-commerce
- Research
- Sales administration
Choose someone whose experience matches the actual work you need completed.
4. Check Communication Skills
Communication is one of the most important factors when hiring remote staff.
Your assistant may communicate with you, your customers, suppliers or other members of your team.
Look for someone who can:
- Write clearly
- Follow instructions
- Ask sensible questions
- Communicate problems early
- Provide regular updates
- Understand professional expectations
For UK businesses, strong written and spoken English can be particularly important when the assistant is dealing directly with customers.
5. Consider Their Experience
Experience is not everything, but it can reduce the amount of training required.
Look for previous experience with tasks and systems similar to your own.
For example, if your business relies heavily on a CRM, someone who has already worked with CRM software may be able to become productive more quickly.
The same applies to accounting systems, customer service tools, project management platforms and other business software.
6. Test Their Attention to Detail
Administrative work often involves small details that can have large consequences.
A missed appointment, incorrect customer record or forgotten follow-up can affect your business.
During the hiring process, give the candidate a simple practical task.
This could include:
- Organising a spreadsheet
- Writing a sample customer email
- Updating a CRM record
- Creating a short report
- Prioritising a list of tasks
A practical exercise can tell you far more than a CV alone.
7. Think About Time Zones
Working remotely means you need to consider when your assistant will be available.
If your business operates in the UK, decide which tasks require UK working hours.
For example, administration can sometimes be completed flexibly, while live customer support and appointment management may require significant overlap with UK business hours.
Discuss working hours before hiring so expectations are clear.
8. Check Reliability and Availability
A good virtual assistant needs to be dependable.
Ask about:
- Current workload
- Expected working hours
- Availability
- Communication preferences
- Holidays and planned absences
- Response times
Reliability is particularly important when your assistant handles customers or time-sensitive tasks.
9. Ask About Data Security
A virtual assistant may have access to customer information, business records and internal systems.
Security should therefore be part of the hiring decision.
Ask how sensitive information will be handled and whether appropriate security practices are in place.
For UK businesses handling personal information, data protection and GDPR requirements should also be considered.
Access should be limited to the systems and information the assistant actually needs to perform the role.
You can also review the information in our FAQ for more about how remote staffing is managed.
10. Don’t Choose Based Only on Price
Cost matters, but the cheapest option is not always the best option.
A person who requires extensive training, misses deadlines or needs constant supervision can cost your business more in management time than a better-qualified professional.
Instead, consider the overall value.
Ask:
“How much productive time will this person give back to the business?”
That is often a more useful question than simply asking for the lowest hourly rate.
11. Consider a Trial Period
A trial can help both sides decide whether the arrangement works.
During an initial period, monitor:
- Quality of work
- Communication
- Reliability
- Speed
- Understanding of instructions
- Ability to work independently
Set clear expectations from the beginning so both sides know what success looks like.
12. Make the Onboarding Process Clear
Even an experienced virtual assistant cannot understand your business instantly.
Provide:
- Written procedures
- Access to required tools
- Clear responsibilities
- Examples of completed work
- Communication guidelines
- Reporting expectations
The better the onboarding process, the faster your new assistant can become productive.
Questions to Ask a Virtual Assistant Before Hiring
Consider asking:
- What similar work have you done before?
- Which tools and software are you comfortable using?
- What hours are you available?
- How do you communicate progress?
- How do you prioritise competing tasks?
- How do you handle confidential information?
- Can you provide examples of similar work?
- What happens when you encounter a problem you cannot solve?
- How quickly can you start?
- What support do you need from the client?
These questions can help you identify whether someone is likely to fit the role.
Should You Hire Directly or Through a Staffing Provider?
Businesses can find virtual assistants directly or work with a staffing provider.
Direct hiring can give you more control over the process, but it also means handling sourcing, screening, interviews, references, onboarding and replacement yourself.
A staffing provider can reduce some of that workload by helping identify candidates and supporting the relationship after hiring.
Our remote staffing services are designed for businesses that want access to remote professionals without handling every part of the recruitment process themselves.
Final Thoughts
Choosing a virtual assistant is not simply about finding someone who can complete a list of tasks.
You are choosing someone who may become an important part of your business operations.
Start by defining the role, identify the skills you need, test practical ability and make communication expectations clear.
Most importantly, look for reliability and long-term fit rather than focusing only on cost.
For UK businesses, the right virtual assistant can take routine work off your hands and give you more time to focus on customers, growth and strategic decisions.
When you’re ready to discuss your requirements, book a meeting with We Remotify.