Introduction
“Why struggle when you can just outsource?
Although it may sound cliche, outsourcing has proven to be important for your company's success and we’ll go into that later in this blog post. But think of it this way - you're running an online business, juggling multiple digital platforms, managing a virtual team, and pushing to keep up with the latest technology. The workload is overwhelming, and you're finding it hard to keep everything on track, causing your business to struggle more often than not. It becomes even worse if you’re not a great multi-tasker.
This is where technical virtual assistants, aka tech VAs, come into play. A skilled tech VA can be all you need to take your business from zero to a hundred. They are remote workers who typically handle everything from tech support to managing your digital systems. Permit me to refer to them as your digital do-it-alls, because that’s really what they are.
But now, with so many candidates out there, how do you know which virtual tech assistant skills are important for you? In this post, we'll examine the top technical skills to assess when hiring a technical virtual assistant, ensuring you find the right fit to help your business succeed.
Understanding the role of a technical virtual assistant
In simple terms, a technical virtual assistant is your 24/7 tech-savvy “bestie”, and they ensure that you're never overwhelmed by the technical side of running a business. Think of them as pain relievers for your constant tech headaches.
How? Keep reading to find out.
A technical virtual assistant is essentially a pro at managing all your business’s technical stuff; they manage websites, run social media accounts, set up and operate tools. They are who you call when you need assistance with making a post on social media or figuring out what emails to send. Basically your go-to guys for most things technical.
According to a study by Havard Business Review, making time for work that matters involves prioritising tasks aligned with your business goals, and outsourcing other responsibilities.
Source: Harvard Business Review
This is where virtual assistants come into play, but not just any VA - VAs that are skilled in the business’s technical aspect, in other words, technical virtual assistants.
Therefore, your tech VA's responsibilities could include anything from creating automated processes to updating and maintaining websites, fixing hardware and software problems, implementing digital marketing strategies, and pretty much anything that keeps the technical aspects of your company up and running.
Our vision for you is simple - by leveraging the expertise of a tech VA, you can focus on your business’s core activities easily and sleep with your two eyes closed.
What to look out for when hiring a tech VA
We get it. You’ve read this far about the benefits of hiring a technical virtual assistant but you’re confused on how to navigate the hiring process. Hiring a technical virtual assistant might not be a walk in the park but you don’t have to be confused. Here is everything you need to know to hire the right tech VA for your business.
First things first, finding the right technical virtual assistant starts with understanding the tasks you need help with.
Social media campaigns? Website management, or just day-to-day email marketing? The point is, figuring out the problem you’re facing makes finding a solution easier and more targeted for you. You really don’t want to be that person who runs off with a one-size-fits-all approach for your business - take it from us, it’s not effective.
However, while specific skills will vary based on your industry and business needs, there are some core abilities that make a tech VA truly valuable for you. Here are some qualities that should be in your technical virtual assistant job description:
Technical proficiency: It goes without saying that there’s no technical virtual assistance without the “tech”, right? This quality is the most important quality to look out for in your tech VA - their technical know-how. Your ideal technical VA will have a solid grasp of the tech skills relevant to your projects and business.
Effective communication: Since tech VAs typically work remotely via email or chat, having excellent communication skills is important. They need to be great at explaining things clearly, asking the right questions, and ensuring they fully understand the tasks. The last thing you want is a tech VA who is likely to run your business on assumptions and guesses.
Problem-solving: Problem-solving abilities are essential to a tech VA's success, just like cheese is to pizza. When hiring a tech VA, prioritise those who can solve problems analytically, manage difficulties independently, and free up your time for other important tasks.
Adaptability: The tech ecosystem is constantly shifting. You’ll want a tech-savvy VA that keeps you informed, ensuring you're always working with up-to-date tools.
Project management: A technical virtual assistant should be able to keep your projects organised, on track, and hit deadlines, allowing you to focus on core business activities.
Attention to detail: Tech virtual assistants can greatly increase their productivity, effectiveness, and efficiency by paying close attention to detail. Because technical activities require a high level of precision, it's important to choose a technical virtual assistant who can complete them with accuracy.
Time management: Running an online business involves being able to stay on top of numerous tasks, a technical virtual assistant needs strong time management skills to meet deadlines efficiently, ensuring that tasks are completed on time and your business operations remain seamless.
Top technical skills to assess when hiring a tech VA
Now you know what soft qualities to look out for when assessing your tech virtual assistant, but that’s not all there is to hiring a tech VA. You also want to watch out for the hard tech skills that your business needs.
Here are the top 10 technical virtual assistant skills to assess when hiring one:
WordPress development
SEO
Video editing
Project management
Customer/tech support
Graphic design
Email marketing
Social media management
Online advertising
E-commerce management
WordPress development
Because WordPress is widely used in website creation and management, it is an essential skill to consider when hiring a virtual assistant. If your company uses WordPress for its online presence, finding a VA who is experienced in its customisation and troubleshooting is vital.
SEO
A technical virtual assistant’s understanding of a website doesn’t end with just managing it - it also involves optimising it for search engines.
