How do you know when you’re ready to outsource?

If you’re asking the question how do you know when you’re ready to outsource that’s a good sign that it may be time to hire a virtual assistant or an online business manager. 

Too small for outsourcing

You’re barely making any money in your business are you too small for outsourcing? However, let me ask you could someone else do the job better and faster? 

For instance your social media. You could easily have someone else manage the posting and you can handle the engagement. 

To clarify, with outsourcing, it doesn’t have to be hours and hours. You could find a virtual assistant to help with a few small pieces of your business. 

Keep a log of where you’re spending your time. What tasks do you despise? What tasks do you love to do and it causes you to procrastinate on income-generating tasks in your business?

Okay, Friend, you see all the signs that you're ready to outsource

Now you ask, who’s the best fit to outsource tasks to in your business? First of all, this is determined by what stage you’re at in your business. 

Therefore, let’s take a look at the different service providers' roles to figure out who’s the best fit for you and your business. The roles are a Virtual Assistant (VA), a Techie Virtual Assistant  (TVA), Certified Online Business Manager (OBM) or all of the above. 

Depending on what stage your business is in all three may be what you need to take your business to the next level.

Virtual Assistant|VA

Commonly, your first hire is going to be a virtual assistant, that special hero that gets you back to why you started your business and take all those routine day-to-day tasks and creates more time in your day. Hallelujah! 

Friend do I need to remind you that wearing the busy badge will not generate more income in your business? Stop trying to be everything to everybody and just focus on what you do best. 

A Virtual Assistant will get you out of your inbox, organize the to-do list, protect your priceless time on your calendars, simply be the organization and time-saving hero for you and your business. 

In short, a Virtual Assistant will be a doer of all the routine day-to-day tasks that you have in your business. 

Techie Virtual Assistant|TVA

Do you need to learn a new skill or fine-tune a skill to take your grow to the next level?

A Techie Virtual Assistant is going to be a subject matter superstar on a software application. 

The Miss Task Team is a group of Techie Virtual Assistant or Subject Matter Superstars. Our Techie Superpowers are working with WordPress Website Design and email service providers, such as MailChimp, MailerLite, ConvertKit, and Ontraport. We also work with the all in one platform Kajabi. 

To sum up, a Techie Virtual Assistants take the hassle out of having to learn a new skill. Leaving you more time for income-generating tasks in your business. 

Online Business Manager|OBM

An Online Business Manager or OBM for short. An Online Business Manager actually supports the business owner and manages the business. 

An org chart for an online business would have the OBM directly under the owner managing all the team members. The focus of the OBM is on the how and the who. How the vision of the business owner is going to be carried out and by whom. 

We manage all of the things. An OBM manages all the people, all the operations, all of the things that are going on with the projects that you have in your business so that you're able to focus on your vision and the income-generating tasks that only you can do in your business. 

Two Resources

What? Yep, I have two resources that you could download. First is my Overwhelmed to Outsourced Planner. Second, is my 100+ Ways An OBM Can Boost Business. 

Want to know if we would be a good fit? Fill out an inquiry form and let’s chat. 

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How Can I Increase My Chances Of Success As A Solopreneur? 

How can I increase my chances of success as a solopreneur? Find yourself a business bestie that will hold you accountable for achieving the big scary commitments that you’ve made to your online business.

But, not anyone will do in this situation, Friend you need to find an accountability bestie that,  umm, will not be hesitant to actually keep you accountable to the commitments that you’ve made to your online business. Maybe one that will do a happy dance with you when it is achieved. 

Where do you start

Once you find your accountability bestie, you’ll want to outline your commitment that you’re striving for. 

All commitments must be broken down into small accomplishable daily tasks that will compound over time. 

Just putting your commitment down on paper without breaking out the steps to accomplish it will cause you to feel overwhelmed and discouraged. 

Stop with that Friend, because we do not need anymore overwhelm in our lives. 

Celebrate your success

Don’t wait until the end to celebrate your success. The joy is found in the daily progress. The exciting feeling to check off all the tasks on the list and watching as the dominos fall. 

It starts with just one. 

Quick Wrap Up

• Find yourself a business bestie that will hold you accountable for achieving the commitments that you’ve set to move your business towards success. 
• Find an accountability bestie in Facebook groups, memberships, or a mastermind
• An accountability bestie will keep you moving towards your commitments in your business
• Start with your bestie by outlining your commitment. 

Please, friend, do not commit to more than one thing at a time.

That will just get you a seat on the struggle bus, we do not have time for that.

Q: How do I plan a productive weekly schedule?

A frequently asked question that I receive is “How do I plan a productive weekly schedule?” How do I stay focused and productive? 

Here are the systems that I use with myself and clients. Since we all have a different way of thinking and doing it’s important to figure out what works best for YOU, friend. 

