The Ultimate Prep-for-Outsourcing Checklist

For creatives who are low-key drowning in tabs—but high-key still holding on.

Hey, no judgment—but if your to-do list has its own to-do list, it might be time.

Maybe you’ve been flirting with the idea of hiring a virtual assistant. Maybe your friends keep saying, “You really should get some help.” Maybe your inbox has started ghosting you.

Wherever you're at on the "Am I ready to outsource?" spectrum, this is for you.

Because hiring a virtual assistant for creatives (aka someone who gets the juggle of client work, content planning, and “quick” Canva edits that spiral into a 45-minute font debate)... can be a game-changer.

But only if you’re actually ready to bring someone in and set them up to thrive.

Otherwise, you’re just paying someone to message you “Just checking in on this!” while you spiral in 73 text messages.

We’re not doing that.

What is this magical checklist?

You can download it here (but don’t forget for the more detailed version, you’ll need to read further down in this blog). It’s called:
✨ The Ultimate Prep-for-Outsourcing Checklist ✨

And it’s not just a glorified reminder to “make a list of tasks to delegate.” Nope. This thing is actually useful.

It helps you get real about what you need, how you like things done, and how to stop gatekeeping your Google Drive without breaking into a sweat.

This checklist is for you if…

• You’ve been thinking about hiring a VA... for like, a year.

• You keep muttering “I could just do this faster myself” while slowly dying inside.

• You don’t even know what you’d give a VA, but you’re 100% sure you need help.

• You’ve started working with a VA already, and would like to know how to be a better delegater (it’s never too late to learn!)

It’s also for you if you’re the kind of creative who:

• Has a whole vibe and doesn’t want it lost in delegation.

• Wants things done a certain way but doesn’t want to micromanage.

• Is ready to actually log off at 5pm and remember what weekends feel like.

What’s in it?

Let’s just say… this checklist helps you get your ish together before you bring someone else into your business.

We’re talking:

🧠 What you actually want to hand off (hint: not just the stuff you hate)
🗂️ How to organize your logins, processes, and brain dumps
📬 How you want communication to actually go (no vague “just Slack me”)
📹 Why Loom videos are your new best friend
✅ And how to create a setup that doesn’t rely on you being glued to your inbox

This is the kind of prep that sets your future VA up to thrive—so you can get out of the weeds and back into your zone of genius (or at least take a lunch break before 3pm).

A deeper dive: we’re giving you all the juicy checklist details here on the blog…

If you want the checklist to print, save, and keep on your desk, grab it here:

Download the Prep-for-Outsourcing Checklist HERE

But since you’re here on our corner of the internet?

We’re giving you the deluxe version. Because prep isn’t just a checklist—it’s the difference between hiring a VA who helps you breathe easier… and one who’s just another unread Slack message.

So in this blog, we’re breaking it all down even further.

More clarity, more real-life examples, and more of the juicy details that help you actually feel ready. Let’s get into it:

1. Consider what you actually want to outsource.

Start by thinking about tasks that drain your energy or that you're not particularly skilled at. Think about the stuff you keep putting off or the ones that take you forever.

Hot tip: If you’re unsure, just start jotting down anything that pops into your head.

2. Identify your biggest priorities.

Look at your list and circle 3-5 tasks that would free up the most time or help your biz grow. Keep your big-picture goals in mind here—this is your “focus first” list.

3. Consider the type of VA you need.

Do you want someone who’s a social media pro? Email ninja? Client whisperer? Would you prefer someone already versed in your industry or a blank slate you can train? Think about your non-negotiables (if you have any).

Clarity here = faster find.

4. Think about tasks you love vs. dread.

What do you actually enjoy doing? What makes you want to hide? Your VA should take the dread off your plate so you can do the joyful stuff.

5. Find a VA whose strengths match your pain points.

If client emails are your kryptonite, find someone great at customer care who also excels at writing copy. Social scheduling a headache? Look for a creative virtual assistant with solid understanding of content creation and who will be a brand chameleon. Match pain with power. Hire someone who is familiar with your niche and recommended by colleagues.

