Key #2: Delegate!

By Ruthie Palmatier

For many clients, getting started with a virtual assistant can be difficult.  Many of my clients are solopreneurs and small business owners who are used to doing everything themselves.  They tend to want to maintain doing things for typically one of two reasons:  either they have fears that someone else isn’t capable of doing what they do as well as they can, or they fear that the time it would take to teach someone else how to do it would take more time then them doing it themselves.  Let me ask you this.  Now that you have a virtual assistant, doesn’t this defeat the purpose?  How can anyone expect to grow a business if they hang on to those time draining administrative tasks? 

Let’s address the first hurdle of delegation.  Can someone else do what I do as well as I can do it?  The answer is yes.  And the reason I say yes is because what we are talking about is not contract negotiations or other business building activities, but rather administrative support.  Hiring a virtual assistant is all about giving you more time so you can focus on your area(s) of expertise; building your business.  A virtual assistant isn’t there to take over the operation of your company.  She is there to offer you an extra set of eyes, ears and hands so that you can gain more valuable time for either business or family matters. 

The first step in moving forward and getting started with delegating is to start making a list of everything you do in your business.  Have a notebook or mini-recorder and take notes of everything you do for a full week. 

At the end of the week separate the tasks into two categories;

#1 – those tasks that must absolutely be done by you and
#2 – those tasks that someone else can do for you.

This seems simple and it actually is.  Once you have your list sorted, take a look at the list of tasks that someone else can do for you and prioritize that list either by your sense of urgency or that which will free up the most of your time quickly.  What is it that is going to help you the most?  What will give you the most immediate benefit?  Once you determine your starting point, call your virtual assistant and get started.  Talk to your virtual assistant about your list.  Discuss the individual tasks and also the big picture of how you see things down the road.  Give her something to work on first.  Please be careful not to give her the entire list of tasks to do all at once, as that may totally overwhelm her.  Start off slow by giving her one or two tasks to work on.  Once she completes those tasks, add something else.  Before you know it, you’ll wonder what you ever did without her! 

So, what if you are struggling with the thought of training an assistant?  While initially it can take a great more time to train someone else, think of the big picture.  Yes, it most likely will take more time than doing it yourself.  Spend the time up front and train your virtual assistant to do it just like you do, then let her do it next time by herself!  Once you experience the freedom of having someone else doing that task, it will be much easier next time.  You won’t need to worry about how much training time is necessary.  You’ll have real confirmation that this is of great value to you.

Speaking of training, I can’t stress enough the importance of documentation.  As you start to train with your assistant, make sure that she documents the step-by-step instructions for each and every procedure.  Have her email you each set of instructions.  This gives you the chance to check for accuracy, ensuring all of the steps are included and in the proper order.  Have your assistant compile each procedure into a single document, using a table of contents or index, essentially building you a training manual.  This is such a great tool, that I can’t emphasize enough the value you will get down the road.  In the future when your virtual assistant needs to take time off or is ill, someone else can fill in for her and everything is that much easier for both of you. 

If you have any further questions about how to delegate to your virtual assistant, please give me a call.  I’m happy to go over the steps or discuss any other aspect of working with a virtual assistant with you. 

To your success!

Ruthie




About the Author:
Ruthie Palmatier began her “virtual” career in 1996 doing transcription work for California-based private investigators. After her family’s move to Idaho in 1999, Mrs. Palmatier returned to onsite employment as a personal assistant to a commercial real estate developer. Her career progressed and she went to work for a commercial and residential broker. 

Feeling the urge to work from home again, Ruthie investigated virtual employment opportunities. It was not long before she discovered Team Double-Click® and started transcription work for several of the company’s clients.  Before long, Ruthie had gained five clients and expanded her responsibilities into the real estate investing industry providing administrative support. This allowed one of her clients to leave their full-time job within 3 months of obtaining her services to focus real estate investment only.   In early 2005, Ruthie shifted her career into overdrive by becoming part of the Team Double-Click® Core Team. As a virtual staffing consultant, she educates and empowers current and prospective clients on the benefits of having an extra set of hands, eyes and ears. 

Team Double-Click® provides virtual assistance for small and home-based businesses. Visit Ruthie on Team Double-Click’s Web site at www.teamdoubleclick.com/teambios/Ruthie_Palmatier.html or call her at 888.827.9129 ext 87. Click to receive your free report, 101 Ways To Work With A Virtual Assistant.  If you’ve enjoyed reading Ruthie’s article, check out her blog at www.teamdoubleclick.com/blogs/Palmatier.

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