Three tips for dealing with your fear of delegation

Here at Time Saving Heroes we’re used to working with business owners who don’t necessarily have a lot of experience in managing other people.  Some have never been employed by anyone else, and others have not had managerial positions.

That tends to mean that whilst they are brilliant at what they do, they’re not used to delegating tasks to others.  I’m not saying that makes them control freaks, but …

Hey, we’ve all been there.  If you want something doing right, and all that. The problem with releasing control, even a little bit, is the risk that a task won’t get done right, or as well as you might have done it.

However, the real problem comes when you let that stop you from passing on things you don’t need to do.  If you keep hold of everything within your business, there is a very real risk that you’ll burn out – and that doesn’t benefit anyone.

Control isn’t about keeping hold of everything yourself, it’s about managing risk and delegating what you can, to the best person, whenever you can.

If you want an extra pair of hands, or some support as and when you need it, but are worried how you’re going to manage it, our top three tips might help.

# 1 – Figure out where to focus

No matter how amazing you are, there’s only so many hours in a day. You might be happy working 10, 12, or even 18 of them but that can only last for so long, and in our experience there’s a good chance some things still won’t get done.

As a business owner you need to work out where your time can best be spent.  Yes, invoicing is important but do you have to do it?  Could someone take that over, or even automate the process to save time, so you can focus your attention on the things only you can do?

Such things could be strategic thinking, building relationships, sales, new product development and so on.  You can’t outsource those things so easily, but you can let go of the time consuming admin.

We have seen so many business owners who don’t have time to work on their business, and take it to the next level because they’re so busy working in it on day to day operations.

# 2 – What are you scared of?

Our Time Saving Heroes pride themselves on being honest and open, and we always encourage are clients to be the same. Therefore, if you feel uncomfortable about working with someone else (even though you know it makes sense to), we want you to talk about those fears.

Vague feelings of discomfort are quite disempowering and will invariably mean you don’t go anywhere.  If we can help you clarify what it is that’s bothering you, we can actually help you to address that issue and move on.

For example, we’ve had clients say before that they worry the work won’t get done, or it won’t get done as well as they would do it themselves. Some even worry that they’re inconveniencing us when they pick up the phone to ask for a task to be done, or they come across as being bossy.

The flip side of course is asking how they feel when they hold on to everything themselves, then the conversation starts to change.

I’m stressed, frustrated, sleep deprived, anxious, out of control and standing still.

# 3 – Minimise the risk

It’s all very well us saying we’re amazing, we could even point you in the direction of our reviews and client testimonials, but that doesn’t help you that much if you’re genuinely anxious about taking that first step.

That’s why we want to work with you from the outset to make sure everything goes as smoothly as possible. We’ll look at your fears and then figure out ways to put checks in place to make you feel comfortable.

Taking the above example of work not getting done, we agreed with one client to use a task management system which they could use to assign and track tasks sent to their Time Saving Hero. They could set deadlines, and monitor progress remotely and therefore still felt they had control of the situation, without having to be completely involved. Within a few weeks that fear was gone because they realised everything was completed as agreed.

 

It is scary, and yes it can feel a little time consuming in the beginning as you get used to working with someone else, but the truth is, whilst you can do anything you most certainly can’t do everything.

If you’re ready to have a chat about how a Virtual Assistant can help save you time and money, pick up the phone and call us on 0161 883 2024. We’re happy to help, and have a chat about what you might need to delegate.

 

 

It’s not about the cost, it’s value for money that matters

Last week I had a meeting with a potential client (John), who had been referred to me by a business coach I’ve worked with previously who is helping him to grow and streamline his business.

John runs a pest control business that, although still relatively young (under two years) is doing very well.  The problem is that now the phone has started to ring, and the enquiries are coming in he’s realised he doesn’t have enough time to do everything himself.

The reality is he can’t spend all day out on jobs, then go out on quotes, follow up on enquiries, answer phone calls and then send invoices.  Not if he actually wants to spend any time at home with his wife and their three month old son.

