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I am going to show you how to hire a virtual assistant along with the 6 tasks you must outsource to grow your business rapidly.

You know that feeling when you a make a big (ish) sale online?

(If you haven’t yet, here is an AWESOME post on how to make your first one)

Magical right?

Here is a screenshot of a recent one of mine:

proof

A grand total of $1,097.00 (don’t ask about my pricing strategy ;)) for a Play Store App Promotion service, hardly a life changing event but significant none the less.

And can you guess what made it that much sweeter?

I personally put zero time into the marketing and delivery of this sale (directly).

But how? (I hear you cry!)

Just hire a virtual assistant to start building your awesome virtual team members.

I like to call it Efficient Outsourcing.

And in fact, in the 18 months or so that I have owned this business a week rarely goes by when I invest more than 2 hours into it’s operation.

And yet it still churns out an average of $1k net profit per month (that is after I have paid the wage of the virtual team member running the business).

Last week we looked at a selection of time management techniques for marketers but in this blog post, I will explain exactly how we have outsourced our online businesses and most importantly…

How you can too.

What You Will Learn

  • How to hire a virtual assistant to help your business grow
  • The tasks that you should not be doing if you want to grow your business
  • The formula for outsourcing any task in your business effectively
  • A step by step guide to outsource any tasks (including templates)

Have you read the E-Myth by Michael Gerber?

emyth

If you haven’t, go pick it up from Amazon here and cancel your plans to go bowling tonight.

It is simply a MUST read for any entrepreneur.

However, if you don’t like reading here is my 30-second summary:

You can group every task you complete within your business into one of three categories:

  1. Technician – Writing sales copy, handling customer queries…
  2. Manager – Recruiting, reviewing performance of team…
  3. Entrepreneur – Defining strategy, researching new marketing channels…

Michael basically says that in order to be successful in a small business you must shift more of your time from the Technician to Manager to Entrepreneur categories.

And it is from the Entrepreneurial position that you are able to create a system that will operate without your direct input.

When you hire a virtual assistant you are taking the first step towards that.

And now, your next non-mandatory piece of homework for this assignment 😉

cashflow

But again, I am feeling kind so will share what I believe to be the most important concept from the book:

  • Employees – Work In A System
  • Self Employed/Contractors – Are Systems
  • Entrepreneurs – Build Systems
  • Investors – Invest Money In Systems

Pretty simple right?

So I would urge you to close your eyes RIGHT now and be honest with yourself:

Which category do you currently spend most your time in?

Because this post Is all about building your ability to become more of an Entrepreneur, to build a system that generates value for your customers AND captures value for yourself and your shareholders WITHOUT your direct involvement.

This releases your time to do whatever you wish:

To sit around eating pizza all day, to go hiking or to start another business…

The Efficient Outsourcing Formula

After spending five years in outsourcing: three in the corporate world and two in the online marketing world, I have developed the following simple, four step formula to effectively outsource any task or process.

Step #1 – Identify Tasks To Be Outsourced

If you are going to hire a virtual assistan, you need to start thinking about your business and where within it, you spend you time.

Then simply download this free tool that we use in our online businesses to identify which tasks and processes within your business are outsource friendly.

hire a virtual assistant for these tasks

You will need to enter each task you operate in your business in the “Tasks” column and then input a numerical value between 1 and 10 into the next 5 columns.

The tool will then provide an opinion as to whether this is a task that should/shouldn’t be outsourced in your business.

Did you know that Matthew himself spends 3 hours logging into over 200 affiliate accounts every month manually to get the numbers for his income reports?

That is a perfect example of working in the system rather than building it and is a task that he should be outsourcing – bad Matthew!

Step #2 – Perform The Tasks To Be Outsourced

This is the crucial step that most people miss.

Once you are aware of the tasks that should be outsourced within your business it is vitally important to have a good idea of how the task or process is performed yourself.

This enables you to both optimise the process and to understand how much time needs to be invest to achieve the desired end result.

