A year ago, I was drowning. Not in the “I’m about to quit” way, but in the “If I don’t get help soon, I’m going to burn out” way.
So, I did what many agents do—I hired a virtual assistant.
And let me say upfront: Virtual assistants are incredible. They’re a game-changer for so many agents, and I know plenty of top producers who run their entire backend with remote teams.
But for me? At that moment? It didn’t work. Not because the VA wasn’t skilled, but because I wasn’t prepared.
And then it didn’t work again.
Yes, I hired two VAs before I finally figured out what I actually needed. The first time, I had zero plan—I was overwhelmed and desperate, so I grabbed the first option that seemed like it could lighten my load. The second time, thanks to Byron Lazine’s training on BAMx, I did a lot right. I mapped out tasks, I conducted a DISC assessment and I was so excited for it to work.
But it still didn’t.
A year later, I finally found the right person—an in-person admin—and it made all the difference. Looking back, I now understand why my first two hires didn’t work out, what I needed to do differently, and how other agents can approach hiring in a way that actually supports their business.
If you’re thinking about bringing on help, here’s what I learned from my experience—and how to avoid some of the hiring mistakes I made along the way.
Why My First Two VA Hires Didn’t Work
The First VA: The “I’m Desperate, Just Take Something Off My Plate” Hire
When I hired my first VA, I had no real strategy. I was drowning in admin work, and I thought, I just need help, any help.
Here’s what I did wrong:
- No clear plan: I hired them before I even knew what I needed them to do.
- No training process: I assumed they’d just figure it out as they went.
- No systems in place: I wasn’t prepared to actually manage them.
The result? Chaos. I spent more time fixing mistakes and answering questions than I did actually getting work off my plate. Instead of creating leverage, I created more work for myself.
The Second VA: The “I Did Everything Right, So Why Isn’t This Working?” Hire
The second time around, I was determined to do it the right way.
- I watched Byron Lazine’s VA hiring training.
- I mapped out tasks and workflows in detail.
- I did a DISC assessment to ensure alignment for the job I was hiring for.
- I had clear expectations and onboarding procedures.
And I was so excited about this hire. But within the first few weeks, I started seeing the same issues.
This VA was skilled, but the remote setup still wasn’t clicking for me.
That’s when I realized the issue wasn’t them—it was me. I needed someone I could train hands-on, in person, because that’s how I learn and communicate best.
Why an In-Person Admin Worked for Me
When I finally hired an in-person admin, everything changed. Not because they were more skilled than my VAs, but because the process of training and onboarding was easier for me to manage in person.
Here’s what made it work:
- Face-to-face training: I could literally sit next to my admin, walk them through tasks, and tweak things in real time. I still made Loom videos for all the training which allowed my admin to be able to look back independently as well as creating the training resources I need for any future hires.
- Immediate feedback loops: When my VAs had questions, I sometimes wouldn’t catch them until hours later. With my in-person admin, I could answer on the spot, which sped up the learning process.
- Easier collaboration: Some people are great at remote communication—I’ve learned that I’m not. Having someone in person made the whole process smoother for me.
My admin is still in training, and we’re fine-tuning things as we go. But even in the early stages, I already know this is the right system for my business.
Even if she’s not the person who stays in this role forever, I now have a replicable structure in place.
- The way the hours are set up works.
- The onboarding process is dialed in.
- The task structure is clear and efficient.
That’s what matters. I’m not just hiring for this person—I’m building a system that can sustain and support any hire moving forward.
Why a VA Will Become My Second Hire
Once my in-person admin has our systems dialed in, hiring a VA will be the next move.
Here’s how I see it working:
- My in-person admin created the structure for the VA to step into. Instead of me having to train someone remotely, my admin will be able to handle that.
- The VA will take over backend operations while my in-person admin will focus on higher-level coordination.
This structure is what is working for me—but I know other agents who have gone straight to hiring a VA first and crushed it. The key is understanding your strengths, your work style, and what setup will help you train and delegate successfully.
What to Consider Before You Hire
If you’re thinking about hiring an assistant—whether it’s an in-person admin or a VA—here are a few things I’d do differently if I were starting over:
- Get clear on what you actually need. Don’t just hire because you’re busy. Make a list of tasks that drain your time and figure out which role (in-person or virtual) makes the most sense for your business.
- Know how you’ll train them. Whether it’s in-person shadowing, recorded Loom videos, structured SOPs, or a mix of all of these (recommended), make sure you have a plan.
- Think about communication style. If you’re great at managing people remotely, a VA might be the best move. If you’re like me and prefer hands-on collaboration, an in-person hire might be the better starting point.
- Hire before you’re desperate. Training someone takes time. The whole “slow down to speed up” thing is real. If you wait until you’re drowning, you’ll be too overwhelmed to onboard them properly.
- Build a system, not just a hire. The person may change over time, but the process should be something that works no matter who’s in the role.
If you’re overwhelmed by the thought of hiring, don’t wait until you’re burnt out. Take a step back, clarify what you need, and build the systems that will make it easier for you to delegate and scale. Your future self will thank you.
