Common Problems and Solutions When Hiring a Filipino Virtual Assistant

Common Problems and Solutions When Hiring a Filipino Virtual Assistant

By: Justin G

Last updated: February 1, 2025

I always feel excited about sharing my journey in hiring Filipino virtual assistants. They’ve changed my life, are an integral part of my team and what I do, and are just incredible people. The benefits of hiring someone full-time changed my life.

It wasn’t easy; I had to learn a lot of business and cultural things to get things to run smoothly. I learned a lot from various online sources and it eventually led me down the road to create what is now HireTalent.

So, let’s dive into the common problems when hiring Filipino VAs and how you can solve them. 

1. The Low Salary Trap

You might be telling yourself, “Hey, the cost of living is lower there, so I can offer $3/hour and save a bundle!” It won’t work. You’re already paying lower than the market rate for hiring within your country/world region. Pay people what they deserve, or you won’t retain them (or even have them apply).

Solutions:

  • Do your homework on current market rates. Salaries vary by skill level, offer a competitive starting amount, opportunity for raises, and other benefits
  • Understand the labor costs in the Philippines
  • Consider offering competitive salaries to attract and retain top talent.
  • Think long-term. A well-paid VA is a loyal VA who’ll grow with your business.

Don’t have an idea? Here’s our comprehensive Filipino VA Salary Guide 2025.

2. Timezone Differences

Ever tried to schedule a meeting with someone 12 hours ahead? Very hard. You should either hire someone who can complete tasks that are not timely (or at least can be completed in their timezone) or have them work in the timezone you’re based in [which might be harder to find great talent because someone exceptional will likely want to work on their bodies circadian rhythm.

Solutions:

  • Check out our Time Zone Guide. Easy to visualize things.
  • Be clear about working hours. I always discuss this in the first interview.
  • Consider flexible schedules. I have two VAs who work 4 AM – 1 PM (their time, I’m in EST), and their time overlaps with my workday.
  • Tools like Slack and Loom all day, every day. Slack for daily recaps and loom if they need to explain something in depth.
  • Schedule regular check-ins. I have a standing weekly call with each VA during our overlapping hours.

3. Cultural Differences

You might find your Filipino VA agreeing to deadlines they can’t meet or not asking for help when they need it. It’s not because they are lazy, but some are rather shy asking questions or admitting when they don’t understand.

Concepts like “hiya” (shame) and “pakikisama” (getting along with others) have helped me navigate tricky situations. So yes, cultural nuances like these are sometimes ignored, not realizing they can lead to misunderstandings. You need to make it clear they should ask you about anything they’re unclear about. It might take more timeupfrontt, but why be vague and eventually have to get work redone?

Solutions:

  • Create a culture of open communication. I start every relationship by telling my VAs it’s okay to ask questions and admit when they’re stuck. Every single time.
  • Provide detailed instructions. I do a lot of loom videos so my staff can replay things.
  • Implement a one-on-one feedback system. My VAs submit a daily and monthly report to me via Slack. It’s async, they can be brutally honest, and I read them every morning when I get a daily recap email.

4. Internet Connection Issues

While internet infrastructure in the Philippines has improved significantly, some areas still experience unreliable connections. This can disrupt work, leading to missed deadlines and frustration.

Solutions:

  • Discuss internet requirements upfront. We require our talent to submit the result of their speed test during the onboarding process if they’re signing up on HireTalent. You can also ask them once they apply to you.
  • Encourage backup options. One of my VAs uses a mobile hotspot as a backup, which has saved us many times during power outages. It’s not always possible, and it might be discouraging to hire someone who needs this though if you need consistency.
  • Consider an internet allowance. Provide a monthly stipend to ensure a stable connection once you hire them. Same for a video camera & better mic.

5. Power Failures Due to Storms

Due to its geographical location, Philippines is prone to natural calamities and experiences approximately 20 typhoons a year. Luzon Island’s southern and the Visayan Islands’ eastern parts are usually the most affected. In most cases, these can cause power outages and disrupt work.

Solutions:

  • Develop a contingency plan for when natural disasters occur.
  • Stay informed about weather conditions in your VA’s area, and be prepared to adjust deadlines if necessary. Encourage them to tell you when they find out things might be disrupted.
  • Consider offering paid time off during severe weather events.

6. Not familiar with the Philippine Labor Laws

Navigating the complexities of Philippine labor laws can be daunting for foreign employers, especially regarding contracts, benefits, and termination procedures.

Solution:

  • Familiarize yourself with basic Philippine labor laws or consult with a local expert.
  • Clearly define the nature of the working relationship (employee vs. independent contractor) in your contract. Especially if you’re US-based.
  • Be aware of mandatory benefits for full-time employees, such as 13th-month pay and paid leave.

7. Holiday Surprises

I’ll never forget when I urgently needed a project finished, only to discover it was Bonifacio Day in the Philippines – a holiday I’d never even heard of. That was also when I learned that some holidays can be moved to another date. That’s not a thing in the US!

Believe it or not, the Philippines has a significant number of non-working days and legal holidays, which can catch you off guard if you’re not prepared. This can lead to unexpected delays in work delivery and communication gaps.

Solutions:

  • Familiarize yourself with the Filipino holiday calendar and plan ahead for known holidays.
  • Discuss holiday policies upfront. I make it clear which holidays are observed and how we handle work during these periods. Are you following US holidays? PH holidays?
  • Be flexible with deadlines around major holidays. I’ve learned to build buffer time for projects due near the Filipino holidays.
  • Consider implementing a holiday pay policy. I offer holiday pay for some major Filipino holidays, which has dramatically improved morale and productivity.
  • Use this as an opportunity for cultural exchange. I often ask my VAs about their holiday traditions, which has led to some fascinating conversations

8. The “Fake It Till You Make It” Mentality

This can be considered a universal mentality, and some Filipino VAs are into it. They tend to overstate their skills or experience to secure a job, leading to disappointment when they can’t meet expectations.

Solutions:

  • We at HireTalent.ph highly recommend our talent to undergo our Vetting Process. The best part is that it’s completely free! These quizzes aren’t easy and will prove you’re hiring someone that understands a specific skill.
  • Communicate job requirements and expectations from the start.
  • Provide training and resources to help your VA develop the necessary skills.
  • Encourage honesty and create an environment where admitting knowledge gaps is acceptable.

9. Ghosting or Disappearing Acts

Occasionally, Filipino virtual assistants may suddenly stop communicating or “ghost” their employers, often due to feelings of inadequacy or fear of confrontation. This happened to me twice in my entire history of working with dozens of staff. It sucks, but it’s not common at all.

Solutions:

  • Don’t lie about what you need done. Dropping a ton of work on someone without them realizing will result in them getting overwhelmed and possibly leaving.
  • Regularly check in on their well-being and job satisfaction. Once a month.
  • Implement a structured onboarding process to help new VAs feel comfortable and supported. Onboarding flows (documents or loom videos) are great because people can go back and refer to them.
  • Have a clear policy on communication expectations and consequences for unexplained absences. If someone doesn’t check in with me more than once without telling me, they’re let go.
  • Consider using time-tracking software to monitor work activity.
  • I know this topic is broad, so I wrote a separate post – Understanding Why Filipino VAs “Ghost” (And How to Prevent It)

Final Thoughts

It’s going to take some time, but the benefits of hiring talent in the Philippines outweigh any small issues you’ll deal with along the way.

Looking to hire Filipino talent? Sign up as an employer and post a job in a few minutes!