Step #3 – Create Working Procedures

And for my third and final book recommendation: Work The System by Sam Carpenter.

It’s an awesome story about how Sam turned his small business around from chaos to a well-oiled machine through the use of documentation.

workthesystem

Each process you outsource must have an associated Working Procedure – a document detailing exactly how the process is performed in either written, image or video format.

Here is the Working Procedure template we use in our business:

working procedure

And here is an example of a completed working procedure for the creation and posting of social media content for one of our online business.

For bonus points, you can use Screenflow to create videos of you/your team members completing the process.

Step #4 – Train Your Team

If you are the person that has created the Working Procedure for each process in your business then it is your responsibility to train the person who will be taking the responsibility in the future.

To do this, we perform both:

  • Forward Job Shadowing – You operate the process whilst your team member observes
  • Reverse Job Shadowing – Your team member operates the process whilst you observe

It is only when all four of these stages are complete that you can step back and allow the process to operate independently of yourself.

One of the biggest mistakes with outsourcing is a lack of training and the expectation that everyone knows precisely how you want things done.

The better the training you provide, the less time you will have to spend managing people.

6 Online Marketing Tasks That You Should NOT Be Doing Yourself

So now you aware of why you should be outsourcing AND also the step by step process to outsource any task efficiently, let’s get into the 6 specific online marketing tasks that you should NOT be doing:

#1 Managing Your Social Media & Content Strategy

Every online business needs a social media and content strategy, as let’s face it, content is the language of the internet and your social media accounts are the megaphones (if used effectively).

Furthermore, a content strategy cannot be effective without a well thought out social media strategy (and vice versa).

So, to build an audience of die-hard fans that love (and share) your content you need to consistently invest time in a number of tasks consistently day in day out.

  • Managing content production
  • Scheduling content
  • Keyword research
  • Researching content pieces
  • Ensuring social content is native to each network
  • Creating a posting schedule
  • Reaching out and interacting with your audience
  • Ensuring leverage of niche relevant hashtags

Time, which for you…

Could be better spent elsewhere.

This is your first opportunity to engage the four-step formula for outsourcing outlined above…

And to help you on your way-

Want to learn more about our content and social strategies? I send out my best actionable and bootstrapped marketing tip each Wednesday and you can jump in here.

#2 Keyword Research

There are parts of the keyword research process that SHOULD NOT be outsourced and those that definitely can. For example, you must define the high level strategy, though the time spent to gather data in the category you target, is a great candidate for Efficient Outsourcing.

It is also crucial to track ranking for your targeted keywords over time to enable you to measure the results of your SEO efforts. This is the template we use, feel free to make a copy and then download.

keyword tracker

#3 Filtering Emails & Managing Your Calendar

Waking up to a pre-organised and filtered inbox and calendar is a wondrous feeling.

It leaves clarity of mind, which you can use to direct straight into your most important tasks that morning.

However, in order to set this up with your virtual team member you need identify strict guidelines:

  • Folder structure and guidelines
  • Structuring calendar invites
  • Time availability
  • Emails to unsubscribe to
  • Emails to reply to

For the following tasks:

  • Replying to/unsubscribing from and categorising emails
  • Collating content for your consumption
  • Monitoring Google Alerts for specific keywords
  • Scheduling and setting up appointments
  • To do list creation

Finally, it is important to note that outsourcing email and calendar management is definitely a learning process and the greatest time rewards will be experienced after a number of months working with your virtual team member.

#4 Managing Your Email Lists

Growing your list is a crucial task for every online marketer, and guess what?

These time sucking activities do NOT classify as “List Growth” tasks:

  • List hygiene
  • List segmentation
  • Subject line analysis
  • Scheduling auto responders
  • Simple replies to customer requests

No, these tasks come under the category of “Email List Management”, and fortunately, these tasks are ideal outsourcing material.

Thus as your list grows, you are able to continue to focus on the high leverage “List Growth” tasks, enabling further growth.

#5 Customer Service

As social media amplifies the effect of word of mouth marketing, it is of paramount importance that your customer experience is flawless.