We got chatting and talked through the issues he was experiencing, and he agreed he definitely needed an extra pair of hands to help things run more smoothly.

Then we got to the really fun bit – costs.

I like to think I keep things really simple when it comes to our fees: £25 per hour for our Virtual Assistance service.

However, John immediately baulked at the idea of paying “so much” for another person’s time.  In fact, his exact response was “I could just hire an admin assistant and pay them £7.50 per hour, it would be so much cheaper.”

Now, I know John thinks he’s saying “you’re so expensive”, but what I’m actually hearing is “I’m looking at this the wrong way.”

I practically rub my hands with glee as I roll my sleeves up for this challenge.

Although John actually only needs a few hours of practical admin assistance per day, he wants someone to be around during office hours to answer his phone and handle queries.  As such, he would have to employ a full time member of staff.

The biggest problem here is that he currently operates out of the back of his van.  An admin assistance, regardless of what you paid them, wouldn’t be able to do that.  As a result he’d need to locate office space and pay a deposit to secure it.

He’d then need furniture and equipment to put in to that office space.  Having an employee on site would also mean he’d need employer liability insurance. He’s confessed he has no experience of hiring staff, and wouldn’t know the first thing when it came to establishing whether someone was experienced enough or not. His preference therefore would be to use a recruitment firm to handle all of that for him.

Taking all of that in to account, his nice cost-effective admin assistant has cost him in the region of £4,286 before they’ve even set foot in the building!

It costs nothing to get Time Saving Heroes on board. No equipment, no space, no insurance. Nothing.

That’s a considerable saving right there.

Now let’s look at the monthly costs.

By the time you factor in salary, office rent, professional fees (such as auto enrolment, payroll and HR support), NI and pension contributions our employee is likely to cost in the region of £1,776.74pm.

Alternatively, John could hire a Time Saving Hero for a maximum of 2 hours a day (as that is what he think he needs in the way of real admin support) at a cost of £1,000pm.

He could then sign up to our call handling service at £55pm to ensure his calls are answered between 8.30am and 5pm.

All of a sudden paying £17.50 more per hour has saved him £721.71 per month.

When I put it like that, he saw things differently.

We started working together this morning.

How a Virtual Assistant can turn you in to a social media butterly

If you’ve been following our blog for any amount of time, or if you ever see our other posts, you might have noticed that we think social media is an essential part of the marketing mix for any business.  Even more so for smaller businesses as it offers a fantastic cost-effective way of getting word out about the services/products you provide.

As a result, we’re always banging on about how vital it is you get involved with social media marketing.

The problem is though that social media can actually work against you if you don’t offer consistency.  Posting as and when you remember to, or when you can finally find the time at the end of a busy week is not good enough.

You need to think about what you want to achieve, decide how you’re going to do it, make a plan, and then stick to it.  All of which takes a lot of time, which you might not have if you’re busy doing everything else your business needs.

Hiring a virtual assistant with social media management experience is a great way to outsource these time consuming tasks, and take your social networking and marketing to the next level.

Here at Time Saving Heroes we can:

  1. Create social media accounts, profiles and company pages
  2. Create groups on LinkedIn and fan pages on Facebook etc
  3. Manage and generate followers on Twitter
  4. Manage activity on Pinterest (creating, identifying and pinning images)
  5. Scheduling and posting Tweets, tracking hashtags and mentions
  6. Uploading videos to YouTube
  7. Moderating and responding to comments on social media sites
  8. Answering messages and queries via social media channels
  9. Create lists on YouTube and Twitter to better manage your accounts
  10. Share important updates, news and content

 

One of the biggest problems with social media is how distracting it can be.  You log on to respond to a message, and three hours later you’re caught in a loop looking at videos of cats.

Don’t get us wrong, we love cats (Lu even has a Maine Coon cross called Kit Kat) but we’ve probably seen all the videos so tend to just get on with work now. With over 7 years’ experience of posting on various sites and managing a wide variety of business pages, there’s not a lot we’ve not come across.

 

To find out how you can benefit from our experience to help your business give us a call on 0161 883 2024 or email hello@timesavingheroes.co.uk and we’ll be happy to help.

