Research from Time Etc shows that business owners spend 36% of their time on tasks that could be handled by others, such as data entry, invoicing, ordering office supplies, etc.
For small business owners, this means working more than 60 hours every week, with only 14 of those hours spent on making their business bigger and better, according to a Score Org poll.
“Many business owners think they need to do everything themselves. But the most successful entrepreneurs I know spend 80% of their time growing their business and 20% on admin work. A VA makes this possible by taking care of the daily tasks that slow you down.” – Claudia Real, CEO, There Is Talent
Understanding Your Current Workload
Most business owners don’t realize how much time they waste on small tasks until they write everything down. When you track your time, you’ll be surprised to find out where your hours go.
Think about your own day. How much time do you spend checking emails, scheduling meetings, or doing paperwork?
These tasks are important, but they shouldn’t take up most of your time. A Virtual Assistant can handle these jobs while you focus on making your business better.
Key Signs You Need More VA Hours:
- You’re working more than 50 hours per week but revenue isn’t growing
- Email responses take longer than 24 hours
- You miss appointments or important deadlines
- Customer follow-ups are falling behind
- Your to-do list keeps getting longer
Common VA Tasks and Time Requirements
Before you decide how many hours to hire a VA for, you need to know what tasks they can help with.
The Virtual Assistant Industry Association studied thousands of businesses and found that certain tasks come up again and again. They also found out how much time these tasks usually take. This information can help you figure out how many hours you need.
Let’s look at the most common tasks VAs handle and how many hours they typically take each week. Remember, these are average numbers, your needs might be different based on your business size and type.
Email Management and Customer Service (5-10 hours)
- Sorting and responding to emails
- Managing customer inquiries
- Following up with leads
- Organizing inbox and folders
Calendar Management (3-5 hours)
- Scheduling meetings and appointments
- Managing your calendar
- Sending reminders and confirmations
- Coordinating with clients and team members
Social Media and Marketing Support (8-12 hours)
- Creating and scheduling posts
- Responding to comments
- Basic graphic design
- Newsletter management
Administrative Tasks (6-10 hours)
- Data entry and document organization
- Basic bookkeeping and invoicing
- Travel arrangements
- Research and reporting
Choosing the Right VA Hours Plan
Virtual assistants offer diverse pricing models such as hourly rates, part-time schedules, and full-time arrangements.
You can choose how many hours you need based on your usage. Some businesses need just a few hours a week, while others need full-time support. Here’s a breakdown of the most common plans:
Per Hour Plans
Per-hour plans offer flexibility for businesses with occasional or variable workloads.
Freelance VAs charge $10–$30 per hour, while managed services start at $25 per hour for more structured support.
These plans work well for short-term or project-based tasks like scheduling, travel planning, email management, and document preparation.
Part-Time Plans
Part-time VAs provide 20–30 hours of weekly support without the commitment of full-time staff.
Managed services often include a monthly retainer for guaranteed assistance.
This option allows tasks to be completed outside regular business hours, offering a competitive advantage.
Full-Time Plans
Full-time VAs work 40 hours per week, ideal for businesses with high workloads needing dedicated support.
They ensure consistent assistance, improving operational efficiency, especially beneficial for growing companies requiring ongoing management.
Starting With the Right Hours
It’s better to start slow and steady when working with a virtual assistant for the first time. Businesses who begin with too few VA hours end up needing more within 3 months.
This is because once they see how helpful a VA can be, they want to hand over more tasks.
The best way to figure out your hours is to follow a simple plan. This plan will help you understand exactly how much help you need.
Step 1: Track Your Tasks
Start by keeping a detailed diary of your work week.
Write down every task you do, from answering emails to creating reports.
For one full week, record when you start and finish each activity.
Be specific “responded to customer inquiries” or “sorted through sales leads.” This detailed tracking helps you see exactly where your time goes.
Step 2: Calculate Your Hours
After tracking your week, make a list of all tasks a VA could handle.
Add up the hours for these tasks, this is your starting point. Then add 20% more time for training, questions, and back-and-forth communication.
For example, the tasks add up to 10 hours, plan for 12 hours to account for the extra coordination time.
Remember that some tasks take longer at first while your VA learns your preferences.
The good news is that most VAs become faster and more efficient over time as they get to know your business better.
Step 3: Pick Your Plan
Now that you know your baseline hours, choose a plan that gives you a little extra room to grow.
If your tasks add up to 15 hours, consider starting with a 20-hour plan.
Think about your business cycles too. Do you have busy seasons? Planning ahead for these times is important.
Your VA can handle the increased workload during these busy times, letting you focus on serving your clients.
Making Your VA Hours Count
Once you have a VA, you want to make sure you’re using their time well.
Proper delegation can lead to positive outcomes that include saving time in the workplace and helping jobs get done more quickly.
This means you could get back half of your working day just by using your VA the right way.
Creating Clear Systems
Start by writing down step-by-step instructions for each task.
Include screenshots, examples, and your preferences. This might take a few hours upfront, but it saves countless hours later.
Update these instructions as processes change or improve. Good documentation helps your VA work independently and confidently.
Communicate Regularly
Set up regular check-in meetings with your VA to review work, answer questions, and plan ahead.
Many successful businesses have daily 15-minute calls or weekly 30-minute planning sessions.
These meetings keep everyone on track and help catch any issues early.
Use Project Management Tools
Project management software helps track tasks and deadlines.
Screen recording tools let you show exactly how to do something instead of trying to explain it in writing.
Time tracking apps help you see which tasks take the most time and where you might need to adjust your processes.
Growing with Your VA
As your business grows, your VA can grow with you.
Companies that use VA support grow faster and noticed a boost in productivity than those without, according to Medium
This is because they have more time to focus on making their business better instead of doing paperwork.
Building a Strong Partnership
Start your VA with basic tasks they can master quickly, like email management or calendar scheduling.
As they show success with these tasks, gradually add more complex responsibilities.
Many VAs learn your business so well that they can take on advanced projects like customer service, social media management, or basic bookkeeping.
Track what works and what doesn’t.
Keep notes about which tasks your VA handles best and where they might need more training.
Be open to their suggestions – experienced VAs often have great ideas about better ways to do things.
Many business owners find their VAs improve their processes in ways they hadn’t thought of.
If you still have doubts about hiring a VA, then check this video:
Conclusion
Picking the right number of VA hours is an important decision that can change how your business runs.
The good news is that you don’t have to figure it all out alone. At There Is Talent, we help business owners like you find the perfect VA and create a plan that works for your specific needs.
Ready to get back your time and grow your business? Schedule a free consultation with us today.
We’ll help you figure out exactly how many VA hours you need and find the perfect assistant for your business.
Don’t wait – take the first step toward a more productive future by booking your consultation now.
