Hiring a virtual assistant can elevate your writing business—but it can also backfire if not done right. Here are the top mistakes authors make when bringing on a VA, and how you can avoid them.

Mistake 1: Hiring Too Soon

Many authors try to solve chaos with outsourcing. But hiring a VA without systems, structure, or defined goals often leads to confusion and wasted resources.

Solution: Document your business workflows before hiring.

Mistake 2: Vague Expectations

If you say "help me with marketing," it’s unlikely your VA will deliver what you need. Instead, assign specific tasks.

Solution: Write a short role description and list outcomes.

Mistake 3: No Onboarding

Skipping training is a shortcut that leads to errors and inefficiencies. Treat onboarding like any job.

Solution: Spend time teaching processes. Use screen recordings and written guides.

Mistake 4: Overloading Tasks Too Soon

Throwing every task at your VA in week one is a recipe for overwhelm.

Solution: Start with 1–3 core tasks and scale up over time.

Mistake 5: Poor Communication

Not checking in regularly or giving inconsistent feedback leads to confusion and missed deadlines.

Solution: Schedule weekly check-ins or use Slack for daily updates.

Mistake 6: Expecting a One-Size-Fits-All VA

Your VA may not be skilled in every task you need—design, tech, writing, admin. That’s okay.

Solution: Choose based on core needs. Supplement with specialists if needed.

Mistake 7: Not Letting Go When It’s Not a Fit

Sometimes, it’s just not working. Holding on too long can damage your business.

Solution: Set a trial period and review performance honestly.

Final Tip: Create a Feedback Loop

Use tools like Trello or Asana to track tasks. Build a system for performance reviews, and encourage two-way feedback.

Conclusion

Avoiding these mistakes will save you time, money, and frustration. Think of your VA as a long-term partner. With structure and communication, this partnership can help your author business thrive.