August 19th, 2025

Someone recently booked a brainstorming session with me to answer this exact question: “How do I stop hiring and firing admins?”​
​

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.​
​

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.
​

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.
​

Here are two examples I created for a Real Estate firm hiring a Digital Marketing Coordinator:
​

“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
  ​

“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?
​

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.
​

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.

Client Success Story:

What happens when you finally take action on that decision you’ve been circling for weeks? For one client who was hesitating on hiring, it looked like this:

​

• Making a bold hire that freed up his time
• Creating scalable systems for delegation
• Getting out of decision fatigue and back into momentum

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
  

​

Talk soon,
Moriah
​

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.