Why your first virtual assistant might not work out

Why your first virtual assistant might not work out

When I initially hired a marketing virtual assistant (VA), I believed I had finally achieved a sense of peace. Instead, I found myself spending more late nights cleaning up half-done tasks and repeatedly explaining things that seemed obvious.

The problem wasn’t the VA.
It was me and the way I hired.

I didn’t have a clear system.
I didn’t define what success looked like.
I expected them to "figure it out" instead of leading with clarity.

I’ve since worked with multiple founders (and been a client myself), and this pattern shows up everywhere. So if you’re about to hire your first VA or your fifth, here is what I wish I knew earlier:

1. A VA isn’t a mind reader.

You need systems. Even the most basic systems are essential.
If time is not on your side, hire someone who can help you create repeatable workflows first. Delegation without a foundation is just noise.

2. One VA can’t do everything.

Design, content, admin, automation… they are not the same skill set. The best results come when your VA is focused, not juggling five hats. Start narrow, then build your support system layer by layer.

3. Onboarding is key.

If your VA doesn’t know your tone, tools, or expectations, it’s not fair to expect magic. Just 60 minutes of structured onboarding can change the execution. We have built our own process now, and we hand that checklist to our clients too.

Lessons I have learnt.

After years of trial and error, I created StudioQiro, a human-led VA support system that actually works. We don’t serve everyone. We exclusively cater to the industries we are intimately familiar with:

• Legal & Mediation

• Government & Non-Profits

• Creative Studios

• Education & Training

Specialisation matters. When your VA already speaks your “language”, things move faster, smoother, and effectively.

If you prefer peace of mind over endless rounds, I am here.
We built this system because we needed it too.

Let’s make your delegation journey easier than mine was.