You’re putting in 50+ hour weeks, but somehow STILL can’t break through to that next level.
The problem? You’re stuck doing tasks that cost way less than what you’re worth. Those “systems” you think you have are actually keeping you chained to your desk.
What if I told you there’s a way to literally take days off without your business missing a beat? That’s exactly what Esther Inman, VA placement expert who’s helped hundreds of entrepreneurs, does regularly. And today, I’m sharing her insights on exactly how you can do the same.
Why Every Entrepreneur is Going to VAs (And You Should Too)
There’s no denying that marketing has gotten exponentially harder. You’re expected to be a content creator, funnel builder, customer service rep, bookkeeper, AND the CEO of your company. For a solopreneur, it’s just not sustainable.
And if you’re paying yourself $500 an hour for coaching, it simply doesn’t make sense to keep answering customer service emails when you can find someone overseas to do it for $15 an hour. The math is simple: Every hour you spend on tasks that could be delegated is costing you your hourly rate in opportunity cost. That’s money left on the table.
When You’re Actually Ready to Hire a VA
Before you jump into hiring, ask yourself these key questions:
The Financial Reality Check
- Do you have the financial cushion to invest $500-$1000 monthly?
- Can you view this as a reinvestment rather than an expense?
- Are you not going to stress about the money if results take a few months?
The Time Investment Truth
The biggest misconception is that hiring a VA immediately frees up your time. Initially, you’ll spend time training and onboarding. But once they know what they’re doing, the 10 hours you would have spent answering emails can now be redirected to building your funnel, recording content, or developing new revenue streams.
What Tasks to Delegate First (And What to Keep)
Start with executive assistant tasks:
- Email management (imagine checking email only 3 times per week!)
- Customer service and refunds
- Payment processing and invoice management
- Content uploading and basic formatting
- Calendar management
- Routine social media tasks
Keep these for yourself (for now):
- Strategy and vision setting
- Client-facing work that requires your expertise
- Content creation that needs your voice
- Relationship building with key partners
Part-Time vs. Full-Time: What Actually Works
The overseas full-time fantasy: Many entrepreneurs dream of getting a full-time VA for $1000/month. Reality check: you’ll likely face timezone challenges, communication barriers, and skill mismatches.
What works better: A hybrid approach. Start with someone part-time for routine tasks that aren’t time-dependent, then add a higher-paid part-time person who can work in your timezone for tasks requiring collaboration.
How to Ensure Your New Hire is the Right Fit
The 3-Month Trial Method
Always start with a trial period. At the three-month mark, have an open conversation about what’s working and what isn’t. This isn’t just about their performance, it’s also an opportunity to ask for feedback on your management style too.
The Test Project Reality
Most people skip proper test projects. Here’s what Esther recommends:
- Give them more tasks than they can complete in the timeframe
- Pay for the test project (respect their time)
- Watch how they prioritize and follow directions
- See if they ask clarifying questions or just guess
The 90% Rule
Here’s a hard truth: 90% of team problems trace back to management issues. Before blaming your VA, ask:
- Did I give clear instructions?
- Did I provide examples of what I wanted?
- Did I set proper expectations?
- Did I give them the tools they need to succeed?
Hiring Problem Solvers vs. Task Robots
Some VAs are trained to only do exactly what they’re told. If you want to hire problem solvers it’s a good idea to:
- Include problem-solving scenarios in your interview
- Show them an advancement path so they’re motivated to grow
- Empower them from day one by asking “What do you think?” instead of giving all the answers
- Make collaboration part of your onboarding process
Remember: if you only give task lists and then get mad when they don’t think outside the box, that’s on you.
The Surprising Benefits (That Have Nothing to Do With Money)
While everyone focuses on ROI, Esther’s clients report something more valuable: mental bandwidth.
One of the biggest shifts her clients see is the freeing up of brain space. They can be more creative, more strategic, and come up with more ideas.
Other unexpected wins include:
- Reduced stress and anxiety
- Better work-life boundaries
- More time for strategic thinking
- Ability to actually take time off
- Increased creativity and focus
Communication and Management Best Practices
The First Month
Meet twice weekly for training sessions and plan exactly what you’ll cover in each session. For example, week one Tuesday might cover email management, then Thursday you review their work and introduce customer service protocols. Record everything so you never have to train the same thing again—these recordings become your SOPs library.
Building Systems That Scale
Use project management tools like Asana or Monday to centralize communication. Create brief templates for recurring projects so your VA can turn your high-level briefs into detailed project plans. The goal is empowering your team to maintain and improve these systems without your micromanagement.
The Long Game
Eventually, you want your business to run like Esther’s…
“I literally can just take off a day. I don’t even have to tell anybody. My team runs everything.“
She only keeps what she truly wants to do—copywriting and strategy—while everything else is systematized.
Getting Started: Your Action Plan
Week 1: Preparation
Audit your current tasks and identify what you do repeatedly. Calculate your hourly rate versus opportunity cost. If you charge $200 for coaching but spend hours on $15 tasks, that’s money left on the table. Set aside budget for a 3-month trial.
Week 2: Job Description
Create the “clone of yourself” exercise—what would you delegate versus keep? Write a detailed job description with scenarios, not just task lists. Prepare test project scenarios that give them more tasks than the timeframe allows, so you can see how they prioritize.
Week 3: Hiring Process
Post your job and review applications for communication skills and attention to detail. Conduct interviews with problem-solving scenarios like “If engagement drops on our posts, what would you investigate first?” Run paid test projects with top candidates.
Week 4: Onboarding
Start with just 5 hours per week on routine tasks to avoid overwhelm. Plan your first month of training sessions in advance and schedule them like important business meetings. Set up communication tools and shared access to resources they’ll need.
Bottom Line
The ceiling of your business growth is directly tied to how effectively it can run without your constant intervention. Every minute you spend on tasks that could be automated or delegated is a minute stolen from growing your business and living your life.
Esther’s clients consistently report that hiring a VA wasn’t just a business decision—it was a life-changing decision. They’re less stressed, more creative, and finally able to work ON their business instead of being trapped IN it.
Remember, in the entrepreneurial world, building systems that work without you isn’t just about efficiency—it’s your fastest path to growth, freedom, and the business lifestyle you’ve been dreaming of.
