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Collaboration, Marketing, Productivity

A CEO’s guide to finding the perfect contractor for your business

Finding the right contractor for your business is like pairing a delicious wine and cheese on a summer’s day: you wonder how you ever managed before that moment.

On the flip side, getting it wrong can impact quality and efficiency all the way down to your bottom line.

As the CEO of a busy online jobs board for business support and management that is transforming the way businesses outsource, there are a few common pitfalls I’ve seen entrepreneurs fall into time and again.

These top tips are designed to sidestep these problems and quickly find your business’s next secret weapon.

Don’t be brief in your brief

Outsourcing is a vital strategy for small business growth. 

One, it’s often cheaper than hiring a full-time staffer for the same position, and takes way less resourcing and time to get them on the tools and working.

Secondly, it’s actually a great, lesser-known way to tap into a highly specialised workforce. Effectively defining your requirements, though, is the foundational step for outsourcing well.

Here are the golden rules:

Create a role for the specific needs of the business, not mass appeal

Don’t focus on casting a wide net to catch every fish in the hopes of being able to sift through the undesirable ones  – I promise you that it’s a waste of time.

If you have unique needs or are seeking a specific person, write the role for them. Now, even if you only get three or four great candidates to apply, that’s plenty.

Niche down in your brief for your ideal contractor, the way you niche down your business to find your ideal clients.

Be super clear about the scope of the project, and outline it in black and white

What do you need your support person to do? What are the timelines they are going to be working to? 

What does success look like?

Do they need specialist training, like paralegal expertise, bookkeeping experience or knowledge of a specific and complex CRM?

Do they need some really solid sales experience or be able to keep folks engaged on the phone?

Are they a general contractor, a specialist or a sub-contractor for tax purposes? Obviously, your project’s complexity will define this, and be prepared that a specialist rate will incur additional fees.

Come in with two months lead time if possible

Something unique about the VA Lead Network is how we speak to all new clients (that’s you!) before they post a free job on our platform.

This is to make sure you have the best chance of finding the right fit, because in many cases clients come to us already overwhelmed and stressed, needing extra support to get it all done.

Often they need help articulating what they need help with, or even understanding what it is they can outsource.

While we have some great talent who can jump on projects quickly, we advise against this approach because there’s generally less time for a proper briefing. Two months lead time is, in our experience, a really great time-to-hire timeline. 

💡  REMEMBER: Not everyone has two months to spare, and that’s okay. Businesses have found a great virtual assistant in less than a week on our platform, but if you can afford to be prepared, it’s not a bad idea to start earlier.

Remember: The need for well-written SOPs is a myth

On this same vein, though, let’s forget the notion that you need to have a clearly defined Standard Operating Procedure (SOP) series before you start looking for a virtual assistant or manager.

Why? Because so many of our members actually specialise in creating and maintaining them!

There’s no point writing something up (especially when it is not your strong suit), when it’s literally the bread and butter of the person you are about to engage. 

It’s absolutely something you can take off of your plate and let the experts handle.

Where to look to find great talent

Recommendations and referrals

Ask other business owners, colleagues, or professionals in your industry for recommendations. 

Remember: don’t hire the first person who looks good – if you have time, give it some. A great candidate may be taking the necessary hours to perfect their application and if you move too quickly, you’ll miss them.

Online reviews

Check online review sites like Google My Business and Glassdoor, or trawl the contractor’s social media for feedback from previous clients and employees. Scope out their LinkedIn (and LinkedIn reviews, too).

On that vein, it’s a great idea to look for contractors with experience in your specific industry or with projects similar to yours. Ask them: “What have you done that’s similar to this?”.

Local associations

Consider contractors affiliated with professional associations that uphold industry standards, particularly in the legal, accounting and IT industries – this is a really good indication that they value their professional reputation and training, and work hard to preserve it.

If your business holds or uses a lot of sensitive data, then we really recommend this practice. Generally, it’s a good idea to ensure that the contractor has the necessary licensing, certifications, and insurance required for your project.

Professional job platforms

Virtual Assistant Lead Network is a premier jobs board connecting the best Australian virtual assistants and online business managers with businesses like yours.

It’s free to post a job with the platform and we don’t take a commission – you engage your chosen VA or OBM directly (there is no catch), and we don’t take a cent.

Plus, you get access to great resources like our annual Australian VA & OBM Pay Rates Report. Win, win, win.

Ask for a skills test, or something specific in their application

We really encourage the VAs and online business managers in our community to read through every job posting with an eagle eye before they apply, and thankfully the feedback we receive is that most do. 

However, asking if you can speak with current or past clients, offering a paid skills test or requesting something specific in their application – like the phrase ‘blue banana’ to test for attention to detail – is good practice, and can be really helpful for sifting through those who say they have the skills you need, and those who actually do.

Remember, design specifically is very subjective, so asking for a portfolio is critical for that niche.

Some other things to get into the habit of when in the proposal review phase:

  • Focus on value, not cost. Ensure that each bid includes a detailed breakdown of costs, so you’re comparing apples to apples. 
  • Remember, permanent employees come with hidden expenses. Those confident enough to charge more per hour often have more experience, are more efficient and will take up less of your time in the long run. Opportunity cost is a cost, and it’s time you could be spending on billable work.
  • If an hourly rate scares you, ask for a fixed-price quote based on agreed outcomes and deliverables for a one-off project, as well as for ongoing support. Get at least three bids from different contractors to compare pricing, scope of work, and timelines.
  • Be cautious of unusually low bids, as this could indicate a lack of experience, cutting corners, or potential hidden costs. Also, avoid contractors who are vague about project details or timelines.
  • Before signing any agreement, thoroughly read and understand the terms and conditions. The contract you both sign should outline the scope of work, project timeline, payment structure, and dispute resolution process. If the contract is of a significant sum, consider involving a legal professional to review the contract. It can be either yours or the contractor’s contract – there’s no hard and fast rule on this – but you both need to agree to and sign it.

⚡ LET US HANDLE THE DETAILS

We get it: juggling everything in a small business is hard work, but outsourcing lets you hand off the things that aren’t the best use of your time to experts.

Our network of Australian virtual assistants and online business managers have the tools and nous to get things done, and done well – and are ready and waiting right now to help.

Posting a job is easy with the Virtual Assistant Lead Network, simply create a virtual role brief or book a free 15-minute call where we can guide you through the process, and even draft a listing for your approval!


Our Top 4 Tips for Hiring a Graphic or Web Designer | Previous
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