Outsourcing

Do these 4 things before you outsource

Do these 4 things before you outsource so you hire the right team memberAn issue I’ve seen come up again and again in my work as a Virtual Assistant is that someone decides they want help in their biz, they hurry up and hire someone, and then have no idea what to have them work on.
They stress over what tasks to assign their new team member, and feel stressed thinking about having to teach them how their biz runs.
Thankfully, that doesn’t have to be you! Because, I’m going to help you prepare for outsourcing before you even start looking for your new team member.
When I say “before” you outsource, I mean before you hire, interview, and even start searching for a new team member.
If you’ve already hired team members but are struggling with what tasks to outsource, you can do this process now.

High-Level Tasks

Start by writing down all the high-level tasks you can think of that you work on. Think of high-level as the main project or task. For example, a high-level task would be blog posts or podcast episodes. There’s a lot of little steps that go into those, but overall, those are your main tasks.

Low-Level Tasks

Then, break down those tasks into low-level tasks. These would be all the steps you take to complete the high-level task. Your blog post task may look like this:

High level: Blog Posts

Low level:
Outline
Write draft
Proofread
Upload to WordPress
Format
Create graphics
Schedule

You get the picture!

Decide what to outsource

Now you get to start having some fun. Bust out your highlighters (or virtual highlighter) and start highlighting every low-level task you want to outsource. You might even find that you can knock an entire high-level task off your to-do list by outsourcing it!

Does it make you money?

Now you have your list of tasks you want to outsource – go you! But before you start posting a Facebook group post about hiring someone, you need to do 1 more thing. Go through each task you highlighted and ask yourself if it helps you make money. Back to that blog post example: if your blog posts provide value to your audience, which build the know, like, trust factor, which turns them into customers and clients, then YES it helps you make money!

If spending 30 minutes each week scheduling Twitter posts is highlighted, but you barely get any traffic to your website from Twitter, NO it doesn’t make you money. And why on earth would you pay someone money to waste their time on Twitter when you aren’t going to get a return on your investment?!
Phew! I’m so glad I was able to share all that with you before you started outsourcing!

7 Tasks You Can Start Outsourcing

7 Tasks You Can Start OutsourcingYou can’t do everything in your biz without driving yourself crazy. Thankfully, there’s a whole world of kickass ladies on the internet who are ready to help you run your business.

The tricky part for most people is deciding what parts of their business they should outsource and being able to trust that the people they hire can do the job just as good as they do it themselves.

Get rid of your delegating fears

It can be intimidating to let someone else into your business after you’ve been running it by yourself for so long. I totally get it. But once you trust that other people can help you, your life will get a lot less overwhelming!

First you need to get over the idea of thinking that no one can do your tasks as well as you can. If you’ve read my post on how to hire a Virtual Assistant (it can help with hiring anyone, not just a VA) then you did your research on potential people to hire and are confident that the person you’re hiring is good at what they do.

Now, you just have to figure out what tasks to delegate before hiring a new team member. Here are the most common tasks clients delegate to me:

1 + 2. Editing + formatting

You’ve probably gotten used to writing your own emails and blog posts and then spending a bunch of time formatting them the way you like. Think about all those little extra tasks you do in WordPress to optimize the post – like filling in your Yoast settings, adding images and formatting everything to be juuust right.

3. Social media posts

Consistently posting on social media accounts can take a huge chunk of your time each week. There’s clients that I spend anywhere from 10-15 minutes a day scheduling out their daily posts. That adds up quickly! We’re talking over an hour of work each week they now get to focus on important tasks like hosting webinars and client work.

4. Facebook group management

If you have a Facebook group, especially with an active community, it’s a great idea to outsource your group management. Clients have me schedule their weekly post prompts, approve new members and moderate comments. These are really repetitive and easy tasks, however they’re pretty time consuming!

5. Email management

Your business is on a roll! Which means that your inbox constantly has emails rolling in. My biggest advice is to create a general email account – like hello@businessname.com or info@businessname.com – so that you can start using your inbox for more urgent things like client emails. Put this email on your contact page so people can start contacting you through there with requests and eventually, if needed, you can give your personal account.

When handing this over to your VA, create a Google doc with canned responses to the most common questions you see come in.

6. Video/Content upload

A lot of people are taking advantage of video and audio (podcasts) content right now. If you are, you’re probably spending a heck of a lot of time uploading this content to your website, YouTube and iTunes. Record your screen the next time you do this task and share the video tutorial with your new team member. Video tutorials are my favorite way for clients to share their process with me because I can always go back and re-watch it if necessary. 

7. Graphic creation

Send your Photoshop templates for your social media and blog images to your new team member and let them create graphics as needed. It’s one less thing for you to worry about when you write your blog post or need some new Facebook ads created.

Ready to start outsourcing your most time-consuming tasks? Learn more about my Virtual Assistant services here and we can hop on free strategy call to see if I’m the wing woman you’ve been searching for!