How to Prepare for a Discovery Call

with a Virtual Assistant

Thinking about hiring a virtual assistant (VA) to help you manage your workload? Great idea! A discovery call is the first step to finding the right person for the job. It’s your chance to learn more about the VA and see if they’re a good fit for your needs. Here’s a simple guide to help you prepare for that important call.

1. Figure Out What You Need

• List Your Tasks: Write down all the tasks you want the VA to handle. This could be things like managing emails, scheduling, social media posts, customer service, or even more specialised tasks like graphic design or bookkeeping.

• Prioritise: Decide which tasks are most important and need to be handled first. This will help you communicate your main needs clearly during the call.

• Set Goals: Think about what you want to achieve by hiring a VA. Whether it’s freeing up your time, getting more organised, or improving customer interactions, having clear goals will help guide the conversation.
  

2. Research Potential VAs

• Check Their Profiles: Look at the VA’s profile, portfolio, and reviews before the call. This will give you an idea of their skills, experience, and work style.

• Know Their Expertise: Make sure the VA has experience in the tasks you need help with. Look for specific skills and relevant experience.

• Consider Time Zones: Ensure the VA’s working hours align with your needs. Think about any time zone differences and how they might impact communication and task management.

Check out my services to see whether I’m the right fit for you!

3. Prepare Your Questions

• Task-Specific Questions: Ask about their experience with the tasks you need help with. For example:
  
  "Can you tell me about your experience with managing emails and calendars?"

  "How do you handle social media scheduling and content creation?"

• Work Style and Communication: Learn about their work style and communication preferences to ensure they align with yours:
  

  "What tools do you use for project management and communication?"

  "How do you handle feedback and revisions?"
  
  

• Availability and Commitment: Clarify their availability and willingness to commit to your project:

  
  "How many hours a week are you available?"

  "Are you open to long-term work?"
  

4. Share Relevant Info

• Business Overview: Be ready to give a brief overview of your business, your goals, and how you see the VA fitting into your operations. This helps the VA understand your needs better.

• Current Processes: Outline your current processes and tools, like project management software, communication tools, and workflows. If you’re open to suggestions for improvement, let them know.
  

5. Discuss Budget and Expectations

• Budget: Know your budget for VA services and be ready to discuss payment terms, whether it’s hourly, weekly, or per task/project.

• Expectations: Define your expectations for work quality, turnaround times, and communication frequency. Clear expectations help prevent misunderstandings later on.
  

6.  Plan the Next Steps

• Outline Follow-Up Actions: At the end of the call, suggest clear next steps. This could be a trial period, signing a contract, or scheduling a follow-up meeting.

• Summarise the Call: Recap the main points discussed to ensure both of you are on the same page. Confirm any agreed actions and timelines.

Preparing for a discovery call with a virtual assistant doesn’t have to be complicated!

By figuring out what you need, sharing key info and discussing budget and expectations, you’ll be ready to find the right VA to help you out. The goal is to find someone who not only has the skills you need but also fits well with your working style and business goals. Good luck!

I know you’ve just read this blog post so I know you’ll be ready for a call!