Delegation – it can be really tricky to do, but when you have someone in your team who you trust and can pass the work you don’t love to do (who can potentially do it quicker and more efficiently), it means you get your time back. But how on earth do you start the delegation process?
Often, the first part of a conversation with a business owner for me, is that they know they’re overworked, but have no idea on how to delegate tasks to someone. It can feel really overwhelming, confusing, and like you’re handing over your beloved baby to someone new. That’s totally normal – I promise!
With that in mind, here are some ways to help you figure out how to delegate to someone new, such as a Virtual Assistant, PA, or Sales Manager:
What is taking up your time every morning that you don’t enjoy? For most, it starts with the ping of a notification of countless emails! For many business owners, they have signed up to business-based newsletters that can take up time to organise, dealing with diary requests, invoice chasing, dealing with client enquiries, arranging consultations, and the list goes on. Delegating emails however, can be a tough task to delegate which is why I started with it!
Top Tips for Delegating Emails – Your emails are often a space that is incredibly personal, so I completely understand feeling wary at first. Have a discussion with the VA you have chosen to work with and discuss the preferred process from the start – which can change as you feel more comfortable. Here are some things to consider:
- How should the VA organise your inbox – organise folders, decide upon Archiving procedures, and categorising so you can easily see what needs your attention.
- Templates are your best friend! Work together to create templates for regular replies that you receive. If you are unsure on this, ask your VA to take note of the emails they are seeing regularly, and their recommendations on what templates they would advise using.
- Agree on the sign-offs. Start with little steps, and request your VA add their details at the end of each email with your agreed job title/signature for them. For example – for my clients, I sign off above their signature with “Hannah Liversidge, VA to XXXX”, this may be better for you if they say they are your PA, Sales Assistant, Office Manager – whichever sits best for you.
- Organise a separate email account. Start educating your clients to contact your VA on their own account in relation to certain requirements. For example, update your website with this email address for general enquiries, CC the new email address in replies when a client gets in touch with the agreed tasks your VA will handle (such as new product requests, invoicing, diary management etc.) with these small steps, your clients will understand the new process gradually – thus saving you valuable time.
Delegate the Design & Templating Processes
Now, you may have an array of amazing presentations that you are using regularly, or perhaps you need documents updated with new branding. This shouldn’t be a task that you have to focus on if you don’t enjoy it. Connect with a Virtual Assistant who can help organise templates that you can easily insert your content into, better yet, voicenote your presentation/documents to them and they can put the documents together for you, while you get on with other important parts of your business
Tips for delegating design work – We do need a few things when it comes to creating presentations, template documents, and packs, these include:
- Your up to date logo – preferably transparent, but not essential.
- A high resolution image of yourself – perfect for the about sections!
- Your most current professional bio (if you need this updated, delegate it!)
- Your business brand colours – if you used a graphic designer, they will be able to send the hex codes to your VA, otherwise, if you are unsure but do have a logo, ask the VA to pull the colour codes from this.
- Let your VA know the type of designs you like – modern, classic, illustrative – these are all important so the VA can make something you’ll like from the beginning.
How are you learning to delegate in your business? I’d love to hear your tips!
Are you using automation in your business? You can truly transform your business and save time when you use automation tools, but there are important ways to make sure you keep it personal. Here are my top 3 ways to use automation in your business to save you time, while still remaining personal.
1. Use email templates rather than sequences – if you want to have follow up emails from networking events, or meetings, use email templates to save time rather than automated emails, these can be made in outlook, Hubspot, Gmail, and many more. I recommend this because it means you don’t send auto emails to people you’ve already met with, and you can pop little personal notes in there too.
2. Keep space in your social media planners for reactive content. Scheduling social media is fantastic for time management, but save space for reactive content too. This means if a specific event comes up, or a national holiday that you may have forgotten about, or you just want to share the beautiful morning sky from your daily walk that day, you won’t feel you’re over posting to your account. If you really want to ensure every day is handled with your scheduling software, use alternatives such as Stories, and videos to show off a different style of content within your account.
