When you hire a virtual personal assistant, it can transform the way your business operates. They can provide many unique skill sets that your business may take advantage of and help it become more profitable. The only thing is, finding the right balance between skills and cost is not always straightforward.

Whether you’re considering a seasoned administrative assistant for day-to-day organization or a VA who can manage bigger responsibilities, the key is knowing where skills meet value. If their skills complement your current business, you are good to go.

Ask yourself this: “What do I really need help with in my business?” Before even thinking about negotiating and asking for a VA’s rates, you need a clear handle on what it is that you need. Do you want someone to handle email, scheduling, and file management? That’s the bread and butter of an administrative assistant. If you are in need of someone who can talk to clients, prepare your reports, and act as your second-in-command, an executive assistant is your go-to.

When you have a clear understanding of the job’s scope, it makes it a lot easier to find a VA with the exact tools you need and expect, without the need to pay for skills you won’t be interested in using.

Let’s face it. There are many VAs out there that can range from a wide variety of rates based on their actual experience and specialization. A virtual personal assistant focused on basic administrative tasks may cost less than an executive assistant with years of high-level experience. There is a catch however, as cheaper isn’t always better. A highly skilled VA can often complete tasks faster, make fewer mistakes, and require less oversight, thus saving you more in the long run.

According to analytix.com, VAs also save on overhead. Since most are remote, there is no need for office space, equipment, or benefits, making them more cost-efficient than in-house hires.

You need to be smart if you want to manage VA expenses properly. Aligning task complexity to the right skill level of a VA is crucial. Routine duties like scheduling meetings, updating spreadsheets, and organizing files can be handled by a cost-effective administrative assistant. More sensitive tasks like preparing board reports or managing high-profile client correspondence can be reserved for an executive assistant.

A tiered approach ensures you’re paying only for the level of expertise each task requires.

If you want your VA to excel, providing them with the proper tools will boost their efficiency. Giving them more storage space via cloud, sharing calendar apps with schedules, and project management software will give your VA an added boost of productivity. For example, an administrative assistant can use Trello or Asana to keep track of their to-do list and meet tight deadlines thanks to visual boards, while an executive assistant can additionally coordinate cross-departmental projects.

Tools can not only save time, but also maximize the value you get for every dollar spent on VA hours.

Finding the sweet spot between skills and cost when hiring a virtual personal assistant or executive assistant isn’t just about sticking to a budget. It is about making sure that every dollar is spent to benefit more for the business. By clearly defining your needs, investing in the right level of expertise, and viewing your VA as a strategic partner rather than just an expense, you can create a setup where both your business and your assistant thrive.

The right match won’t just help you manage your workload. It will give you back the time and focus you need to grow.