Top 7 Mistakes to Avoid When Hiring a Virtual Assistant from the Philippines (And How to Fix Them)

So, you’re thinking of hiring a virtual assistant from the Philippines? Great choice! Filipino VAs are known for their hard work, loyalty, and dedication. But here’s the thing—if you’re not careful, you could make some common mistakes that’ll leave you frustrated and your VA confused. Don’t worry, though. I’ve got your back.

Here are the top 7 mistakes people make when hiring a Filipino VA—and how you can avoid them like a pro.

1. Don’t Hire a Virtual Assistant Without This Crucial Step: Clear Job Descriptions

Let me tell you a quick story. One of my friends hired a VA with this vague job description that said, “Handle various tasks for my business.” That’s it. Guess what happened? Chaos. Total chaos.

A vague job description is like setting up your VA for a guessing game—and spoiler alert, no one enjoys that.

How to Fix It:

Specific Tasks: Lay out exactly what you need help with. Are you drowning in email management? Need help with social media? Put it in the job post!

Required Skills: If you need someone who knows Excel, Canva, or is a whiz with WordPress, make it clear. The more detailed, the better.

Desired Outcomes: What does success look like for you? Do you want five blog posts per week? Is it more about quality customer service? Spell it out so there’s no room for confusion.

Pro Tip: Provide a sample project during the interview process. It’ll help you gauge whether the VA really understands what you need—without having to play 20 Questions later.

2. Stop Expecting One VA to Do Everything – Here’s Why You Need Specialists

Listen, I get it. You want to hire one person who can do everything—graphic design, bookkeeping, content writing, maybe even walk your dog? But here’s the deal: Jack of all trades often means master of none. You’re better off hiring VAs who specialize in key areas.

How to Fix It:

Specialization: Need a graphic designer? Hire someone who lives and breathes design. Need someone to handle your invoices? That’s a job for a numbers person, not someone whose main skill is Photoshop.

Quality Over Quantity: It’s tempting to think you’re saving money by having one person do it all, but you’ll get higher quality work when you hire people to do what they’re actually good at.

Pro Tip: Pair your VAs with the right tools to maximize their efficiency. Read our guide on must-have tools for virtual assistants to make sure they have what they need.

3. Why You’re Attracting Unqualified VAs: Target These Job Sites Instead

If you’re posting your job ad on any random job site, don’t be surprised when you’re flooded with applications from people who have no clue what you need. Casting a wide net might sound like a good idea, but trust me, quality > quantity.

How to Fix It:

Targeted Platforms: Stick to platforms that specialize in virtual assistants or freelancers. I’m talking about places like OnlineJobs.ph and eVirtualassistants.com where the pool is specifically Filipino VAs, or Upwork, which has a wide range of experienced freelancers.

Relevant Experience: Use platforms that allow you to filter based on experience, skills, and client reviews. You’ll thank yourself later when you’re not sifting through 100+ applications that are way off the mark.

Pro Tip: Platforms like eVirtualassistants also let you see feedbacks from previous clients. It’s like checking Yelp for your VA before making a commitment.

4. Set Clear Expectations to Avoid Miscommunication Down the Line

Let’s face it: Communication is key—especially when working remotely. If you don’t set clear expectations from day one, you’re just waiting for a train wreck to happen. Trust me, I’ve been there.

How to Fix It:

Performance Metrics: Define what success looks like early on. Are you expecting a blog post every Monday? Want your social media analytics by Friday? Your VA needs to know exactly what’s expected.

Communication Protocols: How do you prefer to communicate? Slack? Email? Maybe WhatsApp? Whatever it is, make it clear from the start how often and in what format you expect updates.

Goal Orientation: Set specific goals for your VA’s tasks and projects. No one should be guessing whether they’re doing a good job—your goals should make that obvious.

Real Talk: I had a VA who was excellent at their job but would disappear for days without a word. We hadn’t set up clear communication protocols, and it led to missed deadlines. Lesson? Set expectations early!

5. Skipping Onboarding? That’s a Huge Mistake

So, you’ve hired your VA, and you think you’re good to go. Hold up! If you think onboarding is something you can skip, think again. Even if your VA has the experience, they don’t know YOUR business—and without proper training, they’re going to be guessing.

How to Fix It:

Comprehensive Training: No, it doesn’t have to be a 5-day workshop, but at least give them the rundown of your processes, tools, and expectations. You’ll save a ton of time in the long run.

Regular Check-ins: Those first few weeks are crucial. Schedule regular check-ins to make sure they’re not drowning in confusion and that they’re comfortable with their responsibilities.

Pro Tip: Record a video using Loom explaining your business processes and tools. It’s a lifesaver—plus, it can be reused for future VAs.

6. Language Proficiency Doesn’t Equal Full Understanding – Here’s Why

Sure, most Filipino VAs are fluent in English, but here’s the thing: Language proficiency doesn’t always mean they fully understand the nuances of your instructions. Don’t assume they know exactly what you mean.

How to Fix It:

Encourage Questions: Create a safe space where your VA feels comfortable asking questions. You’d rather clarify something now than have to fix it later.

Check for Understanding: Ask them to summarize the task in their own words. This isn’t about micromanaging—it’s about making sure you’re both on the same page.

Real Talk: I’ve seen simple instructions get lost in translation, not because of language barriers, but because the context wasn’t clear. Asking for clarification avoids this every time.

7. Neglecting Internet Connectivity Can Lead to Big Problems

The Philippines is known for many things: beautiful beaches, delicious food, and, unfortunately, sometimes spotty internet connections. If you’re not aware of this, it can seriously disrupt your workflow.

How to Fix It:

Assess Connectivity: During the hiring process, ask about their internet setup. Do they have a stable connection? Is there a backup like a mobile hotspot if things go down?

Backup Plans: Discuss backup plans with your VA. Maybe they work from a co-working space or have set hours where the connection is more reliable.

Pro Tip: Consider giving tasks that are less dependent on constant connectivity, like content writing, to VAs in areas where the internet is less stable.

Conclusion: Avoid These Mistakes to Build a Stronger Relationship with Your Virtual Assistant

By avoiding these common mistakes, you’ll set yourself up for a successful and productive relationship with your Filipino VA. Remember, it’s not just about hiring the right person—it’s about giving them the tools and clarity they need to do their best work.

Ready to find your perfect VA? Head over to evirtualassistants and start your search today!