3. Use automation tools! Tools like Zapier, Automate.io, and IFTTT.com can integrate systems amazingly, such as woo commerce and Google sheets, Eventbrite and Mailchimp tags. But, check your system first before using these tools to see if you can integrate directly. For example, hubspot integrates with Facebook leads for FREE, which means any time someone fills in your lead form, it automatically will go into your Hubspot contacts, whereas on Zapier this is pro-feature! You can also integrate Eventbrite with Facebook to share your events directly for bookings; Mailchimp and Eventbrite also have integration too, so attendees can automatically go into your contacts lists.
Bonus Tip – check out the systems you are using, take some time to really delve into the integrations on offer within your packages. You may be surprised on the amount of automation available to you, that you haven’t utilised yet because you just didn’t know they existed.
If you want some support in knowing which systems to use, or just to talk out your ideas with someone, please get in touch and we can arrange a Power Hour session together!
My introvert story so far…
On Wednesday, after 4 hours of back to back video calls (which were all amazing I must add) I sat in the sofa and Mischka looked at me, put her paw on my hand, and she understood my exhaustion. Now, I love that this situation has allowed us all to have so many more conversations, interactions, and utilise technologies that bring many of us together. However, as a self-confessed introvert, it can be incredibly draining having calls each day taking up 2 to 3 hours in total.
Now, I don’t know about you, but my usual working life is often an introvert’s dream! I have probably 1 or 2 20 minute calls on a Monday where clients are checking up on projects and sharing new ideas, and I carry out sales calls for one of my other clients which, on a busy day, 2 people answer, so this amount of calls, particularly on video, got a bit overwhelming last week.
My top tips for introverts doing conference calls
- Don’t ever do the calls back to back. I cannot stress enough how important it is to have a real break between calls. If your break is following up with an email, completing a design task, getting a cup of tea or coffee, or simply standing up and doing jumping jacks, I recommend you do it. No one is going to loose their business because you asked to do a call 20 minutes later than they asked.
- Plan your day as much as you can. If you’re having a similar experience as me, many of your clients are picking up the phone to just call you. That’s great, that shows they trust you and want to speak with you. However, if you have loads of other planned calls, let them know how long you have (with a break time for before the next call) so they know there’s a limit on the time you can speak for. You can perhaps let clients know your availability for calls, which could be an excellent solution to this. It’s then a first come first answered situation.
- Check in with yourself. How are you doing? Is today an exhausting day or have you the energy to give to more calls coming your way? If you’re getting to the peak of your giving levels, let clients know you’re now in head down work and can’t answer calls for an hour. They won’t loose their minds, they get it and probably will be grateful you’re prioritising work.
- Embrace the 40 minute limit! I was getting frustrated by the Zoom limit on calls, but it’s actually a fantastic way to prevent over talking. It keeps everyone on the call limited to important conversations, and can keep me alert and invested. Embrace that limit, I find any more than an hour and I start to falter.
Whatever you feel like right now, it’s OK. We need to take care of ourselves so we can take care of our clients and loved ones. However you re-energise, whether it be playing a game, reading a book, listening to the birds in your garden, or cuddling your dog – give yourself a chance to recharge your battery so you can go out and charge other’s.
Good luck fellow introverts, you got this.
I have been using the expert services of AmethystPA for several months now, for my social media and website needs, and have been delighted with what they offer.
Both Hannah and Dinah take the trouble to engage me with my requirements and then go away and plan their attack, based upon these needs.
They never fail to come up trumps with excellent Twitter and blog posts, and have so far created an excellent total makeover of my website, with work in progress.
I would not hesitate to recommend AmethystPA to anyone, as you would be in safe and competent hands.
Price-wise, their rates are sensible and far from expensive. Everything that is asked of them is done, and you get valuable input to enable you to consider other options.
I first met Hannah through Twitter and bringing her onboard to be my PA was certainly one of the best business decisions I’ve made so far. I’d been through quite a few PAs by the time I found her, and was beginning to despair of ever finding someone I could trust.
She’s efficient, friendly, trustworthy and reliable… everything you need in a right hand woman who has access to your business and clients. I love the fact that she supports and encourages me in whatever needs doing, and looks after the business and our clients when I need to go away for some R&R. Highly recommend the services of Amethyst, you’ll wonder what you ever did without her.