6. Think about how you like things done.

Do you have specific email tones or file organization preferences? Things you do and don’t say. Certain fonts you like on social media, etc. etc. More detail means less back-and-forth.

7. Decide what decisions they can make without you.

Will your VA respond to emails as you, or just prep it for you to review and send? Post pre-approved content? Reschedule calls? Sort emails? Be clear about boundaries and preferences on taking initiative vs. involving you early to avoid confusion.

8. Use Loom to create modern SOPs.

Record quick walkthroughs of tasks you would like to hand off, and make a master doc with links. Include where to find stuff, formatting quirks, and any tips. Then you can ask them to tackle things and they have a reference for the how without you having to direct train them. Saves you hours later.

9. Prepare to share your logins.

Heads up: your brain probably doesn’t remember all those passwords (and that’s okay). Take a minute to jot down your usernames and passwords somewhere safe—or reset anything you can’t remember.

If you usually log in with Google or “Login With Facebook” magic, but you’re not about handing over full access that way, switch it up. Create a username/password combo just for your VA, write it down, and keep it handy.

Trust us—this little prep step saves you from future panic attacks and frantic password resets. P.S. consider a time for them to login that’s good for you to approve with two-step verification. That way you can avoid them logging in and needing that approval when you’re right in the middle of something.

10. Think about your communication preferences.

Slack, email, Voxer, Google chat, texts? Daily check-ins, weekly, as things are accomplished, or only when tasks are urgent? Think about the how and the when. Clear expectations = less stress.

11. Organize everything in one master Google Doc.

Put all your Loom videos, SOPs, and instructions in one spot. Label it like a pro: Inbox Management, Social Scheduling, Client Onboarding… your VA’s new Bible.

12. Define what success looks like.

What’s a win in the first month? Inbox zero? 5 posts scheduled weekly? Clear goals keep everyone on the same page.

13. Consider the pace you’re comfortable with.

Do you want your VA to ease in or dive in headfirst? Do you want them to ask a ton of questions or figure it out solo? Maybe somewhere in between? Set the vibe early, but know it will naturally be more hands-on in the beginning and slowly become more automated and hands-off later down the road.

14. Prepare your mindset for letting go.

This is the hardest. Your VA won’t do things exactly like you at first. Give clear and regular feedback, be patient, and trust the process.

15. Give your VA a quick-win task right away.

Start with something simple—a tidy inbox, a social post, a client follow-up. Builds momentum and confidence (for both of you).

16. Gather your brand assets in a shared Google Drive.

Hex codes, logos, brand guides, templates—keep them all in one folder so your VA can find what they need.

17. Think long-term, not just short-term

Even if you’re hiring for a project, think about how your VA could grow with you. More clarity now saves headaches later. Consider your core values, so you’ll know if you align.

18. Don’t wait for the “perfect time” to outsource.

Spoiler: it doesn’t exist. If you’re too busy to train, you definitely need help.

Why all this prep matters…

Because prepping well turns hiring a VA from a stressful experiment into a smooth, smart investment.

It means less back-and-forth, less burnout, and more time to do what you actually love.

Most people wait until burnout hits and chaos rules the day. But what if you could get ahead of that? What if you knew exactly how to bring someone in so they could hit the ground running?

That’s the power of this checklist—and why we’re excited to share it and this deeper dive.

Ready to take back your time (and sanity)?
👉 Download the Prep-for-Outsourcing Checklist and start your prep today.

Then go take a breath, a walk, or even a nap. You deserve it.

Looking for a virtual assistant for creatives?

Hi, we’re Virtual Bliss Assisting—a boutique VA company built for creative small businesses.

We don’t just check off tasks.
We learn your brand, your style, and your unique systems—and help make them actually work for you.

Think we might be your people?
Let’s chat.