SEO is short form for Search Engine Optimization, and according to Search Engine Land, it is the process of improving your website to increase its visibility in search engines.
For optimal website performance, prioritise a tech VA with a strong grasp of SEO best practices. This includes keyword research, on-page optimization, and link building. They should also be able to use Google Analytics and Search Console to analyse your website's traffic and identify areas for growth.
Video editing
As video takes centre stage on social media and websites, a tech VA who can edit video is top-notch. Look for someone who can seamlessly cut clips, add music and sound effects, and export videos in various formats to fit any platform.
Project management
Yes, project management is a soft skill for technical virtual assistants but it is also an important technical skill to assess in your tech VA, as they will be your project management partner - juggling tasks and keeping things on track. Watch out for someone who excels at setting goals, prioritising effectively, and communicating clearly with both you and your team. Bonus points if they’re familiar with project management tools like Asana or Trello.
Customer/tech support
Imagine your tech VA as the friendly face (or voice) your customers encounter first. That's why strong communication and customer support skills go hand in hand. A tech VA who functions optimally in both can clearly explain technical concepts, answer questions promptly, and even troubleshoot basic issues – all while providing a positive and helpful experience. This keeps your customers happy and fosters trust in your brand.
Graphic Design
Since a technical virtual assistant might need to design graphics or visual content for client websites or social media, they should have fundamental graphic design principles such as colour theory, typography, and layout. Familiarity with graphic design tools such as Adobe Photoshop or Canva is also a plus.
However, while a tech VA can manage basic graphic design tasks, complex projects are best left to professional designers.
Email marketing
Email marketing is essential in digital strategies, and a technical virtual assistant needs proficiency with tools like Mailchimp or ConvertKit. They should understand how to create and segment email lists, in addition to designing templates and analysing campaign performance.
Social media management
Social media is the foundation of any digital strategy as it is a vital tool for companies to engage with their audience and build their brand online. Your tech VA must therefore be knowledgeable on various social media platforms and adept at developing a successful social media strategy. They also need to be proficient in social media analytics analysis and content creation.
Online advertising
Online advertising, such as pay-per-click (PPC) and social media ads, is a powerful tool for attracting new customers and increasing website traffic. A technical virtual assistant should be skilled in creating and managing these ad campaigns, with knowledge of ad targeting and performance tracking.
E-commerce management
E-commerce management is an important skill to assess because it ensures smooth operations of your online business, helps maintain customer satisfaction, and optimises sales processes. A tech VA with strong e-commerce skills can handle everything from store setup to inventory control, especially using tools like Shopify and WooCommerce.
How to assess these skills in candidates
Now that you've identified the top technical skills to assess in your potential candidates, it’s time to move on to interviews and determine their fit for the position. Being a good interviewer ensures you get the most out of each interview, therefore it is important to pay attention to this.
Here are 5 tips to help you assess technical skills for technical virtual assistants and maximise the interview process:
Prepare a list of important questions: Before the interview, compile a set of important questions to assess candidates' technical proficiency, problem-solving abilities, and communication skills. Ask for examples of relevant projects they've worked on to demonstrate their experience. For example, you could ask them to mention a time they managed a WordPress site or set up an email marketing campaign.
Technical assessment: Include practical examinations or assessments related to the role. These could be things such as creating an email marketing campaign or creating a graphic design. This hands-on approach allows you to see their skills in action and assess their competency and efficiency.
Evaluate communication skills: We’ve already established the importance of effective communication in technical virtual assistant roles. In assessing candidates, be sure to ask questions that require them to explain complex technical concepts in simple terms. Do they ask clarifying questions to ensure they understand your requirements? Are they quick to come to conclusions? This reveals their ability to communicate clearly, especially with non-technical clients and team members.
Check familiarity with relevant tools: Ensure that your candidates are familiar with the specific tools and platforms your business uses. Ask them about their experience with tools like Shopify, WooCommerce, Mailchimp, or any other tool necessary for your operations.
References and testimonials: Ask for references or testimonials from past clients or employers and contact them to understand the candidate's work ethic, dependability, and ability to meet deadlines.
Technical Virtual Assistant Job Description Template
Here’s a template of a technical virtual assistant job description you can use in your hiring process:
Job Overview
At [company name ], we specialise in [company description].
About the role
As a Technical Virtual Assistant at [company name], you will play a pivotal role in managing all the business technicalities and ensuring smooth and seamless operations. In this role, you will be responsible for performing various technical tasks, including [task 1], [task 2], and [task 3].
You should have experience handling important technical tools and delivering high-quality work with minimal supervision. Ideally, you will also have experience with [relevant experience] and [relevant experience]. For this role, a strong Internet connection is required, along with experience using communication tools [eg., Slack or Zoho].
Location: Remote
Responsibilities:
Below are some of the responsibilities you are expected to assume in your position:
Crafting effective social media strategies
Engaging customers with email marketing
Uploading blog and website content to WordPress
Maintaining and updating the websites
Troubleshooting software and hardware issues
Managing data
Implementing digital marketing strategies
Setting up automated workflows.
