The #1 Mistake Startup Founders Make When Hiring Their First VA
Hiring a virtual assistant (VA) should be a game-changer for any founder. The promise? More time to focus on growth, fewer distractions, and a business that runs more smoothly. But too often, I see founders make the same costly mistake when they bring on their first VA: they don’t define the role properly.
The Wrong Way to Hire a VA
Many founders assume they can hire a VA and just “figure it out as they go.” The logic seems simple: get an affordable assistant, delegate random tasks, and free up your time. But in reality, this approach often backfires. Here’s why:
No clear expectations: If you’re not sure what the VA should be doing daily, neither are they.
Scattered tasks: Instead of providing structure, founders throw disorganized work at their VA, leading to inefficiencies.
Lack of training or processes: Founders expect the VA to be proactive, but without guidance, the VA struggles to deliver results.
Misalignment of skills: The VA may be great at admin work but not at managing projects or handling customer support—tasks that require a different skill set.
The result? Founders end up feeling like managing a VA is more work, not less. They start believing, “It’s easier to just do it myself.” But the real problem isn’t the VA—it’s the hiring approach.
The Right Way to Hire a VA
The difference between a VA who slows you down and one who makes your life easier comes down to how you set them up for success.
✅ Define the role clearly – What are the top 3-5 tasks they’ll own? Be specific.
✅ Create basic processes – You don’t need a 50-page manual, but a simple checklist or video walkthrough goes a long way.
✅ Hire for the right skills – Need someone to manage your inbox? Hire a detail-oriented VA. Need help with customer support? Look for someone with experience in that area.
✅ Provide regular feedback – A great VA wants to improve, but they need your input to do it.
A Real-World Example
One of my clients, a SaaS founder, came to me frustrated. He had hired a VA to “help with everything” but felt like he was constantly answering questions instead of getting work off his plate.
We restructured the role. Instead of vague tasks, we focused on two key areas: email management and customer support. Within a month, his inbox was under control, and he was no longer spending hours on support tickets. The same VA, when given clear direction, became an indispensable part of his team.
The Bottom Line
A VA can’t read your mind. But with the right setup, they can save you 10+ hours a week and make your business run smoother. The key? Hire for a clear purpose, set expectations early, and give them the tools to succeed.
Thinking about hiring a VA but not sure where to start? Let’s chat—I can help you find the right fit.
-Krista & the RFR Team
