Are you ready for a VA?

My business will be 3 months old on 1 January. Nearly every single one of my clients has the same characteristic in common: They are overwhelmed.

So overwhelmed, in fact, that they are consistently crisis managing instead of building their business. They do ALL the things but don't want to do all the things.

They hire me because I say I can help them. And I can. Except...

I can only help where they 1) need help and 2) want help.

In previous posts I've talked about putting myself first (in a non-selfish but self-caring way), and planning for the upcoming year. This post builds on those two ideas.

Are you ready for a VA?

Being ready for a VA isn't about knowing you are overwhelmed. It's about knowing why you are overwhelmed, figuring out a plan to help with the overwhelm, and then delegating.

I've created a simple fillable PDF you can use to help you determine if you are ready for hiring a VA (or other help).

Are you ready for a VA_
Download PDF • 131KB

I've done an example for you here.

The first column is to list every single task that you do in your business.

The second column is for tasks that only you can do.

The third column is for tasks that you want someone else to do.

The fourth task is for you to assign the amount of time you do for each task.

Column #1: It's important to define the work that you do. You may rock at sales but you struggle at admin. You love customer management but detest marketing. Maybe you love managing your socials but you struggle with what to say. By putting some definition around these areas you will start to see a pattern emerge.

Columns #2 and #3: The pattern that emerges is the tasks that wake you up and you feel excited about and the tasks that make you want to shrivel up and die inside. Separate these tasks into these two columns. In column #3 you may even want to define where you want each task to do. Example: Phone calls - receptionist.

Column #4: Perform a time audit for each task. If you are a perfectionist I am giving you permission to relax on this. Ballpark will be more than enough to figure out how much time you are putting to a task each day, week or even month.

Why is a time audit important?

In my example (not a very good one, but you get the idea), the client is spending 5 hours a day on email management and phone calls!! That only leaves approximately 2-3 hours a day for actual work. What if the client was able to hire a VA to handle the phone calls? That would free up some time. Then the client decides to also have a VA manage their email, in which the VA weeds out any unnecessary emails, notifies the client when there are important emails that need to be dealt with, then sets up a time at the beginning and the end of the day to respond to the emails. The client then turns off email notifications.

Can you see what the client did there? 5 hours of email management and phone calls has now turned into, maybe, 1 hour a day! That means the client now has 6 hours of work to do a day.

What would do you think would happen if you had more time to work every day?

Please let me know if you have any questions and I hope you find this helpful!

~ h

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