There’s so much more to being an author than writing and publishing a book. The behind-the-scenes work – getting books out to reviewers, sending and tracking blurb requests, creating a regular email newsletter, and so on – all takes time.

So that they can spend less time on the business of being an author and more on writing that next book, many writers get outside help. Like me, they hire a virtual assistant (VA), an independent contractor in another location who does specific tasks.

The VA’s assignments are often things the author:
• Doesn’t want to do
• Doesn’t know how to do
• Doesn’t have time to do

Typical author virtual assistant tasks

The right virtual assistant can do whatever you need her to do.

For her author clients, Emilie Rabitoy, The Rural Virtual Assistant, usually handles social media, but she also helps with the author’s website and blog.

Because Kelly Johnson of Cornerstone Virtual Assistance is known as the “Geek Girl,” she often takes on the technology component of an author’s business.

This includes setting up and maintaining websites, handling e-commerce, managing newsletters, and assisting with audio and video projects and files.

The right VA can do other tasks, including identifying beta readers or reviewers, finding guest bloggers, creating social media graphics, and researching blogs where you can contribute guest posts.

I hired my first VA more than a decade ago when I realized that I couldn’t accomplish everything I wanted to without outside help. (I now work with, and love, Crystal McLeod.)

Just as importantly, I wanted to add certain elements to my business that included an email newsletter, but didn’t want to spend the time needed to learn how to do every piece of it myself.

I started the process by deciding what I wanted someone else to do. That’s where you should start, too.

What do you need help with?

Johnson recommends using a specific process.

“Define a period of time – for example, three to five days – and record all tasks you conducted for your business. This includes calls, working on blog posts, creating a newsletter, website updates, and so on.

Then rate each task on the list a 1, 2 or 3,” she says.

Use this rating structure:
1. I love to do this task.
2. This isn’t my favorite thing to do, but it’s okay.
3. If I never had to do this again, I would do a happy dance.

Then look at the tasks rated “3.” They’re probably the source of most of your procrastination.

Johnson says the 3s are the ones you probably want to think about turning over to a VA to handle.

Finding the right VA

Once you know what to delegate, you need to find the right VA. Anastacia Brice, founder of WorkWithAVa.com, advises moving slowly.

“Spend more time on the front end than you imagined you would,” she cautions, adding that it’s not “too much” to have several calls and many emails with an individual you’re seriously considering as your assistant.

Brice recommends assessing work style and culture – do you want someone with a relaxed approach or someone who needs everything on a chart or to-do list?

Do you feel more comfortable with someone who comes across as a Type A personality than someone who isn’t?

“Choose for fit,” she says.

Rabitoy says that persistence will help.

“Don’t settle for a VA who ‘kind of’ works for you,” she advises, referring to fit. “Keep looking for that perfect match.”

Know what “fit” means for you

Be thoughtful about what “fit” means to you, also. I once worked with a VA who only worked on my projects in the afternoon. As I later learned, she had a part-time job she hadn’t disclosed that made her unavailable in the morning.

It wasn’t much of a problem until she made a mistake that created a significant amount of trouble, but wasn’t available to fix it.

In addition, some VAs will only communicate via email – they won’t talk by phone, ever. Email works fine for me 95 percent of the time, but sometimes a situation is complicated enough that I need to know my assistant will be able to discuss it over the phone.

Where to look for the perfect match

Johnson and Rabitoy get most of their author clients through recommendations and word of mouth, so start by asking authors who they recommend. Rabitoy says your author social media connections can be especially helpful.

I found my first VA through Brice’s WorkWithAVa.com, so I recommend looking at that option, too. VAs in that network have been professionally trained, follow the organization’s standards of excellence and ethics policies, and are connected to a VA community.

That last piece – being plugged into other VAs – helped me when I needed assistance with my e-commerce program that my then-VA couldn’t provide. She tapped the network to find Johnson, who was able to solve the problem.

What do VAs charge?

You’ll also want to make sure you can afford this assistance. Rates vary depending on factors that include the skill required for the tasks, so I’m reluctant to quote a range.

What’s important to understand, though, is that you aren’t hiring a college intern. You’re hiring a professional who adds value to your business. Your VA is also usually self-employed, so she has overhead expenses to cover. This is not minimum-wage work.

Be sure you understand the terms and how and when you will pay your assistant. Mine tracks her time and bills me for hours spent. She invoices me twice a month. I’ve also worked with people who require clients to purchase a block of hours upfront that they bill against.

Do a few test projects together

Before committing, consider Johnson’s advice to take your potential assistant for a test drive.

“See if the VA has an hourly rate and delegate one to two projects to her. This allows you to begin working together and see if your work and communication styles are a good match,” she says.

The right assistant can make a significant difference in what you accomplish — and your anxiety level. If you feel like the business of running a business is holding you back, it’s time to consider outside help.

Do you work with a VA? What tasks does your VA handle for you? Please tell us in a comment.