Category: Business

Mastering Delegation: A Guide to Deciding What to Delegate When Hiring a Virtual Assistant

As a business owner or entrepreneur, your time is precious, and your focus is essential for driving your company’s success. Hiring a Virtual Assistant (VA) is a strategic move to reclaim your time and boost productivity, but knowing what tasks to delegate can be a challenging decision. Often we hear from prospective clients that they really need help, that they fear burnout if they carry on as they are… but they just don’t know where to start. 

Effectively delegating tasks to a Virtual Assistant requires thoughtful consideration and a clear understanding of your priorities and boundaries. In this guide, we’ll explore key strategies to help you decide what to delegate when you bring a Virtual Assistant on board.

Mastering Delegation

  • Identify Your Core Skills:

    • Start by identifying tasks that align with your core skills and areas where you really shine. These are the tasks that only you can do and contribute significantly to the growth and success of your business. Anything that falls outside these core competencies is a potential candidate for delegation.

IDEA

Think about how someone else’s core skill is admin: that’s what they excel at and are more than happy to do!

Automations

  • Assess Time-Consuming and Repetitive Tasks:

    • Take stock of your daily or weekly activities and identify tasks that are time-consuming or repetitive. These tasks may not require your unique expertise and could therefore easily be handled by a Virtual Assistant. Examples include personal admin, diary and email management, data entry, and social media post creation and scheduling. 

TOP TIP

Your Virtual Assistant may be able to implement automations to replace repetitive tasks. 

  • Consider Your Energy Levels:

      • Reflect on tasks that drain your energy and focus. Delegating these tasks to a Virtual Assistant allows you to redirect your energy toward high-impact activities that require your full attention. This not only improves your overall well-being but also enhances your efficiency in critical areas of your business.

DID YOU KNOW?

30% of entrepreneurs say they are often or constantly burned out.
64% of entrepreneurs say they are more stressed now than they were two years ago.
Only 33% of entrepreneurs take proper breaks to help alleviate burnout.
An estimated 29% of entrepreneurs experience long-term negative effects of burnout (ONS data). 

  • Prioritise Strategic and Revenue-Generating Activities:

    • Your primary focus should be on strategic and revenue-generating activities that contribute directly to the growth of your business. Delegate administrative and organisational tasks to your Virtual Assistant, freeing up your time to concentrate on business development, client relationships, and other strategic initiatives.
Delegate tasks to managing energy levels

POV

Sometimes work is ‘challenging’ because you find it boring!

  • Evaluate Learning Curve vs. Time Investment:

    • Assess tasks based on the time it would take for you to teach someone else versus the time it would save in the long run. If a task requires significant training, it might be worthwhile to delegate if it’s a recurring activity. However, tasks with a steep learning curve and minimal time savings may be best kept for yourself.

  • Examine Seasonal or Project-Based Work:

    • Virtual Assistants can be invaluable for handling seasonal or project-based work. Identify tasks that ebb and flow throughout the year or are specific to certain projects. Delegating these tasks allows you to scale your team efficiently without the need for permanent hires.

FACT

You don’t pay NI, pension contributions, sick leave etc for your contracted Virtual Assistant. 

  • Review Your Pain Points:

    • Pinpoint areas in your workflow where you frequently encounter challenges. Whether it’s managing emails, organising documents, or handling customer inquiries: delegating tasks related to these pain points can significantly streamline your operations.

POV

Think about how much money you could generate if you could free yourself up for a day… versus how much you would spend on a Virtual Assistant to take care of your to do list on that day.

An attractive young business woman looking away with colleagues working behind. Delegate.

  • Set Clear Priorities:

    • Clearly define your priorities and business objectives. Tasks that align with these priorities should be retained, while those that do not directly contribute to your goals can be considered for delegation. This ensures that your Virtual Assistant’s efforts frees up your time for your overarching business strategy.

  • Maintain Effective Communication:

    • Establish open and transparent communication channels with your Virtual Assistant. Clearly convey your expectations, preferences, and any specific guidelines related to delegated tasks. Regular check-ins and feedback sessions help refine the delegation process over time.

TOP TIP

Think about how you like to communicate (email, phone calls, WhatsApp chat) and discuss this with your Virtual Assistant, before you start working together. 

