Hello and welcome to this weeks episode of The Australian Small Business Show.

Today we are joined by returning guest Kristy Smith from Virtual Elves to chat about some tips and traps for engaging an offshore VA’s.

Kristy and her team at Virtual Elves help busy entrepreneurs scale faster through virtual assistant support, without burn out or the high cost of hiring employees.Virtual Elves is an Australian-managed outsourcing agency connecting skilled Filipino virtual assistants with growing Australian businesses.

Kristy started the business over 15 years ago and Virtual Elves has become a trusted partner to hundreds of business owners who value quality, consistency, and care. She is a speaker, mentor, and strategist, sharing what she has learned about building sustainable systems, leading with empathy, and growing teams that genuinely thrive — both in Australia and the Philippines.

In this episode we explore why successfully working with an offshore VA involves much more than simply finding someone with the right technical skills. Understanding cultural differences, your own communication and leadership style, and how to confirm that instructions have genuinely been understood can make an enormous difference. We also discuss the role behavioural profiling can play in matching the right VA with the right business owner and the work they’ll be doing.

We also unpack some of the traps to watch for when choosing a VA provider. From incredibly cheap hourly rates and questionable claims about ethical employment practices to large upfront fees and lengthy contracts, we discuss why doing your research matters. If you’ve been asking yourself, “How do I choose an offshore virtual assistant without getting locked into the wrong arrangement?”, this episode will give you some practical things to consider.

Finally, we look at the rapidly changing relationship between virtual assistants and AI. With AI agents already replacing some tasks traditionally performed by people, we discuss why AI doesn’t necessarily mean the end of virtual assistance. Instead, the skills VAs need are likely to evolve, with people increasingly using AI and automation to create efficiencies within Australian small business. The challenge is making sure those efficiencies don’t come at the expense of appropriate oversight, risk management or the people within your business.

Key Takeaways:

• Learn about the culture of the country you’re outsourcing to, particularly how cultural differences can influence communication, feedback and whether someone feels comfortable saying they don’t understand.
• Understand your own leadership and communication style before choosing a VA, and consider whether their behavioural profile suits both you and the tasks you need completed.
• Don’t automatically choose the cheapest VA provider. Understand how the VA is being paid, what support and matching processes are provided, and whether the arrangement aligns with your expectations around ethical outsourcing.
• Be cautious about large upfront engagement fees and long-term contracts, particularly if you haven’t had an opportunity to properly assess whether the VA and service model are right for your business.
• Think strategically about AI rather than assuming it should replace people. AI and virtual assistants can work together to create efficiencies, but businesses still need human oversight and a clear understanding of the risks involved.

To connect with Kristy and her team you can find their website here: https://virtualelves.com.au/

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Disclaimer: The information shared on The Australian Small Business Show is general in nature and does not constitute professional advice, legal or otherwise. We recommend consulting with your advisors on your specific circumstances.