 

 

 

Why your Virtual Assistant is your best friend

Over the last few weeks we’ve been looking at the different ways a Virtual Assistant can help you in your business.  So far we’ve talked about digital marketing tasks, outsourcing your communications, handling your social media and managing the backend processes every business needs to thrive.

Today we thought we’d look at some of the other tasks a Time Saving Hero can take on for you, to free up your time to focus on the more important things only you can do.

For example:

  1. Managing your business calendar and diary
  2. Arranging, scheduling and managing your appointments
  3. Making plans and arrangements for your business travel
  4. Personal online shopper (for corporate gifts etc)
  5. Researching prices for materials, supplies etc
  6. Editing and proofreading documents
  7. Following up with clients, suppliers etc
  8. Preparing documents and Power Points for presentations and meetings
  9. Stock control
  10. Getting quotes for work or materials and equipment

Every business is different, therefore what you find is time consuming, someone else might not.  That’s why we work with you to establish how best we can help you.

If you want to find out more and just have a chat with one of our Time Saving Heroes to see how we can benefit your business, give us a call today on 0161 883 2024.

 

If you leave your marketing until you have time, it’s too late

What do you do to promote your business?

Every business is different, but the one thing that’s always essential is marketing.  It doesn’t matter if you’ve got people forming an orderly queue for your services, you still need to market. NEVER make the mistake of thinking you’re busy, so it doesn’t matter.

Yes, you might well be busy, and therefore remembering to do all the important things like updating your blog or posting on social media can seem impossible.  But, the reality is, you should never wait until you’re quiet to promote your business.

That’s just insanity.

Hiring a virtual assistant can ensure that you can juggle everything that your business needs.  You can stay focussed on meeting new clients, or doing the physical work whilst a Time Saving Hero takes on all the time consuming, yet essential, digital marketing aspects.

Here at Time Saving Heroes we can:

  1. Manage your business blog
  2. Moderate comments via your blog, and respond where necessary
  3. Add images and tags to your blogs
  4. Create lists for email marketing campaigns
  5. Keep email lists up to date (adding and removing subscribers as necessary)
  6. Creating and scheduling newsletters and marketing emails
  7. Write blog posts
  8. Update content on your website
  9. Produce other content marketing material (infographics etc)
  10. Do research on keywords

 

If these are things that you keep meaning to do, but just can’t find the time for, get in touch with one of our Time Saving Heroes today.

Just give us a call on 0161 883 2024 or email hello@timesavingheroes.co.uk and we’ll be happy to help.

 

 

 

10 Questions to ask a Virtual Assistant BEFORE you hire them

If you’ve ever wished there were more hours in the day, or if you could clone yourself then it’s probably time you took on help.  For some people that might mean hiring staff, but not all businesses are in a financial position where they can handle that level of risk. Equally, some people really don’t want to deal with everything that having staff brings.

That’s where a Virtual Assistant can come in. No upfront costs, no training, no employee benefits, no need to find space for them or provide them with equipment, and you can be up and running within minutes.

However, we know finding the right Virtual Assistant isn’t always that easy.  It’s not a case of finding one online and saying “yeah, you’ll do”.  This person is meant to be your right hand (wo)man so you need to make sure you can work together. If you can’t, it doesn’t matter how good they are at their individual skills, it’s not going to work.

How do you find out though, at interview stage, if it’s a match made in heaven?  Whilst there’s no hard and fast rules, we’ve pulled together ** questions we think you should ask to find out more about your potential VA.

#1 – What are your core skills and services?

As with many roles, a VA doesn’t just do one thing, but equally that doesn’t mean they do all things brilliantly.

A good VA should have strong skills and extensive experience in admin settings, but they might also be proficient with social media, graphic design, website management, research, customer service, general organisation etc.

It’s important for you to know what they can offer, and what they might not be strong at so you can ascertain if they are right for your business needs.

