It’s easier said than done to expand your team. You know the end result of taking tasks of your plate is a great reward, but the though of getting help can actually ADD to your stress level.
A lot of times people start worrying about where they will find the right help, how much it costs or if the person you hire do quality work. This may keep you in a cycle of feeling like it’s easier to just do it yourself. (Been there, done that!)
So here’s my AH-HA, which is helping me, with very little effort on my part.
The first step in hiring someone isn’t finding the right person, it starts with organization on your end.
And you can do this without adding a lot of time, money or energy to your schedule.
As you do your daily work, keep track of the steps involved. Use Trello.com or Excel to create your list of the steps. Then you can find the right person to take these off your plate PLUS you’ll have a checklist to track their progress.
You won’t be able to outsource EVERYTHING, so start with ONE PART, and break it down into byte sized steps. Once you have these identified, you’ll be able to know which ones you need to do yourself, and which ones you can AUTOMATE, DELEGATE or DELETE.
Keep track of the steps involved as you work with your next few clients.
Start a list in Trello and just list out common tasks. For example, as you add them to your own TO-DO list, also add it to a “CLIENT CHECKLIST”. This takes seconds, but will give you a list of what your “standard procedure” is.
Create a new Excel document and list out columns such as:
For example: use this for 3-4 of your new clients (if you have different types of clients, use a tab for each type). If you don’t do it after each step, don’t worry — add as you remember the task, add it to your Excel file. Then sort by the date field to list things in order. These can become actual due dates for your next new client.
Your new list has the immediate benefit of clearing out your head. Routine tasks still take brain power. It will decrease your overwhelm now AND set you up for success when you build your team.
The next time you do this task, even though you know the steps, use your checklist. You’ll do it faster, without wasting any brain space to make sure you don’t forget anything. Now you have a simple business system.
Your list of tasks to outsource is a job description, which makes it easier to find a qualified person. You can outsource the hiring of a Virtual Assistant to a company like Assistant Match, and this list will greatly simplify the process of expanding your team.
It’s also a checklist for your new team member to use, which makes it easier to track the work they do for you with a repeatable business system.
Tracking your tasks is one of the most productive things you can do in your business. In the examples above, I made notes about breaking each tasking into:
Making sure your workflow is properly broken up into these 4 areas is essential for being able to maximize your time, money & energy.
In later phases, you’ll be able to look at this list and re-evaluate your business strategy to streamline your workflow (increasing your profits)…but it all starts with these simple lists.
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