  • Start Small and Scale Up:

    • If you’re new to delegation, start with smaller, less critical tasks to build trust and confidence in your virtual assistant’s capabilities. As trust grows, gradually delegate more complex and crucial responsibilities.

Virtual PA Office Team

POV

Your Virtual Assistant may be quicker than you at some tasks! They won’t be distracted by peripheral matters that might be connected but not important. 

In conclusion…

Effective delegation is a skill that can transform your business by freeing up your time to focus on what matters most. By carefully assessing tasks based on these strategies, you can make informed decisions about what to delegate when hiring a virtual assistant, ultimately leading to increased productivity, efficiency, and business success.

Photos by Digital Buggu and Andrea Piacquadio.

Are You Team Trello or Team Asana?

Are you Team Trello or Team Asana?

Project management is an integral part of any business, and with the availability of many digital tools, it has become easier to manage projects remotely.

Two very popular project management tools are Trello and Asana.

Both Trello and Asana have unique features that make them suitable for different kinds of businesses and different types of projects. I tend to find that people usually have a strong preference for one over the other! Here, we will explore the benefits of using Trello, versus the benefits of using Asana.

The Benefits of Trello

User-Friendly Interface

Trello’s interface is one of the most user-friendly interfaces out there. It has a simple and intuitive drag-and-drop system that allows users to move tasks around easily. This makes it an ideal tool for small businesses or teams that do not have the luxury of a dedicated project manager.

Trello Logo

Flexible

Trello is incredibly flexible in terms of its usage. It can be used for anything from managing projects to tracking personal tasks. The tool can be customised to fit the needs of a specific team or individual.

Visual Approach

Trello’s visual approach to project management is another advantage. The tool allows users to create visual boards with cards that represent tasks (think notice boards with post-its). Users can add comments, labels, due dates, and attachments to each card. This makes it easy for everyone on the team to know what tasks are being worked on and what needs to be done next.

Mobile App

Trello has a mobile app that makes it easy for users to access their boards on the go. The app is available for both iOS and Android devices and has all the same features as the desktop version.

Integration

Trello integrates with a wide range of third-party applications, including Google Drive, Dropbox, and Slack. This makes it easy for users to collaborate with others outside of Trello and ensures that all project-related data is centralised.

The Benefits of Asana

Task and Project Management

Asana is primarily designed for project AND task management. It allows users to create projects and subtasks and assign them to team members. The tool also provides a clear overview of project progress and deadlines.

Asana Logo

Collaboration

Asana is designed with collaboration in mind. It has a feature that allows users to comment on tasks and share files. ‘Doers’ of a particular task can also add followers to their tasks to keep everyone in the loop (removing the need to send update messages, for example).

Reporting

Asana provides users with detailed reports on project progress, team performance, and individual productivity. This makes it easy for managers to identify areas that need improvement and make data-driven decisions.

Templates

Asana offers a range of templates for different types of projects, including product launches, event planning, and marketing campaigns. This saves users time and ensures that they don’t miss any important steps.

Integration

Much like Trello, Asana integrates with a range of third-party applications, including Slack, Google Drive, and Dropbox. This makes it easy for users to collaborate with others outside of Asana.

Conclusion

Both Trello and Asana have unique features that make them suitable for different kinds of businesses. Trello is ideal for small businesses or teams that do not have a dedicated project manager. It has a simple and intuitive interface, is flexible in terms of usage, and allows users to create visual boards with cards that represent tasks. Asana, on the other hand, is designed for both project and task management. It offers detailed reports on project progress and individual productivity; provides a range of templates for different types of projects; and is designed for collaboration.

Ultimately, the choice between Trello and Asana will depend on the specific needs of your business.

Are you already ‘Team Trello’ or ‘Team Asana’? What are your favourite features?

If you’re new to project management tools, which one do you think you’ll choose?

5 Ways Hiring a Freelance Virtual Assistant Can Save You Money Over Hiring In-House

5 Ways Hiring a Freelance Virtual Assistant Can Save You Money Over Hiring In-House

The world is changing fast, and so is the way we work. The rise of technology and the internet has made it easier for people to work remotely, which in turn, has led to the emergence of Virtual Assistants who work online, on demand and on the clock. 

