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Have you heard of tools like Slack, ClickUp, and Mailchimp? These programs are called a tech stack.
The idea is to get all your software to connect in one seamless system.
One study found that 45% of workplace activities can now be automated. So if you’re still doing everything manually, you’re fighting an uphill battle.
The problem is, setting up and managing a tech stack can be straight up overwhelming. There’s so many options out there, how do you even start?
This is where a technical virtual assistant (VA) can help.
They’re skilled at handling new technology, connecting software, automating your processes, and essentially setting up as much of your business on autopilot as possible.
And they know what programs are the best for your business.
If your tech stack is a jigsaw puzzle, a tech VA is the puzzle master who puts all the pieces together to create a streamlined masterpiece.
Here’s everything you need to know about tech virtual assistants, including how to hire one the right way.
Table of Contents
- What is a tech virtual assistant?
- Hiring a tech virtual assistant
What is a tech virtual assistant?
A tech virtual assistant manages the tech you use to run your business. They organize and automate your processes.
That could look like — setting up sales funnels or testing the latest software for better productivity.
But tech VAs are not software developers. So don’t expect them to do any coding or build solutions from scratch.
What they can do is optimize your existing programs and workflow.
They might connect things like Salesforce and Asana. When a new lead is added on Salesforce, a task is also added in Asana for your team to work on.
This level of automation doesn’t just save time — it reduces mistakes so you don’t fall behind on projects that keep your business running.
Tech VAs are automation experts — they connect things and set up systems.
Their role does NOT include creating content, designing landing pages, or running email marketing campaigns.
So how can a tech VA help you?
How a tech virtual assistant can help your business
Software testing and maintenance
A tech VA can spot problems in the software you use, find solutions, and prevent future issues.
This might mean keeping your software up-to-date with the latest features or finding bugs in your automations.
If you want to try out a new program for email automations, your VA can run tests to find out the pros and cons.
They can also handle database cleaning and maintenance.
Databases can get cluttered over time with old or incorrect information, which can affect your business growth.
For example, you run an online store and you want to back-up your data.
Your tech VA can set up tools like Amazon RDS and create a recovery system for your customer data and order history. That way you’ll never lose access to your hard earned data.
Customer relationship management (CRM)
CRM stands for customer relationship management. The key to a thriving business is keeping your customers happy and coming back for more.
Programs like Airtable and Asana are popular tools to streamline your CRM process. You can find a tech VA that’s an expert in one of these tools to manage them for you.
Here’s an example of what a CRM process could look like.
Your tech VA sets up a funnel that instantly routes customer questions to the right department with no need for manual human sorting.
This not only saves you time, but also improves response times and the overall customer experience.
They could also set up email sequences that trigger after specific customer actions, like a welcome email or available discounts after they’ve purchased a product from you.
These types of automations keep your customers engaged and ready to buy your offers.
They also take away the need for you to individually reach out to people, saving you a ton of time.
The goal of a tech VA is simple — streamline your business to save time and money.
They can do this by creating an automation roadmap. Some people also call it an SOP which means standard operating procedure.
With the right roadmap, your VA wil know what to prioritize and how to build a better workflow for your business.
Going back to the online store example.
A tech VA looks through your existing process, and sees that you spend hours each week manually updating inventory, or sending follow up emails.
So they automate it. It might look something like this:
Inventory management automation
Current State: Manual updates of product inventory leading to occasional stock mismatches.
Proposed Solution: Integrate an Inventory Management System (IMS) with the online store platform to automatically sync stock levels in real-time.
Outcome: Reduced errors, real-time stock updates, and less time spent on manual data entry.
Email follow-ups and customer engagement
Current State: Manually sending emails to customers post-purchase.
Proposed Solution: Implement an email marketing automation tool that triggers personalized follow-up emails based on customer behavior. This includes thank-you emails, product recommendations, and feedback requests.
Outcome: Enhanced customer engagement, potential upselling, and a more personalized shopping experience for users.
Reporting and data analysis
There’s a lot that goes into running an online business.
Between tracking website clicks, sales, social media likes, and email open rates, it can sometimes feel like you’re juggling.
A tech VA can take this data jumble and turn it into a slick dashboard — one that you can actually make sense of.
For example, the data they track shows that people are ditching their carts right before paying.
Now you know where potential customers are leaving, and you can do something about it, like offering a better money-back guarantee.
Tracking your data is probably one of the most important things you can do for your business because it shows you easy ways to improve. Your tech VA can send you regular updates so you’re always on top of it.
No one wants to waste time figuring out the latest software patch or system upgrade. With a tech VA, you can relax knowing those tasks are handled.
A tech virtual assistant can set up email funnels, customer databases, and billing systems for you.
They can even work with your SEO virtual assistant to make sure you don’t have any slow-loading webpages.
On top of that, they’ll also take care of your website’s security by setting up multi-factor authentication, secure sockets layer (SSL) certificates, and regular backups to prevent data breaches and loss.
