Am I Ready to Hire a Retainer VA?
If you’ve been running your business for a while, you’ve probably heard other people gush about their VA. Some make it sound like they handed over a messy inbox on Monday and by Friday their whole business was sparkling clean.
The truth? Hiring a VA (especially on a retainer) doesn’t usually look like that. It’s not magic, it’s partnership. And since I’ve worked with business owners at different stages, I want to give you a peek behind the curtain of what actually makes retainer support successful.
So, What Even Is a Retainer VA? 🤔
A retainer just means you’ve booked me for a set number of hours each month. Those hours are yours to use for the ongoing, behind-the-scenes work that keeps your business running but always seems to get pushed to the bottom of your list.
In real life, that usually looks like:
Updating email sequences so subscribers don’t get lost mid-funnel
Cleaning up that Canva design that’s been collecting dust
Keeping client workflows in Dubsado from turning into a mess
Handling the recurring admin tasks you keep promising yourself you’ll “get to later”
The best part? Consistency. I already know your business, your systems, your style — so instead of starting from scratch each time, we just keep building.
What Nobody Talks About: The Up-Front Work📝
Here’s the part you won’t hear in the highlight reel: in the beginning, hiring a VA does take a little extra work on your end. You’ll need to share logins, explain your goals, and walk me through how things currently run. We get to know each other’s systems and start getting into a flow.
I know it can feel like “one more thing to do,” but I promise this is the short stretch before the payoff.
✨ The Secret to Making Retainers Work ✨
After working with different clients, I can tell you the ones who get the most out of retainer hours usually do three things really well:
Take time to review tasks regularly. Even 15 minutes with your coffee to list out what you want off your plate works wonders.
Provide deadlines. If I know what’s urgent and what can wait, I can prioritize without guessing.
Set goals. I’ve found that setting goals not only helps us mark things off your list, but it provides a measurement for success. Did we meet your wish to get all your website quirks smoothed out? Check! Were you able to step away from managing your client onboarding process? Check!
And here’s the extra truth: when you hire a VA, you’re moving into the role of manager. Not micromanager. Not helicopter boss. Just someone who can set priorities and hand off tasks so I can run with them.
Signs You’re Probably Ready 👍🏻
Your to-do list seems to multiply overnight
You’ve got recurring tasks that could easily be handed off
You know what needs to be done, you just don’t have the hours for it
The thought of not doing everything yourself feels like a relief
Signs You Might Want to Wait 🤷🏻♀️
You’re not sure yet what tasks you’d delegate
Your workload changes drastically from month to month
You’re hesitant to give direction or deadlines
You’re still figuring out your offers, systems, or foundation (you likely need project support instead of a retainer VA).
And that’s okay. If you’re not ready for ongoing support, a one-time project is a great way to start. Think of it as a way to lay the foundation for your business so that you can get to the point where things are flowing (and maybe overflowing). Then circle back to considering a retainer VA.
The Real Secret 🤫
Hiring a retainer VA isn’t about having a magical task fairy. It’s about building steady support that keeps your business running smoothly. Yes, there’s a bit of work up front. Yes, you’ll need to hand over direction and deadlines. But once we’ve hit our stride? That’s when things start feeling lighter, more organized, and finally done.