Now, you may feel that as business owner you are able to provide the best customer support…

And you are probably correct.

However, is that the best use of your time?

Would your customers prefer that you spend 4 hours per day addressing menial support tickets or developing that value new product they have been waiting eagerly for?

Ok, so as ever, let’s follow the four step formula for Efficient Outsourcing, perform the “Customer Service Representative” role for a couple of days, create the Working Procedure and then hand over to you enthusiastic virtual team member.

#6 Helping To Hire a Virtual Assistant

It is likely that after you have effectively outsourced the above 5 tasks that you have been able spend significantly more time working “on” your business as opposed to “in” your business, which unsurprisingly leads to growth.

So what next?

Well you need to hire a virtual assistant for other tasks as well. You need to grow your team.

We personally like to follow the old adage: “Hire Slow, Fire Fast”.

As “getting the right people on the bus” is of paramount importance to the success of any business.

Thus, it is best that you as the business owner, has the final say on each hire you bring into your business, though that does NOT mean you have to perform the following tasks that consist of a robust recruitment process:

  • Advertising vacancies
  • Screening candidate CV’s
  • Initial interviews
  • Designing and distributing test tasks
  • Candidate communication

BONUS – Social Media Buzz

Ok, here is a sneaky little bonus…

Over the past 2 years of failing miserably with social media, I have finally found the secret.

Not that it is a really secret, in fact, it is blazingly obvious, it’s just that I was too selfish to realise.

For me, the key to being effective on social media is by reaching out and making an effort to develop relationships first, not waiting, selfishly posting your own links for people to come to you.

And if you do this consistently over time, you will build real, genuine connections with people and will ultimately gain a following.

So how do you do this?

By taking small steps each day to reach out and appreciate other people’s content.

e.g.

  • Liking, commenting and sharing on Facebook
  • Favouriting, retweeting and replying on Twitter
  • Liking, commenting and following on Instagram
  • Liking, commenting and sharing on LinkedIn

And you can probably guess what I am going to say next…

Yes, some of these tasks do not need to be completed by you (I do NOT advise completely outsourcing your social media presence).

You can instruct your virtual team member to complete a number of actions each day on each social media platform and over time, you will be amazed at the increased engagement you have with your own posts.

WARNING – I would be hesitant with to outsource commenting on any social media network until you are completely confident of your virtual team member’s judgement and tone of voice.

Wrapping It Up

Ok, so we have been through:

  • How to hire a virtual assistant to help grow your business
  • The tasks that you should not be doing if you are looking to grow your business
  • The formula for outsourcing any task in your business effectively
  • A Step by step guide to outsource each tasks (including relevant templates)

Awesome right?

You simply cannot beat the feeling of getting your first “zero direct time” invested sale!

Because trust me when I say that the initial time invested into efficient outsourcing will definitely be worth it.

However, if you do not wish to wish to spend your valuable time on recruitment, you could pop over to Virtual Valley and hire an awesome Virtual Team Member in 5 minutes and 7 clicks (yes we timed this 😉 as we have spent months built a fully curated database.

Feel free to link to your online business below, I will take a look and will outline what I believe to be the highest leverage tasks to outsource to start building your business system and regaining your time TODAY.

87 Responses

  1. 1.19.2016

    Really helpful tips to grow personal business

    • January 19th, 2016 at 3:38 pm

      Do you have any Va’s currently?

      • Mohammad Umair
        January 20th, 2016 at 3:21 am

        If you need one drop a mail.

    • Tom Hunt
      January 20th, 2016 at 6:16 am

      Thanks Mahbub!

      And yes are you currently outsourcing?

      Thanks
      Tom

  2. 1.19.2016

    Great topic! I definitely have found a good rhythm with this as well. I do the keyword research myself (which is crucial) and then outsource the writing. The big trick is finding good writers, once you nail that down its just a matter of time + consistency.

