Hiring a virtual assistant (VA) can feel like the perfect solution to your doula business overwhelm, but finding the right person takes preparation and intention. Without clear expectations, proper training, and a well-defined process, your experience may fall short of what you need. Let’s dive into how to hire the right VA, avoid common pitfalls, and explore alternatives if you’re not ready to take the plunge.

The Biggest Mistakes Doulas Make When Hiring a VA

Here are some common mistakes doulas make when hiring a VA—and how to avoid them:

1. • Skipping the Interview Process:
     You’re busy, but rushing into hiring without a proper interview can backfire. A quick call to discuss their skills, past experience, and how they handle challenges can save headaches later. Don’t forget to check references. Be sure to ask what projects they completed.

• • Failing to Define the Job Clearly:
    Saying, “I just need help” doesn’t give your VA a clear starting point. Outline the exact tasks you need support with—whether it’s managing client emails, creating social media posts, or organizing your schedule.

• • Not Setting Clear Expectations:
    Be specific about timelines, communication preferences, and what a “win” looks like for you. For example, “Schedule five social media posts per week and track their performance.”

• • Expecting Them to Fix Everything:
    A VA isn’t a mind-reader or miracle worker. They’ll need direction and, in most cases, training. Make time to onboard them and provide the tools they need to succeed. This will help both of you have a positive experience.

• • Skipping Trial Assignments:
    A paid trial project is a great way to test a potential VA’s skills and communication style before committing long-term. You might even hire a couple of people for small projects to see how you work together.

How to Define the Role Clearly

Before you start your search, take time to map out what you really need help with. Ask yourself:

• What tasks are taking up too much of my time? (e.g., email management, invoicing, or social media.)

• • What results am I looking for? (e.g., consistent scheduling, timely responses, or increased engagement.)

• • What skills are essential? (e.g., proficiency with Canva, Airtable, or client management tools.)

• • What’s my budget? Be realistic about what you can afford, and consider if a one-time project might be a better fit.

How to Train Your VA for Success

Even the most experienced VAs will need time to learn your systems and preferences. Set them up for success by:

1. • Creating a Training Plan:
     Walk them through your tools, processes, what you’ve tried before, and expectations. A simple Loom video tutorial can save you time and ensure clarity.

• • Starting Small:
    Begin with a few manageable tasks, like scheduling your next newsletter, setting up a scheduling software, or organizing your client database. Build up as you both gain confidence.

• • Providing Feedback:
    Be constructive and clear. Let them know what’s working and where adjustments are needed.

• • Checking In Regularly:
    Schedule weekly or bi-weekly check-ins to discuss progress, challenges, and adjustments. Check in more frequently at first.

How to Avoid Hiring Altogether

If hiring a VA feels like too much right now, consider these alternatives:

• • Time-Limited Projects: Hire someone for one specific task, like designing a marketing plan or creating a testimonial tracker.

• • Tech Tools: Automate repetitive tasks with tools like Dubsado for client management or Later for scheduling social media posts.

• • Peer Collaboration: Partner with another doula to share the workload or trade skills (e.g., bookkeeping for social media support).

What Does a Positive Experience Look Like?

Before you hire, visualize the ideal outcome of working with a VA. This might include:

• • Efficiency: Tasks are completed on time, freeing you to focus on your clients.

• • Trust: You feel confident delegating without micromanaging.

• • Alignment: Your VA understands your tone, style, and goals. It’s okay and probably a great idea, to give the a style and tone guide.

The clearer your vision, the easier it will be to find the right person—and create a productive working relationship.

Hiring a virtual assistant can be a game-changer for your doula business, but it’s not a magic fix. By defining the role, setting expectations, and taking time to onboard and train your VA, you can create a partnership that truly supports your work. And if hiring isn’t the right step for you yet, explore other ways to lighten your load and stay focused on what matters most—supporting your clients.

Ready to get started? Whether you’re hiring a VA or looking for other solutions, take it step by step. A little planning upfront can make all the difference.