How to hire — 7 easy steps

I'm Matt, founder of StaffCastle. I have hired many virtual assistants in a variety of businesses I've had — software, real estate appraisal, property management, course creation, etc. Here is exactly how I handled hiring virtual assistants. Not everyone does it this way. This system has worked well for me.

Interview. I interviewed and chose the person I wanted to hire. We agreed on start date, pay, schedule per day, etc.
Pay through PayPal. For the first few days I paid my virtual assistant at the end of each day. New hires worry about scams so a daily payment for a few days makes them comfortable. After a couple of daily payments we switched to paying weekly, every Friday. Make sure you pay like clockwork. Many other options to pay besides PayPal — it doesn't matter how you pay.
One shared document. We kept one shared Google Doc, or use a free Trello board. That was our whole system. This one document contained everything: directions, goals, deadlines, our notes, time off, hours worked, etc. I talked through everything and documented all the exact steps for the virtual assistant before they started any work. I always said: "If you are confused, stop immediately. Call or message me."

How to create a shared Google Doc →How to create a free Trello board →

A time tracker, sometimes. Sometimes I had a virtual assistant download a time tracker so I could monitor their laptop activities while they were working. I used a product called Time Doctor, loaded on their computer. If you are going to use Time Doctor, tell them this during the interview.
Days off. I only gave paid days off for full-time workers and not part-timers. I normally gave off the major USA and Filipino holidays. On top of that, one paid day off for every month worked. They could use this day off for vacation or sick leave. Extra days off beyond this were unpaid.
The 13th month. The 13th month: stay a full year and you get an extra month's pay. This 13th month is "somewhat customary" in the Philippines. I typically paid the 13th month, pro-rated for part-time workers.
No contract. We agreed by email. Simple verbal at-will employment, letting the employer or the virtual assistant end it at any time.

This is the system I followed and it was successful. Not legal or tax advice.

— Matt, founder of StaffCastle

Starter and Pro add

Message the candidates who apply. Download the six templates I used: interview questions, a paid test task, a hiring agreement, a confidentiality agreement, a shared work log and a Philippines norms guide. Read the full training: eighteen short lessons from my own years of hiring in the Philippines.

See the plans →

Six templates — Starter and Pro

Interview questions

Sixteen questions; pick eight to ten.

Paid test task

The one step that catches bad fits.

Hiring agreement

Optional. I did not use one. The one-page agreement between you and each person: work, hours, pay, days off, notice.

Confidentiality agreement

Optional. I did not use one. Keeps your business information private, during the work and two years after.

Shared work log

One page for the week: the duties, their notes, my notes. Copy it into your Google Doc or Trello board.

Philippines norms guide

13th month pay, holidays, typhoons, communication style, pay methods.

Choose Starter or Pro to download them.

The full training — Starter and Pro

Eighteen short lessons in four parts. Three minutes each.

BEFORE YOU HIRE

  1. What to hand off first
  2. What it costs
  3. Taxes and the law, in plain words
  4. One person, part-time, or a team

HIRING

  1. The job post
  2. Reading applications and red flags
  3. The interview
  4. The paid test task
  5. The offer

THE FIRST MONTH

  1. Day one and week one
  2. Tools, passwords and access
  3. Training with screen videos
  4. Communication that works

MANAGING

  1. Paying on time, every time
  2. Tracking time, or trust
  3. Feedback, reviews and raises
  4. Holidays, 13th month, days off and time zones
  5. When it isn't working

Choose Starter or Pro to read them.