Are you sabotaging your business by hiring a virtual assistant too soon?
Discover the crucial steps you need to take before making that decision and why having solid business systems in place is non-negotiable. I'll share my personal journey and the mistakes I've made along the way, highlighting why simply hiring a VA without having systems in place is a recipe for disaster. You'll hear a powerful case study of how implementing just one of the six core business systems saved a client $700 a month and significantly boosted their team's efficiency.
We’ll explore how effective delegation can be a game-changer for your business, especially when starting with small, manageable tasks like email and calendar management. Proper delegation not only boosts productivity but also frees up precious time for self-care, helping you avoid burnout.
And be sure to listen in to hear about how a handy resource called the BizOps checklist, can help you evaluate and improve your back-office operations seamlessly.
1:44 Debunking some common myths about hiring a VA
5:14 Why it's important to create your systems before hiring a VA
9:28 Common challenges business owners encounter when delegating
14:27 How you're hurting your business when you don't delegate
20:51 How delegating is actually a form of self-care
Are you sabotaging your business by hiring a virtual assistant too soon?
Discover the crucial steps you need to take before making that decision and why having solid business systems in place is non-negotiable. I'll share my personal journey and the mistakes I've made along the way, highlighting why simply hiring a VA without having systems in place is a recipe for disaster. You'll hear a powerful case study of how implementing just one of the six core business systems saved a client $700 a month and significantly boosted their team's efficiency.
We’ll explore how effective delegation can be a game-changer for your business, especially when starting with small, manageable tasks like email and calendar management. Proper delegation not only boosts productivity but also frees up precious time for self-care, helping you avoid burnout.
And be sure to listen in to hear about how a handy resource called the BizOps checklist, can help you evaluate and improve your back-office operations seamlessly.
1:44 Debunking some common myths about hiring a VA
5:14 Why it's important to create your systems before hiring a VA
9:28 Common challenges business owners encounter when delegating
14:27 How you're hurting your business when you don't delegate
20:51 How delegating is actually a form of self-care
I hate to be the bearer of bad news, but hiring a virtual assistant is not going to solve the chaos and confusion your back office is causing. As a former VA who turned into a business operations strategist, I've seen firsthand how important it is to have solid systems in place before you bring a VA into the mix. That's why, today, I'm going to talk about some of the common misconceptions that might be blocking your business growth. By the end of this episode, you'll understand why building a strong foundation in your business is the secret sauce to sustainable growth, and you will know how to start building that foundation for yourself before you hire a VA. So trust me, you don't want to miss this. Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee-loving host and business strategist. Each week, I will share practical insights and bold strategies for six-figure entrepreneurs looking to clean up their back office and create streamlined systems. The weekly episodes will help you take control of your time, scale your business and create success on your own terms. So grab your cup of coffee or your favorite beverage and let's dive into today's topic.
Speaker 1:
One of the biggest myths that we've all heard as business owners is if you build it, they will come. We learned that that's a lie in like Business 101, right? Well, that's not the only myth that we're sold as business owners or entrepreneurs. There are hundreds of myths out there about why you need to hire a virtual assistant or a VA, when to hire them and what to hire them for. And I could talk about this for hours, but I'm not going to do that. I'll save you. And I could talk about this for hours, but I'm not going to do that. I'll save you, but I am going to address a few of the myths that are, my pet peeves being that I am a former VA. So one of the things I've heard many, many business owners say and I cringe every time I hear this is I don't really need to have systems in place, I just need to hire a VA. Well, the internet and too many of these self-proclaimed gurus give bad advice. Like you can work a four-hour week and earn six figures if you just outsource all the things that you don't want to do, but let me tell you, my friend, they don't tell you about the strong business infrastructure that you need to even attempt to make this happen.
Speaker 1:
Hiring a virtual assistant without having systems is like trying to build a house without having a blueprint. Imagine hiring construction workers and telling them to build your dream home without providing them any plans at all. That's going to be chaos, right? Not to mention you're not going to get what you want, if you get anything at all. The same applies to your business. Without solid systems in place which, by the way, are the foundation of a successful business, even the best VA can't save you from disorganization and inefficiency. Systems are the backbone of your business operations. They ensure that tasks are completed consistently, efficiently and effectively, and without them, you're just adding to the chaos rather than solving it.