In today’s fast-paced business environment, entrepreneurs and small business owners are always looking for ways to cut costs and stay competitive. One way to achieve this is by hiring a freelance, or on contract virtual assistant instead of recruiting one in-house on PAYE.

Fast Paced World

Here are some ways that hiring a freelance virtual assistant can save you money:

Reduced Overheads

When you hire an in-house assistant, you have to pay them a salary and probably provide their office space, equipment, and various other overheads. On the other hand, when you hire a freelance virtual assistant, you only pay for the hours they work. This means you can save money on overhead costs and invest the money saved in growing your business.

No Recruitment Costs

Recruiting an in-house assistant can be time-consuming and expensive. You may have to advertise the job, screen CVs, conduct interviews, and perform background checks. All of this takes time and money. However, when you hire a freelance virtual assistant, you don’t have to worry about any of that. You can find a virtual assistant online and hire them within a few hours.
1 hour tasks save you money

No Training Costs

When you hire an in-house assistant, you may have to spend time and money training them. This can be costly, especially if the assistant needs specialised training. However, when you hire a freelance virtual assistant, you should be able to find someone who already has the skills and experience you need, or you can work with an agency like YES if you have various needs that can’t be fulfilled by one Virtual Assistant. This means you don’t have to spend time and money on training.

Flexible Scheduling

When you hire an in-house assistant, you have to pay them for a full day, even if they only have enough work to fill a few hours. This can be a waste of money! However, when you hire a freelance virtual assistant, you pay them for the exact number of hours they work. This means you can hire them on a project basis or for a few hours a day, depending on your needs. This flexibility can save you a lot of money in the long run.

Employees

No Employee Benefits

When you hire an in-house assistant, you may have to provide them with employee benefits such as health insurance, pension contributions, and paid time off. However, when you hire a freelance virtual assistant, you don’t have to provide any of these benefits. This can save you a lot of money over time.

In conclusion, hiring a freelance virtual assistant can save you money in several ways. You can reduce your overheads, avoid recruitment and training costs, enjoy flexible scheduling, and avoid providing employee benefits. By hiring a freelance virtual assistant, you can focus on growing your business and achieving your goals without breaking the bank.

Images by Brian Merrill, www_slon_pics and Nattanan Kanchanaprat from Pixabay

How to Give Up Control and Start Delegating

How to give up control and start delegating

As a small business owner, it’s understandable that you want to have control over every aspect of your business. You’ve put in the time, effort, and money to get your business off the ground, and it’s natural to want to be involved in everything. However, trying to do everything yourself can lead to burnout, frustration, and ultimately, the failure of your business. That’s why it’s crucial to learn how to give up control and start delegating.

Delegating

Delegating is an essential skill that can help you grow your business, reduce stress, and free up your time to focus on the bigger picture. 

Here are some tips on how to start delegating:

Determine what tasks you can delegate: 

Before you can start delegating, you need to determine which tasks you can delegate. Make a list of all the tasks you’re responsible for and identify which ones can be done by someone else. For example, administrative tasks, customer service, social media management, and bookkeeping are all tasks that can be delegated.

Identify the right person for the job: 

Once you know which tasks you can delegate, you need to identify the right person for the job. Look for someone with the skills, experience, and temperament to do the job well. You may need to train someone if they don’t have all the skills necessary, but it’s important to find the right person for the job.

Different tasks for different people

Communicate clearly: 

When you delegate tasks, it’s essential to communicate clearly. Provide clear instructions, deadlines, and expectations for the job. Make sure the person you’re delegating to understands what’s expected of them and has the resources they need to complete the task.

Trust your team: 

Delegating means trusting your team to get the job done. It’s important to have confidence in your team and their abilities. Micromanaging or second-guessing your team members can be counterproductive and undermine their confidence.

Provide feedback: 

Once the task is completed, provide feedback to your team member. Let them know what they did well and what they can improve on. This feedback can help them grow and improve their skills, making them an even more valuable member of your team.

Delegating can help you grow your business in several ways:

Free up your time: 

Delegating tasks can free up your time to focus on the bigger picture. You can spend your time on strategic planning, networking, and growing your business instead of getting bogged down in administrative tasks.

Improve efficiency: 

Delegating tasks to someone who is skilled and experienced can improve efficiency. They can complete tasks faster and more accurately than you may be able to, freeing up even more time for you to focus on growing your business.

