Outsourcing tasks to virtual assistants (VAs) is now a practical solution for businesses of all sizes. While hiring a VA directly can work well for some, more and more business owners prefer VA agencies because they offer built-in screening, VA monitoring, and reliable oversight that saves time and prevents costly mistakes. A reputable agency acts as a safety net in handling candidate vetting, monitoring work quality, and stepping in quickly if something goes wrong but many business owners still wish they’d known what to look for before signing up.
Here are the key truths many wish they’d learned earlier about working with VA agencies so you can make an informed decision and avoid costly mistakes.
1. Not All Agencies Offer the Same Level of Screening
A major advantage of working with a VA agency is that they’re supposed to handle candidate checking for you. However, not all agencies invest the same time or resources in screening.
What to know: Ask detailed questions about how an agency screens, sample works, and onboard their VAs. Do they do background checks? Who does the interviews? An automated system or an experienced recruiter? Knowing this helps you avoid working with underqualified VAs.
2. You’re Paying for Management, But How Is It Done?
Many business owners assume that because they’re paying an agency fee, the VA’s work will be closely supervised. This isn’t always the case.
What to know: Understand how an agency manages productivity and quality. Do they use time-tracking tools? Is there a dedicated account manager or team lead overseeing your VA? If something goes wrong, how do they resolve it? Clear systems, efficient action plans and accountability are what make an agency worth the extra cost.
3. Communication Gaps Can Be a Hidden Cost
One benefit of using a VA agency is having a layer of support between you and your VA, like help with onboarding, performance monitoring, and issue resolution. But if the agency does not handle communication well, this extra layer can become a bottleneck. Slow updates, unclear instructions, or delays in relaying messages can waste your time and create frustration.
What to know: Ask the agency how communication works once your VA starts working. Will you have direct contact with your VA for daily tasks, or must everything go through the agency? How quickly will the agency respond if you have concerns or need changes? A reliable agency should make communication smoother and faster, not more complicated.
4. Agencies Have Limits on What They Can and Can’t Do
Some business owners expect a VA agency to handle everything, from daily admin tasks to high-level strategy, only to find out there are clear boundaries.
What to know: Understand the scope of services an agency provides. Do they handle specialized tasks like bookkeeping, video editing, or marketing campaigns or do they only supply general admin VAs? Clarify expectations early to avoid surprises later.
5. Cheapest Isn’t Always Best
It’s tempting to choose the lowest-priced agency, but hidden costs like high turnover, lack of training, or poor service can outweigh any upfront savings.
What to know: Compare agencies based on value, not just price. Look for transparency on rates, replacement guarantees, and any extra fees. An agency that charges a fair rate and supports its VAs well is more likely to deliver consistent results.
6. A Good Agency Should Scale With You
Your business needs today might look very different in a year. Some agencies lock clients into rigid contracts or fixed service packages that don’t adapt as you grow.
What to know: Ask whether you can scale up or down easily. Can you add more VAs if needed? Switch to a different skill set? Flexibility is a major benefit of partnering with the right VA agency.
Final Thoughts: Work With an Agency That Has Your Back
Outsourcing to a VA agency can save you time, lower costs and free you to focus on growth, but only if you choose wisely. Take time to research, ask the right questions, and look for an agency that’s transparent, supportive, and genuinely invested in your success!
At VALUE VA, we don’t call ourselves a mere agency, we’re your long‑term partner and trusted solution provider. Our edge lies in our holistic approach: we deeply understand your business needs, carefully hand‑pick and thoroughly screen every Virtual Assistant, and implement transparent productivity systems tailored to your workflows. We stay actively involved, offering proactive communication, strategic check‑ins, and continuous support, so you can confidently delegate vital tasks and focus on growth.
Ready to find a VA who truly adds VALUE? Talk to us today and let’s help you build a reliable remote team you can trust.