Speaker 1:
Another myth about hiring a VA is that you can hire them to complete all the things that you don't like to do as a business owner. Yes, you can delegate tasks that you don't like, like, maybe, bookkeeping, or it probably isn't your expertise but everything's not that simple. Delegation is an art, and without proper systems and guidelines in place, you're setting your virtual assistant up for failure and yourself, and I've talked about this very topic on the podcast before. Let me break this down for you as a business owner, your primary focus should be to have the time and mental space that you need to complete the tasks that directly generate revenue and drive strategic growth. These are things like creating and executing your growth strategy, building relationships with your existing clients and building your network in closing sales, these tasks specifically require your unique vision, your expertise and a personal touch, and those are things that a VA simply cannot replicate. And, let's be honest, most of us don't like sales calls. But you have to make them because you need sales to generate revenue.
Speaker 1:
So if you hire a VA or build a sales team too soon and you just let them run forward, guess what? You're going to end up with chaos, because think about it, what happens when they lack the depth of knowledge that you have about your product or your service? You will set them up for failure and you will be missing out on revenue opportunities. Not to mention, you're wasting the money that you're paying them because they cannot work efficiently or effectively. But when you have systems in place, you can delegate administrative and operational tasks that can't be automated so that they free up your time, then this gives you the space that you need to focus on those revenue generating activities that only you can do. Then your VA can handle customer service inquiries. Keep your operations running smoothly by updating your existing processes as needed, while you concentrate on growing your business and generating revenue.
Speaker 1:
Now I think you get the point on this one and you can begin to understand why you need business systems before you hire a VA, because really, it's not just about offloading tasks. It's about building a solid foundation that supports sustainable growth and it frees you up to focus on what truly matters. Think about having a business where everything runs smoothly, where you can delegate confidently and know that the tasks will be completed and you know that your systems have stabilized your business operations and they support your team. That's the goal that we're working towards from this episode forward.
Speaker 1:
If you have not gotten this in place yet and I feel very strongly about this subject, not just because I started off as a VA, but when I first started my business, I was working full-time and handling all the tasks myself. I believed that if I wanted it done right, I had to do it myself. This led to long hours, missed family moments and a constant state of exhaustion, and it wasn't until I implemented strong systems in my business that I saw a real transformation, and that took some time. Honestly, some of them took years, but after I had clarity in my business and the basic systems were in place, delegating became a possibility, and that brought relief instead of being a burden. And yes, I tried to delegate several times before my business was ready and I failed miserably, but that's a story for another episode.
Speaker 1:
Now, in last week's episode, we talked about the importance of evaluating and improving your business systems to ensure sustainable growth, and how having streamlined systems can help you focus on what's important. Not to mention, systems are going to keep your operations running smoothly. So if you missed that episode, I highly recommend you go back and listen to it, because understanding how to build a solid foundation in your business is really crucial before you move on to the next step, which is building a team and effectively outsourcing. Now, despite popular and wrong belief, a VA can't create the structure your business needs. They thrive when they can work within the structure or systems that you've already established, and systems aren't just about organization. They're about creating a sustainable workflow that supports your business growth and stability, supports your business growth and stability. And once you have this foundation in place, hiring a VA will actually amplify your efforts rather than creating more work for you. Not to mention, you're not going to be wasting resources because you will know exactly where to use them, which is any place that steps can't be automated.
Speaker 1:
Now many entrepreneurs believe that hiring a VA is going to magically solve their organizational challenges. However, without streamlined systems in place, a VA can only do so much, because, again, systems are the backbone of any efficient and scalable business, because they ensure consistency, improve productivity and make it easier for you to delegate tasks effectively productivity and make it easier for you to delegate tasks effectively. Now, once you've built that strong foundation, you can start thinking about how you can build on that. But if you don't pause and think about how you can work smarter, then you're going to burn out, and that is where outsourcing comes in. But again, it's a strategic move. In addition to getting your business ready, you have to get yourself ready mentally. So let's talk about some common challenges that I've seen that business owners make in this area, and I've seen people make this mistake when starting out, and even among experienced CEOs. All of us have to pretty much do everything ourselves when we start out, and that's for a number of reasons and sometimes a number of years Having to work this way, because you haven't generated the revenue. You need to invest in some automation tools or even in people, is common. I've been there myself.