    I highly urge anyone starting out like Tom said above, there are parts of keyword research that should not be outsourced. Also, you should have a deep understanding of how keywords are working on your site, don’t trust someone else with this.

    • January 19th, 2016 at 3:38 pm

      Yeah I have to agree with you that finding writers is HARD WORK to say the least!

      • February 8th, 2016 at 8:25 am

        It took me a while to get a good writing team together for NicheHacks.

        Everyone I tried out was a decent writer but to get people working with you to come up with good ideas, writing in a style your audience like and can connect with, finding people who hit the deadlines and were reliable etc was the hardest part.

        I found you really need to hire guys who specialize in your niche and have in the trenches experience not generic content writers who will writ eon anything they are paid to.

    • Tom Hunt
      January 20th, 2016 at 6:17 am

      Hey Brian,

      Awesome that you have clarity on the tasks that should/shouldn’t be outsourced, this is crucial.

      And yes, to be honest, I have not had great success with finding outsourced writers, do you have any sources?

      Thanks
      Tom

  3. 1.19.2016

    Great post, lots of value here…oh and I did head over to Amazon and grab that book. But…I have to vehemently disagree with the “hire fast, fire fast” thing. For me it has been a colossal waste of time and money. I don’t outsource, I hire. When you as a marketer or business owner start making 5 figures/month I would rather hire someone locally once and pay 2K per month than go through 20 people to find someone who works for $500 per month. To me, and your mileage may vary, it’s nickel and diming in the WORST possible way. In house makes it easier for me to catch and fix problems before they completely f**k up my s***.

    • Tom Hunt
      January 20th, 2016 at 6:20 am

      Hey Laurie!

      I see your point… and totally agree with the advantages of hiring as opposed to outsourcing.

      It is awesome that you have the luxury to expend that amount on labour, as I wrote the post for others that are maybe less successful that REALLY need to free up some time to spend on the higher leverage tasks in order to reach your level :)

      Thanks for reading and leaving an insightful comment!
      Tom

  4. 1.19.2016

    Very powerful article as usual. I really needed something like this ,irt was as i was getting sunk in work before i ever did the work. If you can share about overcoming analysis paralysis as an entrepreneur i will appreciate. Sometimes i just get really overwhelmed by the task at hand.
    Then one more thing can you throw a little more light on the third book you recommended on workflow/system
    Thanks for all your wonderful content.

    • Tom Hunt
      January 20th, 2016 at 6:25 am

      My pleasure Abdul!

      Re. analysis paralysis, here is an awesome post from the Virgin Blog:

      http://www.virgin.com/entrepreneur/how-to-avoid-analysis-paralysis-and-make-better-business-decisions

      I think it’s useful to spend 30 minutes at the start of your day to understand and review your 3 month, 6 month and yearly goals and then assign tasks based on those :)

      And re. Work The System, here is the synopsis:

      http://www.workthesystem.com/book/synopsis/

      But the overall concept is that you should build a system and that you should NOT be part of that system but are responsible for it creating value for your customers, definitely recommend!

      Thanks for reading and let me know if you have anymore questions :)

      Thanks
      Tom

  5. Appul
    1.19.2016

    Hi Tom,

    Awesome writing man. Powerful and meaty. Unusual to see so much info packed in 1 post. Well done.

    My best takeaway from the post: Rich Dad’s Quadrant.
    d***! how did I missed that in the book. Cool.

    But, it was really difficult to find your site Tom. Had to scan the article 3 times. Would love if you can drop a link at the end of post.
    Nevertheless, waiting for Wednesday!

    Congrats on another great piece of content Mathew.
    Just shared on Twitter.

    Cheers!

    • January 19th, 2016 at 3:35 pm

      That is my fault so I moved a section to the end and updated it :)

      • Tom Hunt
        January 20th, 2016 at 6:26 am

        Thanks Matthew!

  6. 1.19.2016

    Hi Matt awesome article!

    I’m going to check out the ‘Work The System’ book it’s exactly what I need this year.

    Thanks again :)

    • January 19th, 2016 at 3:33 pm

      Glad you enjoyed it!

