How are Virtual Assistants Different from Regular Employees?

As any DIYer knows, it is important to have the right tool for the job. Even a difference in screwdriver size can alter the efficiency of the project. When it comes to streamlined productivity, minor variances can majorly influence outcomes.

Virtual assistants are a hot topic in the small business world today. Although similar to regular employees in many respects, virtual assistants come with differences that must be understood to promote efficiency. Knowing the advantages and limitations of each type of worker allows business owners to decide which hire is best for their business.

Similarities of Virtual Assistants and Regular Employees

Virtual assistants and regular employees are both individuals that are hired to complete specified tasks. Because the work that they perform contributes to overall business performance, initial training, and ongoing supervision are often required. This means that for both types of workers, it’s important to establish expectations for communication, workflow, questions, and accountability.

The tasks for which both types of workers are hired are similar and often include the following:

• Answering phones
• Scheduling meetings
• Managing calendars
• Creating documents and presentations
• Basic accounting and payroll tasks
• Event planning
• Drafting emails
• Ordering supplies
• Copywriting
• Media Marketing
• Responding to customer inquiries

Both virtual assistants and regular employees are extensions of a company’s brand at all times and should be aware of this fact. Supervisors should review all submitted work to ensure that it meets company standards.

Additionally, the best virtual assistants and regular employees have top-notch organizational skills, attention to detail, critical thinking skills, and ability to work under pressure. Diligence and a positive attitude make individual virtual assistants and regular employees stand out from the rest of the labor force.

Differences Between Virtual Assistants and Regular Employees

That said, a virtual assistant is not the same as a regular employee and should not be treated as such. The following lists the major differences between the two and the impacts those differences have on business functions.

COST

In most cases, virtual assistants cost less than regular employees. The reason for this is that regular employees are salaried and require more overhead than virtual assistants. While an employee receives a set amount of money regardless of how much work gets done, virtual assistants are typically paid per hour or per project. This means that business owners do not need to compensate virtual assistants for holidays, overtime, or paid vacations. Virtual assistants also do not require employee benefits such as health insurance, workers comp, sick leave, or bonuses.

There are also fewer turnover costs associated with virtual assistants. Some businesses spend up to 33% of the annual salary of an employee in turnover costs, which can really make a profit dent. Additionally, business owners are typically not responsible for paying for a virtual assistant’s working equipment or office space.

One of the best aspects of hiring a virtual employee is that employment costs can fluctuate along with a business’s needs and budget. While a salaried employee is guaranteed a certain amount on the payroll (often with expected annual raises), a virtual employee receives an hourly or project rate as an independent contractor. Businesses can pay for more hours or projects on an as-needed or seasonal basis.

LOCATION

As the name suggests, virtual assistants work off-site using virtual technologies. Unlike many regular employee counterparts, virtual assistants are out of sight of their clients which means that tracking accountability and confidentiality may require additional thought. Work productivity and time tracking applications, although not necessary, may help ensure that paid time is used effectively. Business owners should decide ahead of time how they wish to communicate with their virtual assistant, clarify expectations, and establish a means for follow-up.

Because of the virtual space, clients are not able to assess the personality and character of a potential virtual assistant hire in person or to enjoy/develop the types of connections that form when people are together in the same room. While this aspect does not necessarily prevent a client from finding a wonderful person or forming a warm connection, it may mean additional measures must be taken to form a personal working relationship if desired. Conversely, some business owners may appreciate the distance and the ability to delegate without using additional time on social interaction.

HIRING

Virtual assistants are easier to hire and let go. As independent contractors, virtual assistants are used to working for businesses on an hourly/project basis and they are likely to have multiple clients. As a result, retention expectations are usually different for virtual assistants and hard feelings are less likely to develop if one needs to be “let go.”
Additionally, whereas regular employees are typically hired to fulfill any number of tasks regardless of skill level, separate virtual assistants can be hired for specific skills. This means business owners can hire an expert accountant, copywriter, social media marketer, and more for the same cost (or less) of one employee.

TIME

While a regular employee in most cases has a set 9 to 5 or 40-hour workweek schedule, a virtual employee usually works on their own hours as long as a business is willing to pay. If hired in a different time zone, virtual assistants can enable business operations to continue 24/7.

While this prospect may be thrilling, it is important to recognize that virtual assistants may have questions that can’t be answered right away and/or may not be able to take last-minute, urgent work requests. While having a regular employee on-site does not necessarily eliminate these problems, the distance of virtual space is an important consideration in this regard.
Conversely, some business owners may find the virtual distance refreshing because they may prefer to batch assistant conversations. Eliminating the possibility of being interrupted in real-time by a real person may enable more periods of deep work, important for creativity and productivity, with less planning and easier enforcement.

Virtual Assistant or Regular Employee: Which Should You Choose?

As with most things in life, there are pros and cons to hiring either a virtual assistant or a regular employee. There are also exceptions to every rule: the pros/cons that exist for one employer/employee relationship may not apply to another similar relationship. While hiring a virtual assistant tends to be less costly, the best businesses will function by taking time to consider options and choosing what works best for their specific budget, structure, and work preferences.

WRITTEN BY: KATIE BARNETT