Speaker 1:
I worked my business for many, many years while working either a full-time or a part-time job, so that I can have stable, consistent income until my business grew to where I could leave my business because it was self-sustaining and that just happened a few months ago. So there is nothing wrong with bootstrapping in your business. I did it for years. My goal when I started growing my business was to make sure that it was self-sustaining. I started it that way and it has continued to be that way over many, many years. So that meant at first I had to use the free version of a lot of the tech tools and I only paid for the things that I really needed those plus features. And then, as my revenue grew, I was able to upgrade my tech stack and build out my processes for more automated efficiency. But again, that took some time.
Speaker 1:
So if that's where you are in your journey right now, you can see it's okay. You can still build out your systems, especially those related to customer service and customer care, because the experience that you can provide can make or break your business, because it has a direct impact on your brand, and I'm not talking about you know, just your logo, because that's what a lot of people still think is your brand. No, I'm talking about how people feel when they hear your name or the name of your business, but that also includes what they say about you when you're not in the room. The next part of my message is for the business owner who feels that they have to do everything themselves in order for it to be done right. Well, again, I have been here too, and that's why you'll hear me say I'm a perfectionist in recovery.
Speaker 1:
Now this sounds like the best way to operate, but this mindset leads to burnout, missed experiences in life, sleepless nights and a sense of being overwhelmed. Now, when you try to control every aspect of your business, it is very easy to get caught up in hustle mode. You start working longer hours, which is often late into the night, or you get up early in the morning because you're trying to keep up with everything. You're exhausted, so your productivity drops. This makes it even harder for you to stay on top of things, so stuff starts to fall through the cracks.
Speaker 1:
Now, beyond the physical and mental exhaustion, there's an emotional toll as well, because when you're working more than you're actually living. You miss out on important once in a lifetime events like dinners with your family, your child's games or performances, or you simply miss out on quality time with your family, your child's games or performances, or you simply miss out on quality time with your loved ones. And because you're missing out on so many different things, you're burdened down with guilt and regret, which adds to your stress levels, and that's very important to think about, especially if you're listening to this episode when it airs, which is in the summertime. This is really when most families are going on vacation, having beach trips, etc. Because the weather is warmer. So if you're missing out on those special once-in-a-lifetime moments, or while everyone is enjoying themselves, you are still head down behind your laptop. Then it's definitely time to re-evaluate what's going on behind the scenes Now.
Speaker 1:
I previously mentioned that I was working a full-time job when I started my business and, honestly, I was juggling way too many tasks because I was working long hours. I would work all day. I would come home, cook dinner, you know, clean up the kitchen, help my daughter with her homework. Then I will still have to spend like one to two hours on my business tasks. Now, while I didn't sacrifice sleep. I did sacrifice quality time with my family. So, as I mentioned, I will be physically present, but more often than not I was either on my cell phone or sitting behind my laptop working, and I thought I was being efficient, but in reality I was spreading myself thin and my family paid the price for it.
Speaker 1:
So the truth is, holding on to every task prevents you from focusing on what truly matters, that's, growing your business, but also being able to spend time with your loved one. By not delegating, you're stuck in the weeds, having to handle tasks that could be automated or that others could manage just as well, if not better. So here's what happens when you get your systems in place and you start to let go of control and delegate effectively. You have increased productivity because when you delegate routine tasks that can't be automated, you get more time in your day, and that way you can focus on more high-level strategic decisions that move your business forward. You also have better work-life integration because when you delegate, you can reclaim that time and use it to focus on your priorities again, and this reduces stress and it definitely improves your overall wellbeing. Not to mention, you can slip in some self-care, which we all need, but you also empower your team when you trust others with important tasks. This not only lightens your load, but it gives them the ability to take ownership, which will improve your company culture, and your business will then thrive because of it, because they will be invested just like you are. And the biggest perk you'll experience business growth when you have more time and energy to focus on your strategy and be innovative. Your business grows at a sustainable and efficient rate.
Speaker 1:
So now let's talk about how you can get used to delegating without having a panic attack. Small steps matter, so do not forget that. Start small, like letting your VA handle your inbox sorting, and then, over time, let go of more tasks as the trust builds up In this process. Minimum amount of time is 90 days, because you have to get to know each other in order for this to start coming together. But go into it with the right mindset. Having a VA by your side is like having a reliable partner. The right one will make sure that important tasks are handled efficiently and critical messages are never missed.
