Virtual Assistant & Business Manager Advantage: 4 Steps to an Efficient, Streamlined Business

Virtual Assistant & Business Manager Advantage: 4 Steps to an Efficient, Streamlined Business

Introduction

The advantages of business ownership are alluring to many, so alluring that it draws them away from the 9-5 in search of more flexibility and opportunity. However, business owners quickly realize that they no longer work 8 hours a day, 5 days a week, they work 10, 12, 14 or 18 hours a day and 6-7 days a week! As their business grows, they are making more money but having a hard time keeping the business running due to the number of tasks that now land on their plate. This causes bottlenecks, dissatisfied clients and a life that revolves around work with little time for fun.

This is a major problem for business owners, Solopreneurs and Entrepreneurs. It causes overwhelm, stress and burnout. What is the solution? How do you overcome working 10+ hours a day and over 5 days a week? We will run through the 4 steps to running a more efficient small business that gives you the work/life balance you desire.

Step 1: Identify the Tasks

The first step is identifying the tasks you need to hand off and delegate. You can identify those tasks by reviewing these two blogs: “What is One-Hour of Your Time Worth.” and “Working On vs. Working In Your Business.” These two blogs give you an overview of how to choose the most important tasks. But to keep you from having to click off this blog, here are the tasks the majority of our clients choose:

  • We recommend choosing tasks that drain your time or energy first. Bookkeeping is an obvious first step since it takes hours every month and at tax time. But for you, that could be setting up meetings, booking travel or answering the phone to leads/prospects.
  • If you find that email or calendar management is adding up to an hour a day or more, that would be an easy task to delegate to a virtual Executive Assistant. (Your virtual EA is a part-time assistant or full-time assistant who is remote.) Delegating email and calendar management can save you over 20 hours a month!
  • Client and team onboarding. This process is usually done differently by every person on your team if there isn’t a clear process to follow. But our Business Managers create the process to save hours during onboarding and make it a consistent experience.
  • If you are having trouble identifying the tasks you should be handing off but know that you need help, book a call with our team for a free discovery call. This call alone can help you save hours in your week by utilizing a virtual support service and hiring a virtual Administrative Assistant.
Boosting Business Efficiency Infographic

Step 2: Create a Process

The second step is creating a process, standard operating procedure (SOP) or work instructions so you can delegate that task. Our Online Business Managers are experts at creating these steps so every task you delegate to a virtual Assistant or team member is clear and documented:

  • It’s not as easy as asking someone to task over a task for you. This usually ends with you feeling the need to do it again yourself since “they aren’t doing it how I would.” The truth is, no one will ever do it exactly the way you did, but you can create and refine a process that is close to or in many cases, better than how you’ve done it.
  • The goal is to create an efficient business with work instructions and processes for repeated tasks. This makes it simple to onboard new clients or staff and potentially sell the business at a higher evaluation down the road.

Step 3: Delegate

The third step is finding the right person to hand each task to. That could be a virtual Executive Assistant, Bookkeeper, Business Manager, Social Media Manager, Customer Service Representative, or Salesperson. Whether you are hiring for a new role or discovering the best person to delegate to, each process will be well documented and ready to be taken over.

Step 4: Training

The fourth step is having the right person in place to train your team members, whether they are virtual or in-person, on how to take over that task. After the training period, you should have freed up hours’ worth of tasks off your plate. Our Online Business Managers (OBM) have training as part of their process and job description. They created the process and understood it inside and out. If you would like to be hands off the training portion, the Business Manager can take over the whole process. For our clients, VEA’s OBM and virtual EA work in tandem during steps 3 and 4 to remove tasks and processes from their plate.

Conclusion

Every business owner’s goal is to be more efficient, profitable and working “on” their business, not as much “In” their business. They want to be doing tasks they enjoy and that generate revenue. If that sounds like where you want to be but can’t seem to get there with your current setup, book a discovery call with our team. In the initial call, we can discuss where you are at, where you want to be and how our experienced team can help you get there.

 

Derek Burbidge
Manager of Sales and Marketing