How to Know If a VA Can Actually Do What They Say They Can

Hiring a virtual assistant (VA) can be one of the best decisions you make for your business. But let’s be honest, trusting someone new with your systems, brand, and clients? That takes guts. So how do you know if a VA can actually deliver what they promise?

Let’s break it down into simple, practical steps that will help you hire with confidence.

1. Portfolios Over Promises
VAs are contractors, not employees. So skip the resume expectation and ask for a portfolio. You want to see real examples of past work, graphics, systems setups, email workflows, client experiences, whatever lines up with your needs.

Don’t see a fancy portfolio? No problem. Ask for a few samples, client testimonials, or even a quick case study of past work.

You’re not being picky. You deserve to see proof.

2. Test the Waters With a Trial Project
Not sure about a long-term commitment? Start small. Assign a short, paid project that reflects what you'd actually need help with, a Canva graphic, an email draft, a simple system setup.

This helps you gauge:

• How they communicate

• Their process

• How they handle direction and feedback

Think of it like a first date. Low pressure, high insight.

3. Talk Tools, But Make It Real
It’s one thing to say, “I know Dubsado.” It’s another to explain how you’ve set up a full client onboarding workflow with it. Instead of checking off tools on a list, ask things like:

• “How have you used [Tool] in past work?”

• “What kinds of things have you set up with it?”

• “What would be new for you, and how do you usually learn new tech?”

This isn’t a quiz. It’s a conversation about support and experience.

4. Clarity Is Your Secret Weapon
Once you start working together, the gold is in the details. Be clear with your instructions, your process, and your expectations. Then watch how the VA responds.

Do they ask thoughtful questions? Deliver what you asked for? Adjust when given feedback?

You may not need to train them on the tool, but don’t rule it out. Your setup might be new to them, and that’s okay. What matters is their ability to learn and adapt.

It’s Not All On Them
Your job? Have your systems and processes ready. That means:

• Walkthroughs or videos for your most common tasks

• SOPs for how you want things done

• A way to share access and expectations easily

• Delegation is a two-way street. The smoother your handoff, the smoother the support.

5. Use Simple Systems to Stay Aligned
Task management tools like Trello, ClickUp, or Asana aren’t just for the super-organized. They help you and your VA track progress, stay aligned, and reduce “Hey, just checking in” emails.

A great VA will appreciate the structure as much as you do.

6. A Great VA Cares About Your Success
They may not be emotionally tied to your business, but they are invested in delivering quality work. Why? Because your success is theirs too.

You don’t need a clone. You need a collaborator who cares.

You’re allowed to ask questions, run a trial, and be thorough. A great VA will welcome it. Because when it fits, it flows, and that’s where the magic happens.