Speaker 1:
So let's talk about why email management, or your inbox, is a great place to start. Well, if you're like most business owners, your inbox is probably overflowing with messages, many of which are junk, that you don't need to be getting anyway. Sorting through these emails to find the important ones can be time consuming, but a VA can one unsubscribe you from the unnecessary email lists and one unsubscribe you from the unnecessary email lists, filter your inbox, sort your messages and then that will leave only the critical messages that need your attention. Not only does it save you time, but it ensures that you don't miss important communication from clients, strategic partners, opportunities or anyone or anything else. Now, calendar management is another area where a VA can be invaluable, but I am not talking about having someone play volleyball.
Speaker 1:
To get your meeting scheduled Catch up to the times, no matter what, you should have an online scheduler in place. This is one of the six core business systems that I've talked about on the podcast before. But even when you have a scheduling system, things happen, and this is where a VA comes in. Here's an example you get an email message that someone wants to meet to discuss your services after meeting you at an event or they were simply a referral, which is great at an event, or they were simply a referral, which is great. So your VA sees the email. They send your standard reply using your template and that contains a link to your calendar for them to schedule the call. The link is connected to your calendar, shows your availability in real time, because your VA can keep your calendar up to date, along with your assistants, but they email you back and say they can't find a day in time that works for them and they're getting ready to go on vacation in two weeks but really, really want to speak to you before then. Well, on this occasion, your VA can handle this scheduling conflict and get that meeting on your calendar. If they need to move a meeting for you, they will discuss it with you and handle that as well. This kind of support is essential for maintaining professionalism and it ensures that you can focus on those high-level activities.
Speaker 1:
Let me give you a real-life example of how this works. One of my clients was struggling with getting meetings scheduled and with having their inbox managed. They were paying a VA to handle every step of this process manually. This often meant that emails were getting missed or there was a delay in setting up meetings, even though they had an online scheduler in place. It just was not being used efficiently and the process was not documented and Buildout to include a person. So when their VA resigned with short notice, they panicked, but I saw this as an opportunity to implement a more efficient process. So we automated the parts of the scheduling process that were needed, but it still has a personal touch. So this makes setting up meetings much more efficient and it saves them a significant amount of money. Previously, they were paying a VA for 10 hours a week, and five hours or more of that was spent on scheduling and rescheduling meetings. By streamlining this one system, they have saved $700 per month and the process is more efficient. So tasks that were previously being handled manually by a VA were reassigned to team members who should have been handling those steps all along. So not only did this save them money, but it has improved their overall customer relations, productivity and morale, because this is a membership.
Speaker 1:
Now, another reason that delegation is important is because it opens up time in your schedule so that you can practice more self-care, and I talked about this a little bit earlier, but now we're going to really get into it. Self-care is not a luxury, it's a necessity. And, yes, delegation is a part of self-care. It allows you to focus on what you do best while your VA handles the rest. Not only does this help prevent burnout, but it helps you maintain a healthy work-life integration. Proper delegation enables you to fill your cup so you can continue to pour into your business and your personal life. I mean, think about it this way If you're constantly working late, missing family events and feeling exhausted, your business is going to suffer. You can't pour from an empty cup. Delegating tasks to a VA frees up your time and energy and allows you to recharge and be a better CEO. It's an investment in your well-being and the success of your business.
Speaker 1:
Now, in a previous episode of the podcast, I talked about the power of self-care in business, and in that episode, I shared practical strategies to help you really integrate self-care into your daily routine, and I talk about how this can transform the way your business operates. One key takeaway from that episode was the idea that self-care is not just about bubble baths and relaxation, because it's not. It's really about setting boundaries, saying no when necessary and delegating tasks so that you can focus on your core strengths, and that's not just in your business, that's also in your personal life. So I'm going to put a link to that in the show notes as well. Now let's talk about how you can start building the six core business systems. Well, the first step is you need to evaluate the current status of your back office, and this may not be your area of expertise, and that's perfectly okay. That's one of the reasons you're listening to this podcast, right? But that's also why I created the BizOps checklist, because it's a valuable resource that, at first, was available only inside the Mighty Society membership, but I wanted everyone to have access to this checklist. So go to the show notes, click the link and grab your free copy today. I made this available to everyone in my community because my mission is to help as many six figure entrepreneurs like you as I can get your back office cleaned up and create streamlined systems.
