To measure a new virtual assistant fairly, score six areas from 1 to 5 at day 30, day 60 and day 90: quality of work, timeliness, communication, reliability, initiative and tool use. Weight them by what matters for the role, track a few simple numbers such as on-time completion and error rate, and hold a short review at each checkpoint. Expect learning in the first 30 days, ownership of core tasks by day 60 and steady results by day 90. Use the scorecard below, and start with a hire whose test results you have read on DonutJobs before day one.
Starting with the right person helps.Create your free DonutJobs account and post your role.
The Six Areas to Score
1. Quality of work
What to look at: Accuracy, completeness, tone of written messages, attention to detail.
How to measure: Review a sample of tasks each week and count errors. Error rate equals tasks with a mistake divided by tasks reviewed.
2. Timeliness
What to look at: Whether tasks are finished by the agreed deadline and whether messages get answered inside the agreed window.
How to measure: On-time completion rate equals tasks completed on time divided by tasks due. Track average response time to your messages as well.
3. Communication
What to look at: Clear updates, good questions, flagging problems early, writing clearly.
How to measure: Count whether daily or weekly updates arrive as agreed, and note how often you needed to chase for information.
4. Reliability
What to look at: Showing up for agreed hours, keeping commitments, telling you in advance about absences or connection problems.
How to measure: Hours worked against hours agreed. Time tracking is included in paid DonutJobs plans, so you can see this without adding another tool.
5. Initiative
What to look at: Spotting problems, suggesting better ways to do things, finishing related work without being asked.
How to measure: Count improvements suggested and adopted, and notice whether they need less direction over time.
6. Tool and process use
What to look at: Skill with your tools, following your processes, keeping records tidy.
How to measure: Check that notes, folders, CRM entries and checklists are updated correctly.
A Sample Weighted Scorecard
The weights below are an example. Change them to suit the role. A customer support assistant might weight quality and communication higher, and an admin assistant might weight timeliness and reliability higher.
- Quality of work: 25%
- Timeliness: 20%
- Communication: 20%
- Reliability: 15%
- Initiative: 10%
- Tool and process use: 10%
Score each area from 1 to 5 at each checkpoint. To get a weighted score, multiply each score by its weight, then add the results. For example, if an assistant scores 4 on quality, 5 on timeliness, 4 on communication, 5 on reliability, 3 on initiative and 4 on tools, the weighted score is 4 x 0.25 + 5 x 0.20 + 4 x 0.20 + 5 x 0.15 + 3 x 0.10 + 4 x 0.10, which is 1.00 + 1.00 + 0.80 + 0.75 + 0.30 + 0.40 = 4.25 out of 5.
What the Scores Mean
Use these as a rough guide and adapt them:
- 4.0 to 5.0: Performing well. Give more responsibility.
- 3.0 up to 4.0: Developing. Agree specific improvements and review again.
- Below 3.0: Needs attention. Have a direct conversation about what support or change is needed.
Look at individual areas too. A low score on reliability or communication, especially being open about mistakes, matters more than a low score on initiative in the first month.
What to Expect at Each Checkpoint
Days 1 to 30: learn
Goals: understand your business, tools and standards. Give written instructions, recorded walk-throughs and a short list of priorities. Review work closely and give quick feedback. A realistic target is accurate work on the core tasks with your guidance, not full speed.
Days 31 to 60: own
Goals: take ownership of defined tasks with less supervision. Reduce how often you check, agree the weekly report and the updates you expect, and compare scores with day 30.
Days 61 to 90: improve
Goals: steady results, fewer errors, early flags on problems and one or two improvement ideas. Decide whether to continue, expand the role or adjust it.
Run a Short Review Conversation
At each checkpoint, ask the assistant to score themselves first, share your scores with one or two examples per area, agree two or three focus points for the next 30 days, ask what they need from you and write a short summary to share. This is general information, not legal advice, and employment and contractor rules vary by place, so follow the rules that apply to you before any decision about the arrangement.
Start Your 90 Days Well With DonutJobs
A scorecard works best when the hire begins on solid ground.
- Create your account and post your role with clear tasks and hours. Put the six scorecard areas in the post so applicants know how you work.
- Shortlist from profiles that show internet speed, English level, typing speed and voice sample results, so day-one basics are already visible.
- Send a trial task and score it with your own sheet, the same one you will use at day 30.
- Onboard with written instructions and recorded walk-throughs, and give feedback weekly.
- On paid plans, use time tracking to score reliability, and on Agency or Pro keep your notes in the ATS.
Score the Hire From Day One With DonutJobs
A scorecard measures real performance best when setup questions are already answered. DonutJobs profiles show results from an internet and hardware audit, an English communication test, a live typing speed test and a recorded voice sample, drawn from a pool of 50,000+ pre-tested virtual assistants. Your day-30 score then reflects how the person works, since the basics were visible before you hired.
Time tracking on paid plans feeds the reliability score, and on Agency or Pro the ATS keeps your trial task score, checkpoint notes and in-app chat history together. You pay your hire directly, with no per-hire fee, no placement fee and no commission on wages. If you also want a hands-off route, DonutJobs offers managed VA in 80 hour and 160 hour monthly packages. DonutJobs' guide to onboarding a new virtual assistant in the first 30 days pairs well with this scorecard, and what VA candidate test scores tell you helps you read the profile results.
Practical Use Cases
A founder with a first assistant can use the scorecard as a monthly check-in. A team lead onboarding several support agents can use one template for everyone. An agency can attach it to onboarding for every new hire.
Common Mistakes to Avoid
A scorecard is not a substitute for good onboarding. If instructions are unclear, low scores may reflect your process, not the assistant. Do not score on a single bad day. Look at patterns across several tasks. Keep the system small, because six areas are enough, and keep feedback fair, respectful and written down.
FAQ
How often should I review a new virtual assistant?
Give quick feedback weekly and hold formal reviews at day 30, 60 and 90.
What is a good score in the first month?
Around 3 to 4 is realistic, because the assistant is still learning your business. Focus on direction of travel.
How do I track hours worked?
Time tracking is included in paid DonutJobs plans, so no separate tool is needed.
What if the scores stay low?
Check your instructions and support first. If gaps remain after clear feedback and time, you can search the DonutJobs pool again for a better fit.
How do I begin?
Create a free DonutJobs account, post your role and review applicants. Your first post is free, with one active post and up to 10 applications.
You do not need a complicated system. Six areas, three checkpoints and open conversations will tell you most of what you need to know about a
A good scorecard works best with a good hire. Create your free DonutJobs account to post your role, or browse pre-tested virtual assistants now.