Welcome to the latest episode of Soul Care for Therapists podcast! In this episode, “Top 3 Mistakes Group Practice Owners Make When Deciding to Hire an Assistant,” host Dawn Gabriel interviews Leta Gutzman, a virtual assistant specializing in practice management for private practice owners. Leta shares her insights and expertise on the common mistakes made by practice owners when hiring a virtual assistant and provides valuable tips on how to avoid them.
A little about Leta
As the founder and CEO alone, Leta has many roles within the company. With a passion for mental health and a drive to help others succeed Leta decided to start a virtual assistant business that grew into a successful business. With skills to run a business starting at 7 years old and Administrative experience starting as young as 14 Leta always knew she wanted to create a business to become successful and help others at the same time. Leta is married to a supportive husband and has 2 beautiful children and resides in sunny South Florida. ” I love what I do on a daily basis for my clients, I am very thankful that I can be a part of helping people become mentally healthy”
Let’s dive in and discover Leta’s advice!
Mistake #1: Choosing a Virtual Assistant Without Mental Health Experience
“One thing that I often see when hiring a virtual assistant is choosing or selecting someone that doesn’t have the mental health experience,” says Leta. It is crucial to find a virtual assistant who specializes in the mental health field and possesses the necessary skills and compassion to interact with clients effectively. Hiring someone without this expertise can lead to a misrepresentation of your practice and leave clients feeling unsatisfied and out of place. Leta emphasizes the importance of understanding the clients’ needs and handling situations with empathy and professionalism. A key behavior for virtual assistants in the mental health world is compassion.
Mistake #2: Failing to Shift Your Mindset on Control
Hiring a virtual assistant requires a shift in mindset and relinquishing some control over certain aspects of your practice. Leta acknowledges that many practice owners find this prospect daunting. However, she explains that by coaching and guiding practice owners, she helps them see that they are not giving up all control but rather leading the assistant and setting the necessary procedures and expectations. Shifting the mindset from micromanagement to effective delegation allows practice owners to reap the benefits of having a virtual assistant without feeling overwhelmed.
Leta bridges the gap by providing training for both virtual assistants and practice owners. She ensures that virtual assistants receive comprehensive training in mental health assistance based on her seven years of experience. Simultaneously, she helps practice owners understand the process of delegating tasks to virtual assistants, empowering them to know what to expect and how to manage the tasks effectively. Leta’s ongoing support and group calls for virtual assistants create a supportive community where they can seek guidance and troubleshoot issues, fostering a collaborative environment.
Mistake #3: Lack of Familiarity with Tasks Themselves
Another common mistake practice owners make when hiring a virtual assistant is not being familiar with the tasks they want to delegate. Practice owners need to know how to complete the tasks themselves, including understanding the procedures, time requirements, and realistic expectations. By having firsthand knowledge of the tasks, practice owners can effectively manage and evaluate the work done by the virtual assistant. It is essential to have a step-by-step method for each task, allowing practice owners to monitor progress and ensure accurate completion.
Leta emphasizes that passing over tasks without understanding how to do them oneself can hinder the success of the virtual assistant’s role. She advises practice owners to gain proficiency in the tasks they wish to delegate, enabling them to set clear expectations and provide guidance. By having a solid understanding of the tasks, practice owners can effectively train their virtual assistants and ensure that the work is done according.
Bonus Tip
Leta highlights the significance of aligning your practice’s values with those of your virtual assistant. If you run a faith-based practice, it’s crucial to find a virtual assistant who understands or shares your faith. While not a requirement, having a virtual assistant who aligns with your practice’s values, including faith, can enhance the working relationship and ensure a better understanding of your clients’ needs. Leta advises having open discussions and asking relevant questions to determine if the virtual assistant is a good fit for your practice.
Tips for Avoiding Mistakes when Hiring a Virtual Assitant
- Highlight the Importance of Mental Health Expertise
- Seek the Alignment of Values
- Address Your Mindset Shift from Doer to Delegator
- Offer Training and Support
- Be Familiarity with the Tasks Assigned
- Provide Step-by-Step Guidelines