What Kind of VA Actually Fits Your Business?

Let’s be honest, saying “just hire a VA” is kind of like saying “just get a dog.”

Do you want a small lap dog? A guard dog? A dog that won’t eat your shoes? Same idea with virtual assistants (minus the shoes).

Not all VAs are built the same. Some are amazing at handling the day-to-day admin chaos, others thrive on project management, and some are true business partners who think strategically with you. If you don’t know the difference, you risk hiring the wrong fit – and that can feel like babysitting instead of delegating.

Let’s break it down.

What Do You Actually Need?

Before you post “Looking for a VA” on LinkedIn or your local Facebook group, get clear on why you need one. Do you need..?

Task Support – Do you need someone to manage email, scheduling, or inbox cleanup so you can focus on client work?
Project Coordination – Do you need help keeping launches, events, or client deliverables moving on time?
Ops Support – Are you ready for someone to build systems, workflows, and structure so things stop falling through the cracks?
Strategy Partner – Do you want someone who can look at your business goals and actually help steer the ship?

Knowing this up front saves you time, money, and a few gray hairs.

Thinking vs. Doing

Here’s the truth: some VAs are doers and some are thinkers.

A doer: Give them clear instructions and they’ll knock it out of the park.
A thinker: They’ll ask “why are we doing it this way?” and suggest a better option.

Neither is wrong. It just depends on what your business needs. If you’re drowning in admin, a doer will save you. If you need someone to stop the chaos train, a thinker is gold.

Onboarding That Builds Trust

Most failed VA relationships come down to one thing: poor onboarding. Don’t throw someone into your business blindfolded.

A smooth onboarding could look like this:

Kickoff Call – Set clear expectations and goals. List the 3 main priorities you want off your plate right away
Systems Access – Give them the logins they need, ways to reach you in a timely manner, and a comprehensive list of software they will need to access.
Sample Tasks – Give them access to any operations manuals, branding documents, templates, and past examples to work off. This will help them learn your communication style and approach quickly.
Check-Ins – In the beginning, plan on frequent check-ins. Over time, this can be reduced, but initially it is very important to build the relationship and ensure feedback can be provided, both ways.

It’s not just about training your VA – it’s about training yourself to actually let go.

How We Partner Differently

Work within your time zone so you’re never left waiting

Partner with you strategically, not just administratively

Bring lived experience, systems knowledge, and proven results

Treat your business like our own (because your success is ours)

At We Can Do It Virtual Services, we’ve spent over 25 years supporting small and mid-sized businesses. That experience shapes the way we show up for our clients.

For some, that looks like inbox and calendar management. For others, it’s project coordination, system setup, or simply being the second brain that keeps things moving. Our role adapts to what you actually need, rather than a one-size-fits-all approach.