For busy executives looking to offload administrative tasks to focus on higher-value work cost-effectively, offshore virtual assistants are an increasingly popular option.
Especially as the world has become more comfortable with remote work, the idea of hiring people in far-flung locations is not nearly as daunting as it once was.
Working with a VA in Manila isn’t much different from working with one in San Francisco when everyone is working remotely.
There are two options for hiring an offshore virtual assistant: managed and unmanaged services.
What is an Unmanaged Virtual Assistant Service?
Several unmanaged VA options exist, including hiring a freelancer via platforms like Upwork or using a virtual assistant agency that keeps a "bench" of candidates, enabling you to choose the best fit for your business. Typically, these agency models are simply connecting you with a pre-vetted contractor.
What all unmanaged VA models have in common is that the VA's onboarding, training, and performance management fall on you. Typically, there isn't a management layer in your experience.
What is a Managed Virtual Assistant Service?
In a managed virtual assistant model, the service provider is responsible for hiring, training, supervising, and compensating the assistants. They typically offer a management layer that includes value-added services such as delegation consulting, documentation, ensuring service continuity, and security. Most, but not all, managed VA services offer their assistants paid time off and health benefits.
Customers in a managed model generally pay the service provider a flat monthly fee that encompasses all aspects of their service.
Which Model to Choose?
There isn't a one-size-fits-all solution to hiring a virtual assistant. The best model for you will depend on your unique needs, your team's structure, and how embedded you want your assistant to be in your tech stack.
Let’s look at the pros and cons of each model.
Advantages of Unmanaged Services
The primary reason for directly hiring an offshore virtual assistant is cost. A service provider will add fees to the assistant’s hourly rate. However, the rates VAs charge can vary, as can those of managed service providers. There are other advantages to the direct-hire model.
- You have total control over how you work with the VA.
- You can set your hours.
- You can hire someone with specialized skills, such as web development and graphic design.
Disadvantages of Unmanaged Services
The disadvantages of directly hiring an offshore VA involve time and risk.
- You have to spend the time recruiting, interviewing, and vetting candidates.
- You also must invest in training, project management, and performance management.
- You have the overhead of payroll and of complying with the VA's home country's legal requirements.
- If the VA doesn’t work out, you start over.
- Lack of control of data, device, and network security.
Related Reading: 4 Types of Virtual Assistant Services
Advantages of Managed Services
Managed virtual assistant services can save time and reduce many risks linked to hiring an offshore VA. The main benefit is having a team that supports your VA, making the service fully ready for use.
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You Don't Have to Manage Another Employee
This can be significant because executives turn to remote assistants in the first place because they have more administrative work than they can or should manage. We often hear executives say, "I just want someone to come in and make it work."
With a managed service, the provider handles all these functions through an account manager who partners with you to enhance productivity.
No hand-holding is required.
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You Have a Team Behind the Team
With a managed service such as Prialto, you're not just hiring an independent contractor. You're hiring an entire support team that includes:
- An engagement manager converts your tasks into processes for the VA and serves as your advocate. If you have constructive feedback, you should share it with the manager rather than the VA. This is the manager's responsibility, not yours.
- Two fully trained backup assistants are ready to take over your processes in the event of an absence or departure.
- Two internal managers to handle any performance issues.
- A cohort of VAs who, collectively, have experienced nearly every VA challenge and support one another when questions or roadblocks come up.
- Documentation and best practices create consistency, scalability, and continuity.
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You Achieve Scalability
This is especially advantageous for larger businesses and enterprises that are increasingly adopting managed virtual assistant services. It's much easier to expand or reduce staff as business needs fluctuate. Hiring office workers takes roughly 40 days and costs $4,000.
If you want to increase your VAs via a managed service, you can hire them in just a few days. You can also build a team that works well together to support your executives.
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You Don't Have To Worry About Security
Allowing an independent contractor or freelancer to access your work on a BYOD computer poses clear security risks. What is the security level of the PC and the home network it connects to?
Finally, personal security. Is the individual trustworthy?
Managed virtual assistant services utilize secure facilities, computers, and networks, and conduct background checks on all VAs. To take it one step further, Prialto is SOC-2 compliant and all assistants sign NDAs.
Related Reading: What to Know About Virtual Assistant Security Risks
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You Have Access to a Vast Tech Stack
A managed VA service employs hundreds of VAs experienced with nearly every tech platform businesses use. CRMs, marketing automation tools, prospecting software, scheduling, travel arrangements, expenses, invoicing, and more.
If a VA requires training or a refresher course, the responsibility falls on the service provider. With an unmanaged VA service, any knowledge or experience gaps are your responsibility.
Disadvantages of Managed Services
Managed virtual assistants aren’t for everyone. Here are some of the reasons a managed service might not work.
- You want the lowest price possible. You won’t find it with a managed service because of the high-touch service's costs. That said, prices have narrowed.
- You need off-hours coverage. Most managed services can accommodate U.S. business hours, but they can’t always offer evening and weekend coverage like local employers.
- Need highly specialized skills like web design or coding. Most managed services focus on general administrative work, sales support, and back-office tasks.
- You only need occasional project help. Most managed VA services require minimum monthly hour commitments. They typically aren't pay-per-task partnerships.
Recommended Reading: Proven Benefits of Hiring a Virtual Assistant
Use Cases for Managed Virtual Assistant Services
No single solution suits all businesses. Managed VA services are perfect for executives who are overwhelmed by repetitive tasks and don't have enough time to focus on their company.
The tasks that VAs can handle for you include:
- Calendar management and scheduling
- Travel planning and expense reporting
- CRM cleanup and maintenance
- Prospecting for leads
- Marketing campaigns
- Document preparation
- Back-office tasks (invoicing, data entry)
Managed VA services typically work on a monthly retainer basis, meaning you pay for a set number of hours each month. They are not ideal for one-time projects such as quarterly reports or creative tasks that involve new design, writing, or intensive graphic work.
If you're considering hiring a virtual assistant, here are some questions to ask a service provider.
Want to learn more about what it's like to work with Prialto's managed virtual assistant service? Contact us today.