Hi guys! It’s Sophie here from Resource Worldwide. I just wanted to grab your attention for a couple of minutes today to share with you something that I experienced early on in building my business. It is something that I find to be a common topic when I am talking to our clients, and they are starting to look at gaining some support in their business. They are starting to look at building out task lists for some team members and the kind of anxiety that comes up and that definitely came up with me. 

The worry is how on earth am I going to have time to train someone and 2, how am I going to find someone who is as good at doing the tasks as I was? In my business, I was feeling really quite overwhelmed at the point that I started looking for support. I was working long days. I was a new mum, so I had got a baby. I was a first-time mum, and it was really intense and stressful. I knew I needed support. But the reason I probably waited much longer than I should have to get it was because I did not have time to train anyone. I was busy as it was. I definitely did not have time to train someone or spoon feed or babysit them. 

Secondly, I genuinely thought that no one would be able to complete the tasks in my business with the same commitment, passion, enthusiasm that I could. The reality, especially of the second point was I could not actually move forward at all, and I was running myself into the ground. So by not making time or thinking I did not have time, I was really getting myself in a bit of a twist. 

The second point is that the reality was I was never focusing on anything for long enough to do it really well. So as soon as I started to bring people into my team, they were able to focus on specific tasks. I was able to focus on specific areas. My area is always mainly based around growth, things that I am really excited about. 

Obviously, that meant that everything got done to a much better standard than when I had been trying to do it by myself. This obviously meant that our standards were raised, our revenue naturally increased, and our customer service got much better. I had the space to actually create a second business. 

The reasons for me not to get the support that I knew I needed, turned out when I got that support, actually to have just been non-existent reasons at all. So I just want to share a couple of practical tips with you. If you are in that situation, if anything I just said resonates with you, I want to say, do not worry. I have put together a couple of practical tips to help you as far as your mindset is concerned, and help you get to that point if you know you need support and maybe you just need to hear these tips to help you get over the line, which in turn will really help you build your business. 

The first tip is to be aware of what you are actually doing. What are the tasks that you do on a daily basis? What are the processes you have in your business? What are the systems? Break them down into business key processes. When you bring on a new client, for example, what is your onboarding process? What are your marketing strategies? How much attention do you give to your social media? Do you do content? When do you do content? What is your process for that? What are your sales funnels if you have sales funnels? What are your funnels for taking inventory, stock, and processing orders?

Start to think about all of the different blocks in your business, all of those different processes, and which parts of those you do. When you are doing them, you are probably not even thinking about it. So start actually thinking about what it is that you actually do. Once you have done that, my recommendation, this is what I say to all of my clients, create a manual, but do not do it in a way that is going to take time.

Like I said before, one of my big things was worrying about time to train a VA. You do not need to take a lot of time. As you are going through your day-to-day tasks, just use a programme such as Loom. It is L-O-O-M, and you can actually record your screen at the same time. As you are going through these different processes, you can be recording it, and you can turn that into a video manual. When you have got your team, you have got the videos that you need them to watch. They can keep going back to it for training as well. 

If you prefer, you can obviously write it. You can have a written manual which does take a little bit more time. But whatever you do, make sure that you put it together and save it on a drive file or somewhere that is going to be easily accessible for all of your teams. So not lots of bits everywhere, just make sure that you organise it. 

The third point is to be really clear on your vision, mission, and goals. The reason for this is so important, which takes us to point 4. That is, if you know what your vision, mission, and goals are, you are able to articulate them really clearly to your team. Once you can articulate them, and you have got a roadmap and you are able to talk about how we are going to get there, then your team is going to start thinking like you. They are going to start thinking about this vision. They are going to start sharing these goals. They are going to start thinking about this mission, feeling part of it, and working towards that as well. 

For example, I have a couple of meetings a week. I have one with the team, and I have one with the senior management team. We always talk about our vision, mission, and goals at every single meeting because I know that it just supports the company if everybody has the same understanding of where we are going. That also means that they can bring up ideas as to how we could get there. They can bring up improvements. It is really important that you have absolute clarity on this before bringing someone into your team because it is essential that you share it with them. 

The fifth and final point that I am sharing in this short blog is to make sure you have systems in place to measure performance. As I just mentioned, we have weekly meetings. We also have a daily check-in that is not verbal and just over Skype in our case. You can use Asana for that. You can also then use Trello. Likewise, you can use that to create to-do lists for the next day. And then your team member can tick them off once they have done them. You have got a way of monitoring and making sure that everything gets done so you don’t need to worry that you’re working with someone, especially if you are working with them virtually and you have got no idea what they are doing. You can monitor it all accurately and closely, and you can also have KPIs. So you could have key performance indicators, if your business and the tasks you need your VA to do lend themselves to that. 

So these are just the five really quick tips that you can start thinking about if you are looking to start outsourcing, bring some support into your business to take it to that next level, and make you realise that you are still very much in control of what is going on and the running of the business, but at the same time, you can get that additional support that you need. The last thing that I want to share is that clarity and communication are absolutely key. One of the most common feedbacks that we get when we are working with our clients who are outsourcing for the first time, is that by working with their team, it actually gets them to be much more organised because they are kind of accountable to their team members. 

If you want any extra tips, any additional support or you want to talk to me personally about how potentially you could start looking at outsourcing some of your tasks, please feel free to get in touch. We would love to hear from you and help support you as you build your business!

Sophie Dearden
Resource Worldwide