    • Tom Hunt
      January 20th, 2016 at 6:26 am

      YES, it will change your business mindset 😉

      Thanks for reading!
      Tom

  7. 1.19.2016

    What perfect timing! I just hired my first VA on Upwork and it’s going great so far. I tested out two different people and one outshined the other on every level.

    I’ll be starting out slowly – 5 hours per week, and increasing her time as my business grows.

    I know this will be a HUGE step in getting out of my day to day small tasks and really taking my business of niche sites, WP ComPEAR, and Ultimate Azon to the next level!

    Great info and perfect timing Matthew.

    • January 19th, 2016 at 3:33 pm

      That is great to hear, hopefully this person will become your first full time staff member – but if they are as good as you say, be careful someone else doesn’t snap them up!

    • Tom Hunt
      January 21st, 2016 at 3:36 pm

      Go Dave!

      Keep us updated with how it goes :)

      Thanks
      Tom

  8. 1.19.2016

    Nice pooost m*d*fakaaaaaa

    <3

    • January 19th, 2016 at 3:31 pm

      ka-mudda-fecking-super-mega-wow-wow-pow!

      • January 20th, 2016 at 12:29 pm

        WUUBLE DUBLE GOOD BUBB!

    • Tom Hunt
      January 20th, 2016 at 6:27 am

      This made me LOL.

      Thanks for reading Marc!

      • January 20th, 2016 at 12:32 pm

        Hi! Look at me! I’m Mr. Meeseeks

        hahaha i’m joking, I’m just Marc.

        Thank YOU for tell me my comment made you LOL, LOL!

        B)

        • Tom Hunt
          January 29th, 2016 at 3:47 pm

          Haha!

  9. 1.19.2016

    Awesome post Matthew!
    Check out my stuff at http://www.zbooks.co , I’m sure you’ll find a bunch of wasteful tasks I could eliminate!

    • Tom Hunt
      January 20th, 2016 at 6:30 am

      Hey Eric!

      Had a quick scan and initially think that you could gain some real leverage on your time by documenting all your processes for content creation, content promotion, content ideation and social media and then handing those off to an outsourced Team Member (if you are not doing so already!)

      I believe this will enable you to think more strategically about your biz, let me know your thoughts :)

      Thanks
      Tom

      • January 20th, 2016 at 9:16 am

        Thanks for the quick reply Tom!
        Yup, THANKS for the spreadsheet template – I’m identifying tasks right now.
        Then I’m going to do what you said above, for example.
        1. Write down the process of repurposing my content e.g. YT video > Slideshare
        2. Then outsource that.
        More to come…

        • Tom Hunt
          January 21st, 2016 at 3:33 pm

          Keep me updated!

          • February 3rd, 2016 at 8:53 am

            It’s goin’ “OK”. It worked rather well actually -semi- automated the YT vid to slideshare. -BUT- it’s hard to allocate the one or 2 sign-ups to that.
            Next step is to fully automate the process and let the SC post the slideshare too.
            Well it’s promising to say the least!

  10. 1.19.2016

    I would love to know your thoughts! Thanks for all this great info!

    Warm regards,
    Sara

    • Tom Hunt
      January 20th, 2016 at 6:27 am

      Hey Sara,

      Thoughts on…?

      Thanks
      Tom

  11. 1.19.2016

    Great Tips Matthew, essentially all of the simple (Yet important aspects of business) could be easily outsourced. Super great value, much appreciate it!

    Happy New Year!

    Ralpheal

    • Tom Hunt
      January 21st, 2016 at 3:33 pm

      My pleasure Ralpheal!

      What are you currently working on?

      Thanks
      Tom

  12. 1.20.2016

    I really liked this article. It seems that systems is the new black for small business owners.
    Just a quick comment, and I might be wrong here, but is the Paypal customer ok with his name listed in the example?
    Best regards,
    Harke de Vlas

    • Tom Hunt
      January 21st, 2016 at 3:34 pm

      Hey Harke,

      Thanks for the feedback and I actually missed that!

