Hugh Culver

Business of Speaking

  • Blog
  • About
  • Speaking
  • BlogWorks
  • Contact

Hero Habits

Get my free guide on the power of habits and improve your performance every day.

Download it Now (for Free!)

Wait! Before you hire that virtual assistant, there’s a faster, better way.

4 Comments

Never miss another update.

In our recent BOSS (Business Of Speaking School) training program, with Jane Atkinson, we talked a lot about outsourcing, hiring virtual assistants and delegating work. Outsourcing is always a hot topic, but as a startup it’s not always easy to make that first move. Instead, you do it all yourself.

With the recent addition of Kelly to our team, I realized there is a whole new way to outsource that gets results faster than I ever thought possible. In fact, there are three ways to outsource your work. Let me explain.

Typically, we think of two ways to get help: employees or virtual assistants. The employee works in your office, the virtual assistant works from home and has other clients in addition to your work.

Both are big commitments. But there’s another way to get work off your desk. Before I get to that, let’s talk for a minute about the biggest mistake business owners make: not delegating.

THE BIGGEST MISTAKE BUSINESS OWNERS MAKE

In the E-Myth Revisited, Michael Gerber describes the baker who grew his business, but not his team and was working “in his business, instead of on his business”. Been there, done that.

When we know everything, we are often the last person to let go of responsibility. We are the best sales person, teacher, designer, consultant, widget maker – so you keep doing the lion’s share of the work. You can only grow your business by working longer hours or charging more. Delegation multiplies your efforts.

When we know everything, we are often the last person to let go of responsibility.

Let’s look at three ways to outsource, but keep in mind all of this is for naught if you keep holding the reins – you have to be willing to give responsibility up for this to work.

THREE WAYS TO DELEGATE

1.TASK

When I have a one-time task to get off my hands, that’s a “task” delegation. No relationship building, just find a warm body and get’er done. We often use a local person we know and trust or fiverr.com.

Examples of “task” delegation include:

  • turning business cards (first we batch scan them) into a spreadsheet file for inputting into Infusionsoft (or your CRM of choice)
  • creating a 3D version of a book cover (for promoting the book on our site)
  • editing a photo to remove background for a Slideshare presentation (note: if from Creative Commons you need to check if this is allowed)
  • hiring musicians to create original music for my podcast (note the cost was so low I hired four at one time and picked the best)
  • getting a voice over for my podcast intro and outro
  • creating a unique spreadsheet formula for Google Sheets
  • taking the BOSS logo, adding my music (that I own), and creating an intro. video.
  • making a whiteboard video explaining how our SOS program works (check it out here – this was created for $35!)

2. DUTY

When we identify a task that will be repeated, it’s a “duty” delegation, in that we are delegating a “duty” we want that person to own. This is what we did with our most recent hire, Kelly.

In this case, we need a trusting relationship with the person, but we’re not hiring an employee or assistant (that’s what I call “role” delegation, see below).

The basic process we try to follow is:

1. experiment doing the work yourself until you are confident in the process (and know you need to delegate it!)

SOP2. write up an SOP (Standard Operating Procedure). This is simply a list of steps to complete the duty. You can use Excel, Google Docs, Word – we like Google Docs because it’s so easy to share it with the person doing the work and then they can update it as they perfect the process.

Click to download a sample SOP.

 

3. create a “dashboard” (again, Google Docs is perfect for this) where you record the task and they sign-off when they get it done.

Delegation Tracker

4. go on upwork.com, post the job, choose two-three good applicants and give them sample work as a test, hire the best, and get started. You aren’t getting married, so hire fast and, if needed, fire faster. The idea is to get started while you’re thinking about the work. Don’t delay and end up doing it all yourself.

3. ROLE

Ah! This is the big one. You identified a gap in your team. Now you need the perfect person, with impeccable resume, and resolute attitude, to fall prostrate while mouthing the words “I want to learn from you so badly I’ll work for free!” Dream on.

Hiring an employee or virtual assistant can be the most stressful, challenging, but also rewarding job you do all year. We’re talking relationship, trust, communication, responsibility, and accountability. It pays to move slowly. The best book I’ve read recently about hiring virtual assistants is Chris Ducker’s, Virtual Freedom.