Speaker 1:
By aligning your business with your values, you can take control of your time, scale your business and create a life that truly supports what you want, without leaving you feeling overwhelmed. Now, if you're thinking well, shannon, I don't have any systems in place. Well, girl, it's okay, because I'm confident that you have more in place than you realize, but we need to focus on getting them out of your head and into a documented format. So documenting your processes is essential so that you can identify bottlenecks, redundancies or inefficiencies because they're holding you back. So those processes that are stored in your brain, we gotta get them on paper, and I mean in a digital format, and then you can build systems which are gonna spark the change necessary for growth, and this is not a part of the entrepreneur journey that you can skip. So if you haven't reached the breaking point already, believe me, you're going to get there eventually. And because you're listening to this episode, it lets me know that you have reached a point where you need assistance. It's a natural part of the evolution that we all go through as solopreneurs.
Speaker 1:
To avoid burnout, delegation is the key. It lightens your workload and it allows you to have the mental space and room in your schedule to focus on the things that drive strategic business growth. However, you have to create solid business systems before delegating. I cannot say that enough, but this is where the Mighty Society membership comes in. As a member, you gain access to a wealth of resources, not only the BizOps checklist, but there are other resources in there that are designed to help you build and refine your business systems. There are detailed roadmaps and templates that you can customize, bite-sized video tutorials to help you use your tech tools. The Mighty Society membership provides the tools and support that you need to create efficient systems so that your VA can perform at their best as well. Plus, you'll have access to a community of like-minded women who are also working on streamlining and growing their businesses. So go to theshannonbakercom, forward, slash membership and check that out.
Speaker 1:
So let's recap what we've talked about today. So let's recap what we've talked about today. Well, main point you need to build your systems before you hire a VA. Effective delegation and successful outsourcing requires this solid business foundation. But if you don't have well-defined systems and processes in place, even the best virtual assistant cannot perform at their best or contribute to your business in a positive way.
Speaker 1:
We also talked about the fact that delegating is important for business growth and for your well-being. When you delegate routine tasks, this will help increase your productivity, improve your work-life integration, it empowers your team and it fosters a system or a atmosphere where your business can grow sustainably, because you're able to focus on those high level strategic decisions while investing in yourself, which benefits your business. And then the third thing we talked about was some resources that you can use, which are inside of the Mighty Society membership, but you can start with the BizOps checklist Remember, a link is in the show notes for you to grab that and then you can join the Mighty Society membership to give you access to the other tools and resources that you need to build and streamline your business systems. So if you're ready to transform your business systems, streamline your operations, join us inside Again. Go to theshannonbakercom forward, slash membership or click the link in the show notes to get started and you'll get access to those resources and the support that you need from me to start getting your systems in place so that you can effectively and efficiently hire a virtual assistant.
Speaker 1:
So I want to thank you for tuning in today. Remember, it's not about working harder, it's about working smarter. So build your systems, delegate effectively and create the business and the life that you deserve. And until next time, keep calm and streamline. Thank you for tuning in this week. Remember, just listening to this episode will not get you better results. So I challenge you to break the mold and take action today.
Speaker 1:
If you're unsure where to start, book a call with me to get your questions answered about the Mighty Society membership or anything else that I mentioned. A link to my calendar is in the show notes. Not ready to take that step yet? No problem, be sure to connect with me on Instagram, at the underscore Shannon Baker. You can ask me your questions there or let me know that you enjoyed the episode by taking a screenshot, sharing it and tagging me Now, if you haven't already grabbed my free audio masterclass, why don't you just start there?
Speaker 1:
It's a great first step to assess your back office on your own, and this masterclass provides valuable insights and practical steps to help you organize your processes, reduce chaos and improve efficiency. Go to theshannonbakercom forward slash audio masterclass Now. If you haven't left a review for the podcast yet, please do so. I would love to hear from you, and it's an easy way to show some love to the podcast and help me reach more small business owners who are ready to defy the status quo. I can't wait to hear from you. So until next time, keep calm and streamline.