      Will contact Matt to replace image, thanks for spotting :)

      Regards
      Tom

  13. 1.20.2016

    An amazing article and free templates :) Thank you for your interesting thoughts!

    If you do everything yourself, it’s always a problem indeed. This is exactly the thing which hinders development. Outsourcing makes work easier.

    Nevertheless, it can add new challenges in case something isn’t organized properly. You have to control a maximum of one or two virtual assistants yourself, and they have to control all the others. I have been on different sides during my life: did everything myself, then managed employees, and now again I do everything myself :) But it’s like that just because I’ve changed my life. Soon I will fall back into my old ways, I need to hire assistants.

    Automatization of everything also helps a lot. It took me a couple of hours simply to enter passwords to my accounts. Now everything is done automatically (and I didn’t forget about safety!).

    • January 20th, 2016 at 10:15 am

      What are you using to manage passwords and password access across teams?

    • Tom Hunt
      January 21st, 2016 at 3:36 pm

      Hey Michael,

      Fair play for going through everything and getting back to “solopreneur”, what would you differently if/when you hire again?

      Thanks
      Tom

      • January 22nd, 2016 at 5:47 pm

        I will give more freedom in decision making. I want to hire people who are eager to work with me and help me, and not those who I will make do that. Draw up a monthly plan and once a week find out whether there are any questions to me. I will suggest using Toggl for a personal control (I have been using it for a year myself and I’m very pleased with the results).

        • Tom Hunt
          January 29th, 2016 at 3:46 pm

          This man knows his stuff!

  14. Duncan
    1.20.2016

    Hello

    Just been going through the comments and saw that people are complaining about a good writer. Not that I am promoting my services here, but I wanted to say that I am a writer and I would like to offer my services.

    Feel free to ask for a sample of my work, give me direction and we can pick it up from there. Mathew, I also invite you to give me a try

    • January 27th, 2016 at 5:04 pm

      Are you really an e********** guru? I had to remove your link

      • January 29th, 2016 at 5:49 pm

        Hello Mathew

        Yes, I am an affiliate marketer for the book I am promoting via my website. So feel free to ask about ED and PE and I’ll grant you an answer!

        • February 1st, 2016 at 7:14 pm

          Hahaha Duncan, I’m not sure if I should take you seriously but if you are really an e********** guru answer me this-

          What is the best way to spiderman someone?

          • February 3rd, 2016 at 1:53 am

            Hey Mathew

            To answer your question, I will tell you the best way to spider man some is to follow the following procedure:

            Just before you e******** when having s**, catch your rode in your hand, position yourself, then aim your protene into your partner’s face and shoot to forma a web sling just like spider man would do!

          • February 3rd, 2016 at 8:31 am

            Wahahahaha its true! You really are an e********** guru =D

          • Duncan
            February 3rd, 2016 at 10:48 am

            Well then, get the books for tips on my affiliate site , become the stallion you’ve always wanted to be! If you ever need a writer or know some who wants one holla at a brother!

    • Tom Hunt
      January 29th, 2016 at 3:46 pm

      You don’t like my writing bro? 😉

      • January 29th, 2016 at 5:47 pm

        Your writing is exceptional Tom, I just noticed that you said you find it hard to get a decent writer. Since I am one, I am merely extending my services bro!

        Care to try me out?

  15. george d
    1.22.2016

    Wow
    Matthew, you should write with huge font as bold “PAID POST”
    on top of this article
    your posts getting worse and worse everyday
    and i am unsubscribing now

    • January 25th, 2016 at 10:04 am

      Wow
      George, you should not “JUMP TO CONCLUSIONS”
      in your comments
      this is not a paid post
      all sponsored posts are marked as such

    • Tom Hunt
      January 26th, 2016 at 6:16 am

      Hey George,

      Thanks for reading!

      And I can confirm that I didn’t hand over any moneys to Matthew for kindly letting me post on his blog.

