In order to set our clients up for success, I ask that that they do a few things on their end first so that they're in the right mindset to delegate, and that their newly hired Virtual Assistant team has a clear path to success. So you've hired a Virtual Assistant - now what?
1. Audit your work using a Venn diagram:
Start by making a Venn diagram with three sections:
"Everything I'm Doing Now" - This is everything that you do on a day-to-day basis like invoicing, checking on reports, handling client service. Expect this to be your largest, longest list. Be thorough and don't leave anything out.
"Everything I Want to Be Doing" This is all about future projects and priorities. Think of this as a "wish list" for your business. This is the list that keeps you motivated and helps you make an impact with your business.
"Everything I Can Delegate" This is the overlapping, middle circle in your Venn Diagram. You don’t have to physically re-write the things in the middle; you can simply underline or highlight them from your Everything I’m Doing Now and Everything I Want to Do lists. Most likely, there will be more from your “doing now” list than your “want to do” list, remember that a proactive, efficient VA can tackle this for you.
2. Prioritize and plan into tiers
The best way to do this—especially if you’re behind on a lot of projects—is to set up Tier 1, Tier 2, and Tier 3 priority lists. It may look something like this (very short) example:
Tier 1 : These are the top-priority tasks that must be completed within the month. They are often time-sensitive and crucial to business operations or personal goals.
Set up a calendaring system for clients to pick check-in call times
Set up new invoicing tool and inform all clients about the new process
Gather frequent flyer and hotel rewards information in one document
Set up a blog and social media editorial calendar
Tier 2 : These are medium-priority tasks that are important but not as time-sensitive. They should be worked on regularly throughout the month but can be rescheduled if needed.
Set up reporting template in Excel for client services activities
Create graphics templates for blog and social media updates
Set up late invoice reminder system (automated or manual)
Create a process for submitting for travel reimbursements
Tier 3 : Low-priority tasks that are not urgent or crucial in the short term but should not be forgotten. These tasks are great for downtime or slower periods during the month.
Create a style guide for guest blog posts
Re-format old blog posts for SEO benefits
Schedule ongoing social media posts for evergreen content
Categorize expenses from the last three months
The idea behind this is to not send your list of 100 tasks to your VA right away, but you're identifying priorities and setting realistic deadlines. Additionally, you're maintaining a clear focus on long-term goals. The idea behind creating priority tiers is to categorize tasks by their urgency and importance, allowing both you and your VA avoid overwhelm and keep a constant pulse on progress.
3. Determine how you will measure success:
You've begun working with your Virtual Assistant today. In three months, how will you be able to determine whether or not the relationship has been successuful? If you've done the previous steps in sequential order, you should have a pretty good sense of what benchmarks you want to use to measure success.
Once you’ve hired a VA, talk to them about those benchmarks for success. This helps them feel like they’re accountable to something more than checking off task lists, and it helps you feel like you’re making a good investment.
These will help maximize your investment in a Virtual Assistant and ensure that you're off to a good start.
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