# 2 – What’s your favourite way to communicate?

We all have a preference, for some they live on their phone, others are tied to their email. If you’re a phone person the last thing you want is to be forced in to emailing your VA if this isn’t natural of comfortable for you.

A good VA should be comfortable communicating whichever way feels best for you, but ask for clarification.

# 3 – What would you do if you realised you didn’t know how to do a task?

We all like to think we know everything, but the truth is, we don’t.  There might well be a time you ask your VA to do something they’re not able to do, which isn’t a problem; however, if they don’t handle it well it might be.

A VA that says “well, errr, I don’t know …” probably isn’t that experienced.  It’s happened to us all at some point, and there’s no shame in it.

# 4 – How do you manage conflicting deadlines, and what do you do if you realise you can’t meet them all?

Sometimes you take on work and suddenly realise there is no way you’re going to get everything done. We’ve all been there, and believe it or not, VA’s aren’t immune to this either. Whilst it might happen rarely, it is important you know what your VA would do if they were faced with it, and one of your tasks was going to get dropped.

# 5 – What do you think the biggest challenge would be in this role?

Every client brings their own challenges, and whilst no one wants to be potentially criticised, it’s also good to know your VA has given this particular relationship some thought.

A really good VA would already have highlighted potential sticking points, and will have come up with ways to handle them.

# 6 – You’re working on an urgent deadline, and your computer or internet crashes. What do you do?

Again, none of us are immune from the terrors of malfunctioning technology so it’s important to know what your VA would do if this happened whilst they were working on an urgent task for you.  Yes, they’re likely to have backups and contingency plans, but are they enough to make you feel happy should the need arise to use them?

# 7 – What are your schedule restrictions?

You might well want your VA to be available to you 24/7, but that’s unrealistic.  They are allowed a life too. Equally, you might want them to be able to respond to you during office hours, but is that practical if they have other clients?

They might be able to set aside specific days and times where they are open to your calls, or they may have a set turnaround time. Each VA works differently, and you need to make sure you’re happy working within their restrictions.

# 8 – Give an example of when you’ve proactively addressed a client’s needs

A good VA should do everything you ask them to, but an exceptional VA will do the things you don’t ask for. It can take a while, but if you have a good working relationship with your VA they will be able to anticipate your needs based on your previous requests and work habits.

# 9 – Have you ever challenged a client and suggested an alternative way of doing things?

We think one of the best things about a VA is that they’re not an employee.  They might be there to help you, but one of the best ways to do that is to bounce ideas around and provide suggestions.  They have their own experience, and they have no doubt worked within a wide number of businesses, and may have a few ideas you could benefit from.

A good VA won’t sit there and stay quiet.

# 10 – Have you ever sacked a client?

Sometimes relationships break down, and when this happens a VA is no longer effective.  It is a good idea to know if your VA has ever experienced this, and if so, what they did about it.  It will say a lot about them and their confidence.

Why are you wasting time on non money making tasks?

Here at Time Saving Heroes we know when you work for yourself you’re constantly trying to juggle the tasks you need to do to keep things ticking over, and those that will generate more income.  It’s not too bad at the beginning, when you’re just starting and maybe the phone doesn’t ring as much as you’d like. Then, the second the work starts pouring in, that takes your attention and everything else starts to slip just a little bit.

If you want to keep your eye on the strategic side of your business, why not consider outsourcing any of the following tasks to a Time Saving Hero?

  1. Receptionist duties (call answering, customer support)
  2. Lead generation (for example, LinkedIn)
  3. Creating forms
  4. Client invoicing (and sending quotes/estimates)
  5. Bookkeeping
  6. Expenses/mileage claims
  7. Preparing agendas for meetings
  8. Creation of document templates (or email templates)
  9. File organisation
  10. Data scraping/management

 

There’s so much more a Virtual Assistant can offer, but these are some of the key tasks that will allow you to focus on what you need to achieve to move your business forward.  Imagine how much more productive you could be if you weren’t constantly bogged down in the non-money making tasks that demand so much time?

To find out more simply give us a call on 0161 883 2024 or email hello@timesavingheroes.co.uk and we’ll be happy to help.