Esther Anderson | How To Hire Hiring Amazing Virtual Staff

This detailed system outlines the process of employing the best virtual staff to carry out your business processes: from deciding what tasks you need to outsource, writing an effective job description for your ad, interviewing candidates, hiring and on-boarding.

This system will improve your HR process, making it easier to employ and get the best people who match your business needs.

System Architect: Esther Anderson
Generated as part of the

System Details

Step 1: Define what processes you need your staff to carry out.

Determine whether you need an all-rounder or a specialist on a specific task.

Identify how many hours per week in each field you need them in total.

List the main field for your staff: VA, Audio/Video, Content, SEO, Graphic, Web Design, Web Dev.

List how many hours per task you need your staff to work per week.

Check other tasks you need your staff to perform.

See the document “1._Main_tasks_you_require_and_hours.docx” in the attachments section below.


Step 2: Write an effective job description for your ad.

Format your ad to post on job boards such as Fiverr and Upwork.

Formulate the ad to attract the high calibre of candidates you want.

Ask specific questions to qualify candidates.


Writing job description tips:

  • Use an appealing subject line for your job ad and include keywords
  • Start off with a general description of what you expect from your staff
  • List all qualifications for the post
  • Then follow with responsibilities, make sure these tasks are those you listed in Step 1.
  • You may conclude with a general description of how the hiring process will be, and how urgent the position needs to be filled.
  • You may also put the compensation and benefits, but we suggest discussing details with successful applicants only.

See examples “2.1_Sample.docx” and “2.2_Template.docx” under the attachments section below.


Step 3: Manage your job ads.

Shortlist possible candidates. Use answers to qualifying questions to eliminate certain applications.

  • Filter and sort your applicants once every day
  • If you are using job boards, read the applicant's profile information and if you think they are fit for the post, message them to schedule an Interview
  • If you are using other means to advertise and you get contacted via email, sort and start with the applicants with complete information and documents
  • You may want to keep the profiles of other applicants if they don’t make it to the cut, you might need them in the future


Step 4: Schedule for Interview.

Depending on how many applications you receive each day, contact and schedule 3 candidates at a time.

If you receive only one or two, and they don’t seem to fit the position, review your job ad and make sure you have described the position clearly.

Do not settle for ‘this will do’ or ‘I think she can’ candidates. Spare your time for people who have the skills and of course, the experience.

Make first contact – send them an email

Do a video interview so that you can see their reaction 

Send them a list of questions beforehand (see example templates "3.1_Applicant___s_Profile.docx" and "3.2_Questionnaire.docx" under the attachments section below.)


Step 5: Conduct the interview.

Ask the right questions (see example template "3.3_Interview.docx" under the attachments section below). Divide questions into skills and work circumstances and availability

  • You may send the candidates a list of possible questions you will ask
  • Prepare your questionnaire and make sure you sound natural and calm
  • Break the ice and do not go straight ahead to bombarding them with questions: connect with them first

Have other interested parties like HR manager on call

  • Make notes, especially the important info from your applicant – good points and bad points
  • At the end of the interview, thank the applicant and give him/her an idea of how many days it will take to deliberate the results


Step 6: Decide who gets hired.

Identify the factors to consider in deciding who to hire 

  • Review the applicants’ CVs and interview notes
  • Pick the one you think will be best for the position, and will have no problems working with your current team (if any)
  • Decide whether you want someone with passion to learn, along with some skills, or the experienced and skilled: both are a good choice

Notify the applicants: successful and unsuccessful: both should receive an email informing the result of their application

View example the templates under the Email templates section below.


Step 7: Test week and probation period.

The first week is a trial week for your staff (you can also have a probation period of 3 months). They will get involved in the process but it will be a test. If you are pleased with their performance, go to step 8. IF not, go back to step 4. This can be at a reduced rate if appropriate. You can even have more than one employee on a trial

  • On the first day, set expectations and meet with your new staff member
  • Ask them for their expectations and answer any questions they have
  • Give tasks that you will normally require from their position
  • Give feedback on what you like and dislike with their work
  • Take note of the work ethics and the ability to perform tasks independently
  • Your new staff member should be able to adapt mid-week or towards the end of the week


Step 8: Onboarding the new staff member.

  • Properly introduce the staff to the team, any clients they will be working with, and to your processes and tools.
  • Follow the onboarding checklist
    1. Employee Information Sheet
      • All important information of the staff
    2. Accounts Department
      • Information on bank, PayPal, how they get paid, and rates.
    3. New Employee Orientation/Meeting
    4. Employment Agreement
      • See example "6.1_Employement_Agreement.docx" under the attachments section below.
    5. Confidentiality Agreement
      • See example "7.1_Confidentiality.docx" under the attachments section below.
    6. Email accounts
      • Email username and passwords
    7. List of important contacts
      • Email database, clients, team
    8. Tools Login
    9. Social Media access
      • Groups and pages