Build a strong team: 

Delegating tasks can help you build a strong team. By giving team members more responsibility, you can help them grow and develop their skills. This can lead to a more engaged, motivated, and loyal team that is invested in the success of your business.

Delegating tasks and sharing the workload

In conclusion, learning to give up control and start delegating can be a game-changer for small business owners. By delegating tasks, you can free up your time, improve efficiency, and build a strong team. It may be challenging to let go of control, but it’s essential for the long-term success of your business. 

Use the tips above to start delegating and watch your business grow!

Images by Gerd Altmann, StartupStockPhotos and radioconcept from Pixabay.

10 Tasks That Each Take a VA 1 hour

“What will an hour get me?” 

10 Tasks That Each Take a VA 1 hour

In today’s fast-paced world, time is a valuable commodity. For busy entrepreneurs and executives, the ability to outsource certain tasks to a Virtual Assistant (VA)  can be a game-changer. With the help of a virtual assistant, you can free up your time to focus on more important tasks, while still getting everything done that needs to be done. 

1 hour tasks save you money

Here are 10 tasks that a virtual assistant can complete in one hour each:

1

Conduct Market Research

Market research is a critical component of any successful business strategy. A Virtual Assistant can conduct market research on a specific product or service and compile the data into a report or presentation. This can include researching competitors, identifying target markets, and analysing customer behaviour.

2

Create and Schedule Social Media Posts

Social media is a powerful tool for businesses and individuals alike. A Virtual Assistant can create and schedule social media posts for a business or individual using platforms like Facebook, Twitter, Instagram, and LinkedIn. This can include creating graphics and writing captions, and setting the posts up on the scheduling tool of your choice. 

3

Manage Email and Calendar

For busy executives and entrepreneurs, managing email and calendar can be a time-consuming task. A Virtual Assistant can help by responding to messages, scheduling appointments, and organizing events. This can help you stay on top of your schedule and ensure that you never miss an important meeting or event.

4

Book Travel Arrangements

Travelling can be stressful, but a Virtual Assistant can help make it easier. A Virtual Assistant can research and book travel arrangements for a business trip, including flights, hotels, and transportation. This can save you time and ensure that you have everything you need for a successful trip.

Personal Assistant tasks

5

Conduct Data Entry and Database Management

Data entry and database management can be tedious tasks, but they are essential for businesses of all sizes. A Virtual Assistant can help by inputting customer information, updating spreadsheets, and organising files. This can help ensure that your data is accurate and up-to-date.

6

Edit and Proofread Documents

When it comes to business communications, it’s essential to have error-free documents. A Virtual Assistant can help by editing and proofreading documents, including emails, reports, and presentations. This can ensure that your communications are professional and polished.

7

Presentations

Presentations, created on PowerPoint or Canva, are an essential tool for business meetings and events. A Virtual Assistant can create presentations that incorporate text, images, and graphics to enhance the presentation. This can help ensure that your message is delivered effectively.

8

Conduct Online Research

Online research can be time-consuming, but it’s an essential component of many business tasks. A Virtual Assistant can conduct online research to gather information on a specific topic or industry and compile the data into a summary report. This can help you make informed decisions and stay up-to-date on industry trends.

9

Provide Customer Support and Assistance

Providing excellent customer support is essential for any business. A Virtual Assistant can help by providing customer support and assistance through chat or email. This can include addressing enquiries, troubleshooting issues, and providing solutions.

10

Schedule Appointments

For healthcare professionals like doctors and therapists, managing appointments can be a time-consuming task. A Virtual Assistant can help by scheduling appointments, confirming them, rescheduling as needed, and sending reminders to patients or customers. This can help ensure that your schedule stays organised and that your patients and customers never miss an appointment.

Many hands make light work

In conclusion, a virtual assistant can help you save time and be more productive by completing tasks that would otherwise take up your valuable time.  By outsourcing these tasks to a Virtual Assistant, you can focus on what really matters: growing your business and achieving your goals.

The above 10 tasks are just some examples. Can you think of any other ways that a virtual assistant has helped or could help you in just one hour?

Images by Firmbee, Nattanan Kanchanaprat and Leejoann from Pixabay.

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