Once you’ve tackled the obvious efficiency wins, the next question is often:
Do I automate this task or hire someone to do it?
Here’s how to decide—using real numbers and specific scenarios.
When Automation Wins
Automation is best for tasks that are:
- Rule-based – clear, repeatable steps.
- High-volume – happens 150+ times a month.
- Time-sensitive – minutes or seconds matter.
- Low-judgment – no nuanced decision-making required.
Example:
A real estate team gets 400 inquiries a month.
- VA: $12/hour offshore, 3 minutes per inquiry = $240/month.
- Automation: $60/month tool + $1,200 setup (amortized $100/month) = $160/month after setup.
Automation wins at this scale—and responds in under 60 seconds, 24/7.
When a VA Wins
A VA is better when tasks are:
- Exception-heavy – lots of unique cases.
- Relationship-driven – tone and personal touch matter.
- Constantly changing – processes aren’t stable enough to automate.
Example:
A boutique marketing agency has clients who frequently request one-off campaign tweaks.
- Automation can’t interpret vague “make it pop” feedback.
- A VA can, while also handling scheduling and creative edits.
When Hybrid is the Best Answer
Often, the right choice is both. Automate the bulk of the process and have a VA step in for the edge cases.
Example:
An e-commerce store processes 600 returns/month.
- 75% follow the standard policy → automated label generation, refund processing, and email updates.
- 25% involve damaged goods, partial refunds, or bundle issues → VA reviews photos, decides next steps.
Result: Saves 35–40 staff hours/month while keeping customers happy in unusual situations.
Quick Cost Rule of Thumb
- If a task happens >150 times/month, automation often wins on cost.
- If mistakes are expensive or speed matters, automation pulls ahead at even lower volumes.
- If the task changes weekly or requires empathy, a VA is still the better investment.
Where to Find Quality VAs
If you decide a VA’s the right move:
- VirtualStaff.ph – Affordable and tailored to VAs
- OnlineJobs.ph – Skilled, affordable offshore talent.
- Belay – US-based, pre-vetted assistants.
Bottom Line:
Use automation for high-volume, predictable tasks where speed and accuracy matter most.
Use a VA for nuanced, relationship-heavy work.
For many small businesses, the winning formula is a hybrid model—letting automation handle the heavy lifting and a VA manage the exceptions.
At Automay, we design these hybrid systems so you get speed, savings, and a human touch exactly where it matters. Book a free consultation here.