      Did you feel as though there was not enough value in the post to justify the link?

      Thanks
      Tom

  16. Taimur
    1.23.2016

    Great article as always.

    I want to hire someone who can promote my android apps. Someone who already know how to promote an app. I am still waiting for an article here on app promotion. BTW what do you think about hiring people on fiverr they are cheap but most of them are using bots

    • January 25th, 2016 at 9:57 am

      I think you get exactly what you pay for – nothing more, nothing less.

    • Tom Hunt
      January 26th, 2016 at 6:17 am

      Hey Taimur,

      I think Fiverr is great for certain specialised tasks (logo design, podcast editing), but no so great for others!

      Let me know how that goes :)

      Thanks
      Tom

  17. 1.23.2016

    frankly matt,I find it very hard to manager social accounts. surely this post was created for people like me. what do you think is the average to pay a VA?hopefully I will get a dedicated one. this will make me concentrate on other things.and lemme go a bit off topic. what do you think bout revenue sharing with authors.?

    • January 25th, 2016 at 9:57 am

      Prices really vary dependent on location and ability, but one thing is for sure with VA’s – you get what you pay for!

    • Tom Hunt
      January 26th, 2016 at 6:19 am

      Hey Rexusmo,

      You could hire a VA to manage your social media account for around $4-6 per hour, we have a whole database over at Virtual Valley :) (www.virtualvalley.io).

      You could also head to OnlineJobs.ph or UpWork that also have big, awesome databases :)

      Thanks
      Tom

  18. 1.24.2016

    I think the biggest reason people are afraid to outsource isn’t because of the cost or the work involved in hiring suitable employees – I think they’re just control freaks. I won’t lie though, I’ve been there. You just have to learn to let go.

    • January 25th, 2016 at 9:55 am

      Hahaha true story :)

    • Tom Hunt
      January 26th, 2016 at 6:19 am

      YES Todd, so wise!

      Do you have any tips for letting go?

      Thanks
      Tom

    • February 2nd, 2016 at 11:13 am

      Todd – you hit the nail on the head. All the planning and schedule is for squat if you don’t let go. Especially your last comment “learn to let go”. It doesn’t happen right away and finding your comfort zone along with planning it out goes a long way.

  19. 1.27.2016

    Good post! Actually, I ‘ve read both books, The E-Myth revisited, and Rich Dad’s cashflow Quadrant. Both are excellent. Thank you for sharing!

    • January 27th, 2016 at 11:59 am

      Which one did you prefer?

      • January 29th, 2016 at 12:36 pm

        I liked Rich Dad’s cashflow Quadrant, because I am a big fan of Robert Kiyosaki. For long years, I love his entrepreneurial teaching and motivational lectures. He is a “real” guy.

      • January 29th, 2016 at 5:01 pm

        I liked Rich Dad’s cashflow, because I am a big fan of Robert Kiyosaki.

    • Tom Hunt
      January 29th, 2016 at 3:44 pm

      Legend!

  20. 2.1.2016

    Great read! I’m working on putting my own virtual team together and outsourcing more.

    • February 1st, 2016 at 6:56 pm

      I hope it all goes well for you Darius :)

    • February 2nd, 2016 at 8:18 am

      YES Darius!

      Let me know if you need any help with that 😉

      Thanks
      Tom

  21. 2.3.2016

    Hello All,

    I thought the article was great and informative, but had a quick question. The add on templates to help organize is there a reason they are formatted in German, well I think it’s German, lol ?

    They look like they would be of great assistance along with your explanation of them, but can’t understand the text in the cells.

    Am I missing something or did someone change the language?

  22. 2.8.2016

    I’ve gotten big on the automating, outsourcing and templatizing thing over the last while.

    Hired a writing team for my blog about a year ago and have a solid and reliable team in place now.

    Hired a VA from my own audience several months ago. He wasn’t a VA before he worked for me, it was his first job of this type, but he knew all about my business and was a big fan so that worked out really well as he knows what we’re trying to do. The VA stuff was easily learned as I documented it all.

