I’ve written posts encouraging you to outsource tasks and get help with all of the items on you plate in your design business. In this post, I’m giving you a full breakdown of what I outsource and how I’ve made it easy.
Before I go into my steps and tips, here is an overview of my team and what I have chosen to outsource.
- Integrator / VA (Virtual assistant)
- Design assistant
- Pinterest Management
- Podcast editing
What I outsource
- Project management and planning
- Blog post and newsletter content (based on my outlines)
- Social media scheduling
- Content promotion
- Podcast editing
- Inbox management
- Website updates
- Market research
- Pinterest management
Thanks to delegating, I’m only truly responsible for a few aspects of my business, including:
- Showing up on video / the podcast
- Client work + management
- Outlining content
- Creating products
- Relationship building (coffee chats, interacting on social media)
Let’s dive into how I manage my team and keep it easy!
Have written processes
Every one of my systems is spelled out step-by-step in what I call my Systems Playbook, which is an idea I got from Hailey at Your Content Empire.
I use a Google Site to house and organize each system in a place where my team members can easily access and make updates themselves. There are sections for client work, client onboarding management, social media, content, the podcast, my inbox, maternity leave, summits, and more. Basically, any repeatable task is in there!
Having a written process has saved the sanity of both me AND my team. I’ve transitioned to new VAs a couple times over the past year and it was originally a bit scary remembering how much work it was to train my first VA. However, with a written process, it was SO easy. I actually felt like there’s no way I was providing enough information, when in reality I had everything outlined and covered with each step, login, checklist – you name it. All I needed to do was assign a task and link to the playbook. From there my new VA was good to go!
Keep tasks organized
I use Asana to assign tasks and communicate about tasks. My most active team members are in Asana with me. Having a task management software helps everything stay nice and organized so we don’t have to worry about losing information in email or Slack.
We mainly utilize Slack for passing information back and forth quickly or asking questions – tasks aren’t assigned there to keep things streamlined. While Slack is not our primary tool, it does help with those quick questions and last-minute updates.
Hire the right people
I used to worry about the price more than the quality of the person I was hiring. Approaching outsourcing that way was not easy. Hiring people who specialize in a specific set of tasks makes it all so much easier. Keep that in mind when building out your team.
I don’t remember the last time I had to ask my designer for a revision or critique something done by my VA – they are so good at what they do!
Outsourcing Quick Tips
- Start small and easy! Figure out what’s taking you a lot of time and taking away from client work. Find someone even for a few hours per month to start helping out with those items.
- Don’t go for the cheapest person out there. Lower price point could mean lower quality of work!
- Figure out your systems first. Don’t forget about those written processes. They are so valuable!
- Get clear on the type of person you want and what your expectations for them will be. This will guide your hiring search.
- Ask for recommendations from fellow biz besties and trust your gut when hiring. If it doesn’t feel like the perfect fit, it won’t be.
I truly hope these tips are helpful and encourage you as you begin (or seriously consider) outsourcing for your business. Gaining extra help can allow you to get back to the root of why you love your work and leave room to brainstorm new ideas!