Estimated Read Time: 3 minutes

Hi Reader,
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Someone recently booked a brainstorming session with me to answer this exact question: "How do I stop hiring and firing admins?"​
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She had found herself in a vicious cycle - urgently needing help, then hiring (and firing) fast. It's a costly waste of both time and money.​
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I've got extensive experience breaking this cycle. From moving 13 interns through my job skills program and networking event, eventConnect, in the early 2010s, to my role as Director of People and Development at Redstone Agency, where I led sourcing and recruiting for entry-level through Director positions. At one point, my previous business, Vibe High VA, had up to 12 freelancers working simultaneously, all requiring sourcing, qualification, interviewing, onboarding, and training.
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Today, I'm sharing some of my best recommendations. Don't start your hiring process without planning for these essential elements.

1. Roles + Responsibilities Document

This foundational document should include:

• Tasks and descriptions (with links to training videos or instruction docs)
• Task frequency and time estimates
• Training schedule with weekly progression (Weeks 1, 2, 3, etc.)

This document serves multiple purposes: it's the basis for your job description, helps determine delegation capacity, guides performance reviews, and signals when it's time for role expansions or raises.

2. Standardized Interview Questions + Scoring Keys

We all have biases, especially when making crucial hiring decisions. Asking identical questions and using scoring rubrics helps minimize bias when evaluating candidates.
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Here are two examples I created for a Real Estate firm hiring a Digital Marketing Coordinator:
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"When you're balancing multiple projects, how do you keep yourself organized?"

• 3 points: Outlines a system that they use that works for them, explains how they adhere to deadlines, and provides a specific example
• 2 points: Outlines their organizational system clearly
• 1 point: Provides vague, general response without specifics
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"How do you stay current in digital marketing?"

• 3 points: Mentions multiple methods (courses, industry blogs, forums, following professionals)
• 2 points: Mentions one solid method or has recent relevant education
• 1 point: Unprepared or vague response

3. Communications Protocol

Establish clear expectations from day one:

• Status reporting: When and what to report (list specific tasks)
• Response times: Expected turnaround for different communication types
• Communication channels: Email vs. text vs. other platforms - what goes where?
• Boundaries: No communication periods (weekends/after hours unless urgent)

Bonus Strategy: Specialized Support

Why settle for one generalist when you can have two specialists?
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Last month, I told you about my client Alice - I provided guidance for onboarding VAs, where I suggested SOP templates and a team Communication Protocol as a starting point.
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When comparing two excellent VA candidates, we decided to bring on both on trial - each focusing on their strengths. Amy handles operations and project coordination, while Kyla manages marketing and promotion. This approach sets everyone up for success.

🤩 Exercise: Dream VA Task List

Take a moment to brainstorm everything you could possibly delegate. Think big—this is just your starting point.

Ready to break the hire-and-fire cycle?

Sourcing and recruitment projects are among my favorites. I can help with:

• Drafting compelling job descriptions
• Developing interview questions and scoring keys
• Handling pre-screening and preliminary interviews (so you only meet with finalists)
• Creating onboarding systems that set everyone up for success
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Reply to this email if you're interested in learning how I can help you bring on your first (or next) team member with confidence.
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Talk soon,
Moriah
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P.S. If you know that hiring + delegating will move your business forward, but you're too busy to hire support… how will you ever turn the tide? Give yourself the gift of help. Reach out today to start exploring the possibilities.

Ways you can work with me

💡 Seeking strategic momentum with a thought partner who helps you turn big ideas into finished outcomes?
👉 Let’s talk about your goals → Book a no-obligation call​

🔁 Run a group program where your clients stay consistent and committed with strategic, compassionate accountability.
👉 Let’s chat about your group → Start here​

🛠 Need an extra brain + builder? I’ll organize the chaos, map your next move, and keep your project moving forward.
👉 Bring me on board → Let’s talk PM support​

🎶 Stream Flow State of Mind: Music for Focus + Inspiration, our curated playlists for deep work, creativity, and grounded energy.
👉 Tune in now → Listen on SoundCloud​

📈 Get organized with Copper CRM’s intuitive interface - it’s my fave CRM for a reason.
👉 Explore Copper → Trial Copper here*
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💌 Build deeper relationships with Kit - connect with emails just like this.
👉 Explore Kit → Check out Kit here*

*Full disclosure - I’m paid a small amount if my referrals subscribe to Copper or Kit via my links.