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

Smart operating procedure

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 document below “1._Main_tasks_you_require_and_hours.docx

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

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 template 3.1_Applicant___s_Profile.docx and 3.2_Questionnaire.docx)

Step 5: Conduct the interview

  • Ask the right questions (see example template 3.3_Interview.docx). 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 onboarding checklist

□ Employee Information Sheet (all important information of the staff)
□ Accounts Department (information on bank, PayPal, how they get paid and rates)
□ New Employee Orientation/ Meeting
□ Employment Agreement – see example 6.1_Employement_Agreement.docx
□ Confidentiality Agreement – see example 7.1_Confidentiality.docx
□ Email accounts (email username and passwords)
□ List of important contacts (email database, clients, team)
□ Tools Login
□ Social Media access (groups, pages)




  • recruitment
  • human resources
  • Business Systems Summit
  • Esther Anderson
  • employing
  • virtual staff