Three mistakes to avoid (actually I’ve made many more than this, but I’ll spare you):

  • falling in love and hiring too fast. Don’t let desperation override logic. Sure, they’re all sweet and walk on water, but one more interview, or a three month trial period won’t hurt and might save you a lot of grief later.
  • assuming you will teach what they don’t know. Remember the reason you are hiring is because you are swamped and need help. Assuming you will teach them how to use a computer, makes sales calls, or manage your books is a fool’s game. Unless you live in Tuktoyaktuk, there are probably candidates more qualified waiting for your call.
  • ignoring warning signs at your peril. Most people will broadcast everything you need to know in the first 10 minutes of an interview – if you’re paying attention. My mistake has been to enter the interview desperate for a solution, and ready to fall in love with the first person I like. Instead, be objective – it’s a whole lot easier to say “No, thanks” now, as opposed to three months from now when they’re driving you crazy reorganizing pencils because they’re waiting for instructions.

Delegation Summary Chart

Download your free copy of “How to use fiverr.com to get work done fast and cheap.”

What about you? Are you doing $10/hour work and convincing yourself there’s no other way? Whether you take five minutes and $5 and get a task done on fiverr.com, or take 30 minutes and post a “duty” role on upwork.com, do something. The faster you build your team the faster you can get back to what you are a genius at, and grow your company. And that’s a good thing.

Never miss another update.

Related Posts

  • How to warm up a cold audience before you speakHow to warm up a cold audience before you speak
  • How to create a dashboard for your business in only five minutes.How to create a dashboard for your business in only five minutes.
  • Half your cake and eat it too – 8 ways to eat less this holiday seasonHalf your cake and eat it too – 8 ways to eat less this holiday season
  • Five tactics that will help you quit stalling and get started on your next projectFive tactics that will help you quit stalling and get started on your next project
  • How mental models help you think, teach, and change lives.How mental models help you think, teach, and change lives.

About Hugh Culver

Speaker, author, athlete and founder of BlogWorks. I speak and write about getting stuff done and the art of growing younger.

Categories: Blog, Expert/Speaker, General

Comments

  1. Craig Hadden says

    June 14, 2015 at 3:43 pm

    I’d not thought of delegation in this way before, so thanks for sharing, Hugh.

    Reply
    • Hugh Culver says

      June 15, 2015 at 6:54 am

      Thanks Craig. This only came to me after our latest hire. I think for many companies there is a lot of potential for hiring based on just “duty”

      Reply
  2. Yani Lacaba says

    April 4, 2016 at 12:08 pm

    Thank you for sharing this, Hugh. This blog gives the Employers tips and especially the Virtual Assistants before or after they get hired. Many of the Virtual Assistants are not familiar with these delegation. Most of the Virtual Employee focus on their either Duty or Role on the company.

    Reply
    • Hugh Culver says

      April 4, 2016 at 12:45 pm

      Thanks Yani – I totally agree. Most times there is more focus on getting the work done and little on the relationships being formed.

      Reply

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

  • Blog
  • Books
  • Expert/Speaker
  • General
  • Habits
  • Life
  • Productivity
  • Speaking Tips
  • Wealth

My Most Popular Posts

SPEAKING

— 10 Easy ways to make Awesome PowerPoint
— 9 stupid things speakers do on stage
— How to Negotiate your fees and get hired

MAKING MONEY

— Why $100,000 won’t make you rich
— How to make your first OnLine course
— How to make money NOW as an expert

PRODUCTIVITY

— Organize your life with Google calendars
— Why you need to kill your To-Do list
— Do the hardest 50% in the first 90

Meet Hugh

Speaker, author, athlete and founder of BlogWorks. I speak and write about getting stuff done and the art of growing younger.
Learn More…

As featured on:

As featured on:
  • Blog
  • About
  • Speaking
  • BlogWorks
  • Contact
© 2021 Hugh Culver. All Rights Reserved · Website by ModernTraction.com
  • Legal Disclaimer
  • Facebook
  • LinkedIn
  • Twitter