Plan Your Weekly Schedule Ahead

When does this work the best for you? Ya have so many options, at the end of the day Friday, on Saturday morning drinking your coffee or Sunday evening as you wind down from your weekend. 

Me personally, I like to take time on Sunday to look at the week ahead. I time block all the activities that the kids have going on – because those are non-negotiable in my schedule. 

Time block any meeting times that are scheduled. Time block your operations time, client time and project time. 

Since unexpected things come up this isn’t a detailed break down of the exact task, but time blocking of the weekly schedule to make sure I work around the time commitments that are already established. Spend five to ten minutes mapping out your week. 

As a bonus, plan out your meals for the week too and create a shopping list. Friend, I love when I actually do this because it eliminates the dreaded – what are we having for dinner question. (: 

Oh and I’ll take the time to plan Monday too! 

If at the end of the day you still have over half the items on your list, you’ll leave feeling like the day owned you. Or worse yet, you’ll push through and try to get it finished. 

Make sure that you set yourself up for success. 

Do A Time Audit

If you have no idea how much time you spending doing the work, it will be difficult to get a handle on your time. 

For a week or two record the time that you spend and the items that you’re working on. This can be done by looking at the clock or using a timer like Toggl. 

Buffer Time

Your day should include buffer time. Well, you can’t sit at your desk all day. You’ll need to um, get up to use the restroom. Plus, have you heard that sitting is the new smoking? 

Do not overbook yourself, leave at a minimum of 5 minutes between each block of time. 

In addition, add an hour of buffer time for those urgent, important things that need to be handled ASAP or it will cause even more of a time leak. 

Know Your Personal Limits

We all have personal limits on how long we can focus and friend that can vary depending on the time of the day. 

In the morning, I can focus in 50-minute sprints of time with a ten-minute stretch break in between. 

In the afternoon, my focus personal focus limit drops to 25 minutes with a 5-minute break. 

Figure out what your personal limits are for focus. Keep in mind it could be different depending on the time of the day. 

Use the Pomodoro Method, Google it or here is the Wiki Page for information. 

I use an app called Tide on my phone for the Pomodoro Method (that is in Do Not Disturb BTW) with the sound of a Cafe’. Or you can use Coffitivity on your desktop. Here is a link to a blurb on ambient sounds of a coffee shop and productivity. 

Commit To Your Business

Earlier I wrote a post on committing to one project at a time. I used the example that you wouldn’t stop one marathon to go run a different marathon. Er, that’s crazy talk. (Check that post our here.)

The same concept holds true when it comes to your commitments to your business or projects. 

If you commit to releasing a new offering, don’t work on your new offer and try to refresh your website at the same time. 

The focus will be divide and it will take twice as long. Focus on one race at a time until you cross the finish line. 

Remove Distractions

Set your phone to do not disturb while you are in your time block. Schedule time in your day to respond to phone calls and read your emails.

For the love ~ do not leave your email open all day long. Nothing will derail your productivity like email. Amiright? 

Remember, email is not your to-do list. Answering you’re email isn’t committing to your business. Before you even get started with the OMGoodness, I can’t do that, my clients need a response. 

Yes, I agree that you need to respond to your client emails. But, last time I checked metals were not being handed out to the fastest email responder. Boundaries, people. If you do not set them someone will set them for you, trust me you’ll not succeed with someone else's boundaries. 

Set a response time expectation with your clients. In your business policies, you should have this clarified for your clients when you welcome them in. 

One of my favorite mantras is: Your poor planning does not constitute my emergency. I’ve said this and lived by it for years.

Learn what should be taken off your plate

Have you heard of the Eisenhower method or decision matrix? It is assigning importance to your tasks. This will help you figure out your weekly schedule. 

They are either

1. Important and Urgent
2. Important but Not Urgent
3. Urgent but Not Important 
4. Not Urgent and Not Important 

Important and Urgent

Do This – If the task is both important and urgent do this. This is why you have buffer time in your calendar. I would also add that as the business owner, it should also be an income-generating task. This is something that can only be done or handled by you. 

Important but Not Urgent

This should be scheduled in your calendar to get done.

Urgent but Not Important

These items should be delegated to someone else to do. If you’ve been thinking about hiring a virtual assistant, these would be the task that you begin to process to hand over the work. 

Not Urgent and Not Important

Delete it, cross it off. If it’s not urgent and not important to the growth of your business why would you even spend your time doing this? 

If you’d like to read more about the Eisenhower method: 

Here is an article by James Clear with more information, give it a quick read. 

Quick Wrap Up: 

• Plan your week and plan your day ahead of time
• Time block your weekly schedule or calendar
• Double the time you think it will take
• Attached time to everything on your to-do list
• Audit your time
• Add in buffer time to your daily and weekly schedule
• Figure out your focus time
• Commit to one project at a time
• Remove distractions
• Try the Eisenhower method to figure out what you should do immediately, what you should schedule, what you should delegate, and what you should delete.