Make the Transition from In-House Employees to Virtual Assistants Easy!

Dec 19, 2022

reasons to hire a virtual assistant USA

In 2021, the COVID-19 pandemic and the resulting economic recession drastically changed how businesses operate. It has become the survival of the fittest game more than ever. Companies must learn to become more efficient and cost-effective to remain competitive and stay afloat in the current economic climate. 

Many companies made difficult decisions to reduce costs and retain profits — one of which was switching from hiring in-house employees to freelance virtual assistants. If your business is considering making the switch, there are several things to consider. This article will discuss what you need to prepare so the transition process will go smoothly and not disturb ongoing business operations.

Reasons to Hire a Virtual Assistant

Hiring a virtual assistant is an excellent way to reduce costs for your business. The lack of overhead expenses associated with hiring a full-time or part-time employee saves you from paying taxes, benefits, and other related expenses. A virtual assistant also provides professional services that can increase the productivity of your existing team — freeing them up to focus on other business operations.

Moreover, virtual assistants don’t require a long-term commitment — you can hire them for as long or as little as needed and pay only for the services rendered. This is especially beneficial during an economic recession when finances are tight.

The Transition from In-House Employees to Virtual Assistants

When transitioning from in-house employees to virtual assistants, it is vital to ensure your current team is on board and fully understands the scope of the change. Schedule a meeting with your existing staff to discuss the differences and answer any questions they may have. This will ensure that everyone knows the new process and feels comfortable with the transition.


Assess the current in-house personnel

Identify which roles are necessary and if a virtual assistant can fill them. Once you’ve determined the tasks that need to be outsourced, create job postings to target potential candidates with the required skill sets and experience. While it is not necessary to just lay off in-house employees, you will need to make sure that any addition to the team will not be an additional expense to the business.

Estimate costs of keeping the existing team in place

Maintaining a full-time employee in business costs much more than hiring a virtual assistant. Consider factors such as taxes, benefits, insurance, and other costs associated with having an in-house employee.

Make a plan for continued operations

Develop a detailed plan that covers how operations will run with the new setup. This should include who is responsible for each task, the timeline for completion, and the resources available to ensure successful execution.

preparation steps before hiring a virtual assistant


Outline the processes and procedures for each new VA

Outline the processes and procedures for each position and make sure that they align with your exact needs. This should include duties, responsibilities, work hours, and other details pertinent to the job.

Ensure proper training and onboarding

Proper training and onboarding are essential for setting up a successful virtual team. Make sure to provide your new VAs with the necessary training materials and knowledge they need to succeed in their roles.

Monitor the progress of transitioning to virtual assistants

Once the transition is underway, closely monitor the progress to ensure everything is going according to plan. This includes regularly checking in with your VAs and providing additional training or support when needed.

transitioning to virtual assistant team


Review the cost-savings achieved by transitioning to virtual assistants

After the transition, review the cost savings you achieved by switching from in-house employees to virtual assistants. This will help you determine if your business has saved money and if you can make any additional improvements.

Assess the effectiveness of hired virtual assistants

Evaluate the performance of your VAs and assess if they are meeting the expectations outlined in their job descriptions. This will help you gauge how well they have adapted to their roles and if any additional support or resources are needed.

Monitor the long-term success of the transition

Continue to monitor the long-term success of the transition and make any necessary adjustments. This includes keeping a close eye on employee satisfaction, cost savings, and the overall effectiveness of your virtual team.

Transitioning to virtual assistants may seem easy initially, but it requires careful planning and execution to ensure success. With the right approach and strategy, you can make the transition smooth as you save time and money.

evaluate reasons to hire virtual assistant team success

By leveraging virtual assistants, businesses gain access to a more flexible and cost-effective workforce that can help take their productivity to the next level. You can increase overall efficiency and maximize your profits with the right team. 

When you need a virtual assistant or a team of virtual assistants, Virtudesk can help you set up all of your processes and will be right there with you along the way. Let us help make the transition easy for you! Please fill out this form, and one of our Consultants will contact you.

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One of the reasons why we hire a Virtual Assistant is because a VA can’t walk out my door and take my business. Second, the cost value and the third is, we just had a super well qualified hardworking admin – I am very satisfied with my VA. We are also constantly getting follow-ups to ensure that we are very satisfied.