How to Employ a Personal Assistant

You really need to talk to your new personal assistant (PA) about their job, the terms and conditions and your 'house rules' before they fully start working for you. Put aside time and make sure you will not be interrupted when you first meet your PA. If you have an answering machine, leave it on.

2. Make a list

Make a list of everything that you need to tell your new PA. This could include:

I like my tea fairly weak so don't leave the tea bag in too long.

The iron is in its box in a 'cubbyhole' to the left of the sink. I do not like creases down the front of my trousers.

I like the kitchen cleaned Tuesday, using white vinegar and baking soda and salt for cleanser.

3. Ask for suggestions

Ask them if they have anything they want to tell you. Ask if they have any suggestions or ways they like to do things that might work better. You can be open to suggestions without giving up control!

4. Job description

Go through the job description with them so that your PAs clearly understand what they are paid to do. If you have a more detailed task checklist that you attach to the job description, go over that, too. Ask them if there are any particular tasks that they might find unpleasant for personal reasons or if they have any concerns or worries about the tasks that they will be asked to do. Doing this at this stage ensures there is no confusion about what is expected by both parties.

However, don't forget that you and the PA need to be flexible as your needs and wishes may change over time. A good employer regularly will review how things are going.

5. Work Agreement

Go through your PA's hourly pay, when and how their wages are paid, arrangements for holiday, vacation and sick pay, when and where they will work, parking facilities, who pays for breakages, whether you pay for a PA's refreshments and meals and so on. Back it up with a written statement of the main terms and conditions. This is called a Work Agreement.

You probably went through all of this when you recruited them, but it is best to repeat it now. If your PAs feel they aren't clear about these things it could lead to their feeling stressed and anxious.

6. "House rules"

Prepare a list of any issues that are important to you that you want your PAs to respect.

For example, you might not want them to smoke while at work or use your radio or TV without your permission. You might have certain standards of tidiness that you might want, such as books and CDs put back in an exact spot.

You might be happy for your PA to bring a book to read when you do not have any tasks for them to do, but they need to know that. See Setting Expectations for more on this.

7. Training, coaching and delegation

Good PAs will want to know how you want them to do certain tasks and also whether they should do some tasks without having to wait for your instructions.

A PA might need training to be able to do certain tasks safely, for example, using a lift or pushing a wheelchair. It is important to identify those areas where they need training and agree how this will be done.

It will take time to train your PA, particularly if they have to attend a professional training course on, for example, moving and handling, first aid or food and hygiene. Your local Center for Independent Living or the American Red Cross can advise on what training courses are offered locally.

You can coach your PA in certain tasks so that they can do the tasks the way you want them done, without the need to issue instructions each time. This should be done by:

Don't expect to be able to coach your PA on every task during your PA's first shift. Begin with the most important tasks first. If you already use other PAs, it might help if one could be present to assist with the coaching. If necessary, draw up step-by-step how-to task checklists that they can use as they go along. For more information on how to coach, see the page on Coaching.

Finally, identify those tasks that you want to delegate. For example, diapering or bathing the baby, feeding a pet, dusting, vacuuming, wiping surfaces or washing your kitchen floor. Trust your PA to get on with these tasks in the way they think best, but monitor how they do it. They may form part of a general list of tasks that need to be done daily or weekly and that the PA should fit around other tasks.

Tip adapted from Home Health Aides: How to Manage the People Who Help You, by A.H. DeGraff, c. 1988, Saratoga Access Publications, Fort Collins, Colorado, www.saratoga-publications.com. Reprinted with permission.

8. Discipline and grievance

The procedures that you have adopted for dealing with disputes and poor behavior should be explained clearly and be included in your PA's Work Agreement. Your PA should know from the start that you will use these procedures if it is necessary, but also that they have a right to raise grievances with you.

It is good practice to allow your PA to join a trade union, if there is one. You also may both want someone to support you if disciplinary or grievance procedures are ever used. More specific information about discipline and grievances are in the sections on Coaching and Terminating.

9. Risk assessment

Take time to sit down with your PA and look at what health and safety risks there might be in you home and in the work that you are asking them to do. For example, are there any obstacles on the floor, are electric appliances properly wired, cleaning materials adequately labeled and so on. You also will need to run through with them, if appropriate, how you like to be moved, wheelchair transfers and so on.

10. First appraisal

After the first month or so, you should review the performance of your PA with them. This also gives your PA the opportunity to raise issues that they may be concerned about.

Appraisal is important and you should prepare for this meeting by making a checklist of what you want to say. If your PA is working a probation period or trial period, you may want to use this first appraisal meeting to confirm their employment or say that your are ending their employment or extending their probation period.

Don't avoid appraisal. It is an opportunity to raise concerns and deal with them in a constructive way rather than let bad practices continue. On the other hand, don't wait for the appraisal meeting if a problem arises--deal with it as soon as possible.

Orientation Ten Point Plan section adapted from You're the Boss! http://www.disabilitygateshead.org.uk (pp. 4-5, 8, 24-25, 29). Copyright 2000 Gateshead Council on Disability, Personal Assistance Project. Gateshead, NE8 4DY England. Reprinted with permission.

New Employee Orientation

1. Arrange a meeting