Alright, so you're an MSP owner and you're looking to hire a Virtual Assistant to buy back some of your sanity and time. Good call. I've been right there, and I'm still on that journey, as you might have heard on "Cyber Confidential," especially in Part 2 of our "Buying Back Your Time" mini-series where I talked about the first month with my new VA.
Before you even think about talking to a hiring service like Freelance Latin America (who I used, thanks to Randy Rosales), there's some homework you absolutely have to do. I learned this firsthand. Skipping this means you're just making it harder for everyone, including yourself. So, here’s what I figured out you need to nail down first.
1. Define the Role (Seriously, Be Specific)
"I need a VA." Okay, great. For what, exactly? I thought I wanted a "typical virtual assistant, executive assistant role," but when I actually listed out my daily grind, it was more specific. For me, it blended into a business development assistant and even a client concierge.
What I was drowning in: Replying to emails, trying to manage our leads funnel in HubSpot (which, let's be honest, can get messy), setting up client meetings, and just general CRM cleanup.
Your Action: Don't just give them a vague title. Write down the actual functions this person will perform in your MSP. What are the top 3-5 things they’ll take off your plate or your team's plate? Be brutally honest about what you need.
2. List the Actual Tasks – No Hand-Waving
This is step two of getting specific. Once you know the function, what are the actual tasks? I found that if I couldn't list it, I couldn't really delegate it effectively.
For my VA, this looks like:
Running point on client concierge communications – this was a big bottleneck for me.
Daily work in HubSpot, keeping client records updated and our funnel moving.
Helping get those first-time appointments (FTAs) with prospects booked.
Future tasks I'm eyeing for her: Getting deeper into my email and calendar.
Your Action: Make a list. Daily tasks, weekly tasks, maybe even monthly ones. The clearer you are with the hiring service, the better chance they have of finding someone who can actually do what you need, not just what you think you need.
3. KPIs – How Will You Know If It's Working (Or Not)?
Randy from Freelance Latin America drills this home, and he’s right: you need clear Key Performance Indicators (KPIs). Otherwise, how do you and your VA know if you're winning?
How I measure success with Vanessa right now: We look at the number of client concierge meetings we're booking and the number of new prospect FTAs. We literally check these numbers every Friday. It tells us if her work on the funnel and outreach is paying off.
Your Action: Think about 2-3 measurable results you want to see from this role in the first month or two. If you don't know, discuss it with the hiring service. But go in with some idea of what "good" looks like for your business.
4. SOPs (Standard Operating Procedures) – Your "How We Do Things Here" Manual
This is the big one, and where I’m constantly learning. If you want someone to do a task consistently and correctly, you need an SOP. Dan Martell talks about this in "Buy Back Your Time" – you fall to the level of your systems. It's true.
My SOP process has evolved (you heard this in Part 2):
I started by just recording myself on Zoom doing a task, then Vanessa would watch it and write the SOP. Simple, but it worked.
Now, I’m using Google Meet with Gemini. I record, it transcribes, and then Vanessa uses a prompt (we actually have an SOP for making SOPs – meta, I know) to get Gemini to draft the full SOP. She still watches the video to check and add details, like screenshots. It's way faster.
Your Action: If you have SOPs, fantastic – get them ready. If not, this is your priority. You can use my "record and delegate SOP creation" method. It doesn't have to be perfect from day one. It's an evolving document. But you need to start.
Why This Prep Work Isn't Optional (Trust Me on This)
Look, I get it. You're slammed. This prep feels like more work. But here’s why it’s critical, from my experience:
It makes you get clear: You'll uncover what you actually need, not just what feels urgent.
The hiring service can actually help you: Give them this info, and they can find a much better fit than if you're vague.
Your new VA isn't guessing: They'll know what's expected and what success looks like. That's fair to them.
They'll get up to speed faster: Good SOPs mean less hand-holding from you and quicker results.
This isn't about creating a bunch of useless documents. It's about setting up your new VA, and your MSP, for success so you can actually start buying back your time. It’s what I’m doing, and it’s starting to pay off.