The options seem endless when thinking about what you can delegate to a virtual assistant. But what are the items that will help you reach your business goals the fastest?
Identify where you spend your time.
Often we are so busy being busy that we don’t really know where our days go. For a week, document where you spend your time.
Example: 1 hour returning emails about general FAQs on your product/service, 5 hours networking, 2 hours sending follow up emails and phone calls up from networking, 45 minutes entering new contacts
into database, 4 hours doing research projects, 2.5 hours writing articles, 30 minutes uploading new blog posts to wordpress, etc.
Add to the list things you’d like to accomplish.
These are items that are always on your To Do list or are looming projects that don’t get done. Maybe you don’t have time, interest, or ability to complete them. Add them to the list.
Example: start or update your blog, social media updates, reach out personally to each of your clients, create a new product to sell, upgrade your website, enter info from all the business cards you have been collecting into a database, etc.
Congratulations! You have identified the important items that must get done in your business. The next step is to determine what specifically makes most sense for you to delegate.
Prioritize what to delegate first… What do you HATE to do?
Identify the things you really dislike doing. Delegating these items will ensure they will be complete in a timely manner, you won’t feel guilty about putting them off, and you won’t feel frustrated when you have to do them.
Example: These items are different for everyone. Common tasks we have heard are bookkeeping, writing, research, event coordination, database management, following up on late invoices
What is possible for someone else do?
Mark the items that YOU do not need to do. Usually 80% of your list falls into this category. You are not committing to delegating these items, but you are identifying things that could be given to someone else. Remember, just because you are used to doing something yourself does not mean you are the only person who can do it.
Example: scheduling your appointments, research projects, placing phone calls on your behalf, sending follow up emails, project management, client communication, bookkeeping
Find recurring items that are time sucks
What responsibilities that take up a lot of your time? These are essential details but they keep you from spending time on the most important parts of your business. They are things that must be done daily, weekly, monthly, or quarterly.
Example: posting blog articles, sending emails, research projects, scheduling appointments, formatting documents, data entry, replying to email inquiries, updating spreadsheets
Identify things that will let you generate income the fastest.
What needs to be done in order to increase income the fastest and most consistently for you? Identify these areas and focus on them! You can either have a virtual assistant take on the responsibilities or you can delegate the timesucking duties you have been doing that have kept you from the income producing activities.
Example: product development, customer service, follow up on leads, sending invoices, set up online store, marketing help
Start small but strategically.
By this point you have identified many items that can be delegated to someone. Prioritize this list and come up with the few duties that you will ask a virtual assistant to do first. Start with just a few items so you can provide feedback and be sure things are going smoothly. Select the responsibilities that will make the biggest impact for you – the ones that will help you increase income, give you the most time back in your day, or help you regain balance and sanity.