If that all sounds like a foreign language to you, its ok. Because your tech VA can handle it and show you what you need to know without getting super technical.
Hiring a tech virtual assistant
1. List your tech and business needs
When hiring a tech VA, first figure out what you need.first figure out what you need.
Taking a step back and looking into what your business is doing well and what isn’t working can help you decide on
Taking a step back and looking into what is and isn’t working in your business can help you decide on which virtual assistant tasks to delegate.
Like I said before, there are a ton of different types of virtual assistants, so you need to be super clear on what you need to hire the best fit for you.
If you need help setting up your email marketing funnels, look for a VA with experience in Mailchimp or ConvertKit (or your platform of preference, if you have one).
Ideally you’ll want to find one that’s an expert in whatever program you’re using.
It wouldn’t make sense to hire a tech VA who isn’t already an expert in any software you know you want to use.
2. Post your job listing
In your job listing, cover the specific tasks you need help with like organizing digital files, managing email, or setting up automation tools.
Be as detailed as possible so applicants know what to expect. This way, you attract candidates with relevant skills that match your needs.
Remember to mention any technology, software, or programs your business uses, like CRM systems, project management tools, or social media platforms.
Also, give your potential tech virtual assistants an idea of their expected responsibilities..
To sweeten the deal, include some unique perks you offer. Maybe you’ll give them flexible hours, performance bonuses, or ongoing skill development.
Then, you want to advertise on job boards dedicated to remote work like FlexJobs or Upwork.
Another option is to use websites specifically created for finding virtual assistants.
I recommend this one because it lets you search for tech VAs from the Philippines with specific skill sets, IQ scores, and even English proficiencies. (It’s also where I found my VA).
3. Review candidates
When reviewing candidates, be clear about your goals and expectations. It helps to list the skills and qualities your VA should have.
Do they need experience with automation software like Zapier? Or are you looking for someone to build out your systems from scratch?
When looking over resumes and cover letters, pay attention to the candidate’s work experience.
Have they managed a tech stack before, or have they worked on projects similar to your business? This helps you narrow down the options.
The more familiar they are with the kind of business you run, the more successful they’ll be since they already know your industry.
And don’t forget to check their references. Reach out to previous employers to get a sense of the candidate’s work ethic, reliability, and problem-solving skills.
Even if you don’t actually take time to check the references, simply asking for them will help weed out candidates with questionable work histories.
4. Run interviews
Interviews are the best place to understand the candidates’ expertise and communication skills.
Ask about their familiarity with task automation and other tools for virtual assistants. Give them a chance to explain how they’ve done it in previous work scenarios.
Here are some things you can ask:
- What’s their knowledge of popular automation tools such as Zapier or Integromat?
- Do they have integration experience with tools like Trello, Asana, or Airtable?
- Have they worked with CRMs like Salesforce, HubSpot, or Zoho?
Try to be as specific as possible with the programs you use (and how you use them).
Don’t worry about using complicated language or if you have a question about a program. Your tech VA is there to help you, and it’s better to be upfront with where you’re at with the tech.
Remember to review multiple candidates and avoid rushing to choose the first one that seems qualified. By comparing them, you’re more likely to find the perfect match.
5. Give a test task
Choose a task that best reflects your tech VA’s future responsibilities. For example:
- Setting up software: Ask them to configure a CRM or set up an email marketing platform, such as Mailchimp.
- Automation: Your VA should be able to create a simple automation, like forwarding emails based on specific criteria or using a tool like Zapier for cross-platform tasks.
Make sure to set clear deadlines and instructions for the test task. And don’t forget to provide access to the tools they’ll need.
If the test will take more than 10 minutes to do, pay the VAs for their time.
I ask them to keep track of their hours and then pay them an hourly fee. This gives you a better idea of how quickly they work.
If finding the perfect match sounds like too much hassle, you could also simply have a non-specialized virtual assistant go through a tech VA training program. If you already work with a general VA that you trust, this might be a smart option.
After the pandemic put an end to her peaceful art museum job, Lianne went full-on beast mode to learn everything about digital marketing and online business she could get her hands on.
This helped her snag her first virtual assistant gig. And then another. And then another.
Now, instead of fighting Manila’s horrendous traffic every day, she’s island-hopping around the Philippines with her trusty laptop.
Mitch's Travel Recommendations:
Travel Planning Resources - Everything you need to plan your trip on one convenient page.
Safetywing Insurance - This cheap travel insurance has saved me over $15,000 in medical bills.
Booking.com - Book accommodation without adding your credit card (in case you need to cancel).
Trusted House Sitters - Take care of pets in exchange for free (sometimes luxury) accommodation.
Flexjobs - Find remote jobs without having to sift through crappy ones.
Skillshare - Free trial to take unlimited classes that teach digital nomad skills.
Anytime Mailbox - Virtual mail service that can handle your mail while you’re away.
Wise - Send and receive money abroad cheaply (great for freelancers).