Should I Hire a VA? How to Know When It’s Time to Get Support

At some point, every business owner asks it:

“Should I hire a VA?”

Usually whispered somewhere between a full inbox and a late-night spreadsheet.
It’s the moment you realise you’ve built something real but you’re the one holding all the pieces.

Hiring a virtual assistant can feel like both a luxury and a lifeline.
The real question isn’t can you hire one it’s when and how.

The truth: a VA can’t fix chaos only structure can

Before you bring anyone in, you need systems.
Not perfect ones just enough clarity that someone else can step in and help.

If your inbox, client onboarding, or content calendar only live inside your head, a VA won’t save you time they’ll cost you more of it.
But once your processes are mapped (even roughly), support becomes a growth strategy, not a rescue mission.

Four signs you’re ready to hire a VA

1. You’re repeating admin tasks daily

If you find yourself doing the same 10–15 actions over and over, sending invoices, scheduling posts, answering standard enquiries you’ve already created a system. You’re just still the one running it.
That’s the point to delegate.

2. Your client experience is slipping

You know what excellence looks like, but you can’t maintain it consistently.
Things like delays in follow-ups, messy onboarding, or missed reminders signal that your capacity is maxed out.
A VA can help bring back the professionalism your brand deserves.

3. You’re avoiding strategic work

If you’re spending all your energy in the business and none on it, growth stalls.
A VA can buy you back time for the high-value work only you can do like refining your offers, developing new partnerships, or leading client strategy.

4. You’re mentally ready to let go (a little)

Delegation isn’t just a logistical decision it’s emotional.
If you’ve reached the point where you’re open to help and willing to be supported, that’s your readiness signal.

What to delegate first

Start small and structured.
Here’s what I often recommend to clients taking on their first VA:

• Inbox management or diary scheduling

• Client onboarding admin

• Invoicing or payment reminders

• Blog uploads, podcast scheduling, or newsletter formatting

• Updating CRM notes or task lists

Choose the tasks that drain you most but don’t directly generate revenue.

How to avoid “VA regret”

The biggest mistake I see? Hiring before you’ve defined the role.
A clear task list and a few written workflows save weeks of confusion later.
If you don’t know what “done” looks like, your VA can’t either.

Create a short “Operations Snapshot”, a living document that explains:

• Your mission and priorities

• Tools and passwords (in a secure manager)

• Weekly recurring tasks

• Key deliverables

A good VA doesn’t need micromanaging they need context.

A real example

One of my clients, Lisa, was six years into her business and still doing everything herself — proposals, invoices, social posts, follow-ups.
She didn’t hire a VA because she was “too busy to train one.”

When we mapped her processes, we realised that onboarding alone took 8 hours a week.
A VA now handles 80% of that system. Lisa’s focus returned to her clients and her revenue rose by 30% in six months.

Structure made space. Support made it sustainable.

The takeaway

Hiring a VA isn’t a sign you’ve made it.
It’s a sign you’re building well.

The question isn’t “Should I hire a VA?”
It’s “Have I built enough structure that hiring one will move me forward?”

If the answer’s even partly yes, you’re closer than you think.

If you’re ready to bring calm, clarity, and support into your business, let’s talk.
→ Book a Turning Point Strategy Day or contact Suz to design the systems that make your next hire worth it.