Etc. [Filter, add and subtract according to your business needs]
Requirements and skills:
Proven experience as a technical virtual assistant or relevant role
Excellent English language comprehension and writing ability
Social media experience, including Instagram and LinkedIn
Courteous and efficient customer service
Experience with word-processing software and spreadsheets (e.g. MS Office)
Knowledge of online calendars and scheduling (e.g. Google Calendar)
Excellent phone, email and instant messaging communication skills
Excellent time management skills
Solid organisational skills
High school diploma
Click this link to apply - [insert application link/form].
Challenges for businesses hiring a tech VA
Aside from the fact that a technical virtual assistant gives you 24/7 support, hiring one comes with loads of perks. They tackle all your tech tasks, so you can focus on what you do best. Plus, since they work remotely, you save on costs without losing out on professional help. It's a win-win for your business.
However, like it is with most roles, hiring for tech VAs does not come without its own challenges, such as miscommunication due to the virtual nature of the relationship, time difference, cultural work differences and of course, productivity. It’s important to prepare for these challenges ahead of time so you don’t get caught off guard.
Skill Verification: It is estimated that 40% of people lie on their resumes, hence ensuring the candidate possesses the required technical skills can be difficult, as resumes may not accurately reflect their abilities. To navigate this, implement practical tests and technical interviews where candidates demonstrate their skills.
Trust and Reliability: Building trust and ensuring the reliability of a virtual assistant can be challenging, especially without in-person interaction. To address this, start with a trial period to evaluate their reliability and work ethic.
Technical Setup and Support: Ensuring that the tech virtual assistant can sometimes be a hassle. Therefore, provide clear guidelines on the required technical setup, including hardware, software, and internet connectivity. Offer technical training, support or resources to help them get set up, and consider providing necessary equipment if budget allows.
Communication: Effective communication is critical, especially for virtual roles, and misunderstandings can arise due to different communication styles or lack of face-to-face interaction. When hiring for a tech VA, it is important to set structures in place that help you establish clear and concise communication channels. For example, by establishing regular check-ins, giving clear instructions and communication protocols, and setting expectations upfront, you can significantly bridge the virtual gap.
Time-zone differences: Another challenge is the potential time-zone differences that can affect real-time collaboration. To address this, establish mutually agreeable working hours or leverage tools that facilitate asynchronous communication to maintain efficiency.
By addressing these challenges, you can navigate the hiring process for a technical virtual assistant and set the pace for a successful working relationship.
Where to find a technical virtual assistant
With all of this information now in your arsenal, how do you find a technical virtual assistant online?
This section contains popular methods for finding a technical virtual assistant.
Job boards: Post job openings for technical virtual assistants on major job boards like Indeed or LinkedIn, clearly detailing the necessary skills and qualifications. Be sure to carefully examine the resumes and portfolios of applicants to find your potential candidates.
Freelance platforms: You can use websites like Upwork, Freelancer, and Fiverr to post your job listings and connect with technical virtual assistants. These platforms allow you to review profiles, portfolios, and client reviews to assess the fit of potential candidates.
Hiring Agencies: There are numerous companies specialised in providing hiring services for your business, such as CareerBuddy. CareerBuddy helps you hire the most rigorously vetted and highly skilled remote talents from Africa for 80% less. They use matching, video screening interviews and skill verification tests to select the best candidates for your business needs. You can get started here.
Online communities: Engage in online communities and forums specific to your industry. These platforms frequently feature sections for job postings or collaboration opportunities, enabling you to connect with technical virtual assistants who are genuinely interested in your field.
Conclusion
Finding and hiring the right technical virtual assistant can significantly improve your business operations, allowing you to focus on growth while they handle the technical tasks. By carefully assessing candidates' technical proficiency, problem-solving abilities, and communication skills, you can ensure you hire the right person to meet your specific needs.
Hiring a technical virtual assistant can boost productivity and help scale your business. Use job boards, freelance platforms, hiring agencies, or online communities to find top talent. By following these steps, you can successfully hire a tech VA who will support your business's long-term success.
Need to plan a strong recruitment strategy in 2024? Check this out
Frequently Asked Questions (FAQs)
What to do before hiring a tech VA?
Before you hire a technical virtual assistant, ensure you define clear tasks and deliverables you need a tech VA to help your business with. Document the tasks you want to outsource. Write these down in the form of a job description and share them on job boards and platforms. Also, prepare your questions and interview process, and you’re good to go!
What is the biggest strength of a tech virtual assistant?
The tech in “tech VA” would be incomplete without technical proficiency. Therefore, the biggest strength of a tech virtual strength is their knowledge of specialised tech tools that your business needs.
Who needs a technical virtual assistant?
Anyone can benefit from a tech VA, but here's how some industries typically leverage their expertise:
Startups & small businesses can launch faster by outsourcing tech tasks.
Help with administration and systems keeps consulting businesses and agencies operating efficiently.
Healthcare and real estate both increase productivity through better communication and record-keeping.