Scaling Your Business: The Right Time to Hire Assistants


Entrepreneurs, if you're contemplating hiring an assistant, pause and strategize. The distinction between a Virtual Assistant (VA) and an Executive Assistant (EA) is pivotal. A VA handles the tactical, task-oriented side, while an EA serves as a strategic partner. Before you bring either on board, let’s unpack the prerequisites that set the stage for success.

Foundation Before Delegation

Before an assistant steps in, you as the business owner must have a grasp of the operational tasks. Knowing the ins and outs of your systems is less about micromanagement and more about strategic oversight. This knowledge is your power when it comes to effective delegation.


Essential Tools for Effective Management
  • Project Management Tools: Platforms like Asana, ClickUp, Trello, or Monday transform delegation. By setting up different boards and assigning tasks, you empower your VA to excel.
  • Communication Systems: Beyond text messaging, invest in systems like Slack or Teams to maintain clear, organized communication.
  • Password Management Tools: A secure way to share sensitive information, this tool keeps passwords encrypted while facilitating team access to necessary accounts and systems.
  • Documentation of SOPs: Today’s technology, like screen recording with Loom, provides dynamic ways to create training videos and guides, streamlining the onboarding process for your assistant.


When to Hire Which Assistant

For solo entrepreneurs or small operations not planning to scale extensively, a VA to handle system setups might be premature. Instead, focus on establishing your processes. When your business is poised for rapid growth—think scaling from a team of two to twenty-five in a year—an EA can be invaluable. They don't just manage schedules or emails; they onboard new hires, prepare for board meetings, and play a crucial role in strategic planning.

The Strategic Role of an Executive Assistant

An EA is not just a task manager but a business catalyst. Involved in meetings and aware of your priorities, they can synchronize your commitments with your calendar, manage project tools, and foster team cohesion. This strategic partnership can be a game-changer, elevating an EA from being a mere helper to becoming an indispensable extension of the leadership.


Hiring: A Chemistry Beyond Skills

Remember, hiring an assistant is as much about chemistry as it is about competence. A successful relationship with your assistant hinges on your involvement in their development. They're not mind readers; they need context, communication, and investment in their growth to truly thrive.


In closing, before you leap into hiring an assistant, evaluate your systems. Set them up, understand them, and prepare to share that knowledge. An assistant can either be a weight or a wing—your preparation determines which.