    I’ve eliminated any tasks that I didn’t have a big WHY for. If I couldn’t really see why we were doing it or it wasn’t producing big results / making money it just got scrapped.

    Many other tasks like social media posted were automated and outsourced.

    Still have a few more things to outsource but so far all good.

    Have far more time to work on the big picture now I’m not wasting 2hrs every day on email, another hour on Facebook, having to write content, and do all the small tasks.

    I thought Matt would be super efficient at this. But then again he does 80hr weeks so maybe not. 😛

    • February 8th, 2016 at 9:51 am

      I am miles behind on this front when it comes to the day to day operation of this blog and I will have a team in place in the next 3 months to help.

      How are you delivering your training to the team and how are you managing them?

      • February 8th, 2016 at 11:27 pm

        I just documented any training into step by step PDFs and gave examples for everything and send them to them.

        Managing them isn’t too difficult.

        My VA we chat most days via email about tasks or when he sends me anything to look at. He knows his daily and weekly tasks and we use Trello to add tasks to. Most his week to week tasks are the same.

        The writing team we talk once a month to come up with topics and then again when they are written for me to check on them mostly.

        We might only talk 3 or 4 times a month but it’s enough as we’ve already gone through the process of how articles should be and what is expected.

        I created editorial guidelines for posts, an audience data sheet, and created a list of problems my audience had on Trello along with potential article ideas and articles I liked so they can refer to them.

        I also forgot to mention I outsourced the research and writing of the niche reports we give away in the membership site.

        Have 4 freelancers I work with who’s sole job it is to do these. I give them the topics and they do the rest.

        This was something that took a while and we went through lots of people to get to the current team.

        I hired “researchers” and “report writers” on ODesk. To begin with most of them didn’t submit anything close to what expected

        I had people completely ignore everything I told them and write random articles on topics and send me all sorts of unrelated work like telling me they’d done SEO on my website for me (w**?!) to people getting them half right.

        This was in part my fault as I didn’t have clear guidelines, and step by step instructions.

        The secret to getting it right was to go through the process myself several times, work out where exactly to get the information from and how, document and template it, provide examples and then give them to the researchers.

        Now basically they know exactly where to go for each piece of info and just fill in the blanks on the reports. It’s a step by step process that never changes.

        I found that if there was anything that had to be done through ‘common sense’ then you better forget about it as no one has the same knowledge / experience as you do and what you think is common sense isn’t to someone else (especially when using relatively inexpensive freelance workers found on job sites)

        Then I provided feedback and guidance to them for their first few reports until they got the idea.

        I still have to get some minor changes made on reports now. There’s always some bits that throw them off but largely it’s a stress free process.

        This process can probably work for whatever you’re hiring for.

        1. Do the process yourself several times until you’ve got it spot on.
        2. Document it and write it down step by step
        3. Create examples for them to refer to.
        4. Make the process so simple (where possible) that they are just ‘filling in the blanks’
        5. Hand it over to them
        6. Provide detailed feedback on the first few jobs until they get the idea
        7. Constantly check on quality (or train your VA to do it)

  23. 2.17.2016

    How can we trust the people who are doing outsourcing in the right way or not sir ?

    • February 17th, 2016 at 10:02 am

      Your interview process will filter out most of the riff raff and then its a case of reviewing work/feedback

  24. Darryl Ng.
    3.27.2016

    Great article for someone new like me!
    Recently I’ve just purchased a website and I’m still figuring out what are the tasks that can be outsourced!
    Would you mind enlightening me?

    • March 29th, 2016 at 12:18 pm

      That is something that is personal to your business, just keep a list of things you do

  25. 5.22.2016

    Another little trick I use is to make sure to file any chat correspondence in training from skype into a file sharing system so new people can just read all the answered questions from the last person creating your manual for you automatically.

    • May 24th, 2016 at 10:51 am

      Ahhh that’s good, you could perhaps go one further and just use that as a basis to create a quick FAQ

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