Ever think about outsourcing? Not sure where to start or how it works? You’ve come to the right place. This article goes over the true cost of not outsourcing and unveiling the benefits of having a virtual assistant.
Alright, let’s talk about being busy – that elusive badge of honor that seems to have taken over our lives. “I’m busy; therefore, I matter, and I’’m important.” But let’s cut through the noise for a moment. Being busy doesn’t necessarily mean you’re effective, despite what our overworked culture might lead you to believe. And if you’re an entrepreneur, you’ve probably found yourself buried under a mountain of routine tasks that make you wonder if you’re in the business of being busy or if you’re actually moving the needle.
The Cost of Not Outsourcing
Many entrepreneurs find themselves swamped with routine tasks that could be easily delegated or doing tasks they simply don’t enjoy. This prevents them from dedicating their time and expertise to more high-value activities. This misconception can hinder growth and progress in business. By not outsourcing tasks that can be handled by virtual assistants, individuals inadvertently focus on low-value tasks that could be easily delegated. Think back to the last year, the last two years, and the last five years. What actions made an impact on your business? Make a list of those actions and keep it as a reminder of your areas of expertise and what you need to spend more time focusing on. Anything outside that list, think about how and what type of person that could be delegated to.
We have to stop undervaluing our skills. Time is a finite resource, and how it is allocated can greatly influence the trajectory of a business. When business owners are bogged down by administrative chores, they lose the chance to engage in high-value work – tasks that require their unique skills, experience, and expertise. Examples of high-value work may include strategic planning, client relationship management, product line expansion, creative problem-solving, and decision-making. By hiring virtual assistants to handle mundane tasks, individuals unlock the capacity to channel their energy into activities that directly impact growth.
What Kind of Tasks Can VAs Help With?
- Email Management: Sorting, responding, and organizing emails to ensure important communications aren’t missed.
- Calendar Management: Scheduling appointments, meetings, and events to keep your calendar on track.
- Travel Arrangements: Researching and booking flights, accommodations, and transportation for business trips.
- Data Entry: Inputting and organizing data into spreadsheets or databases.
- Research: Gathering information, market trends, or competitor analysis for strategic decision-making.
- Social Media Management: Posting content, responding to comments, and monitoring social media accounts.
- Customer Support: Handling inquiries, providing support, and addressing customer concerns.
- Content Creation: Drafting blog posts, social media updates, or newsletters based on provided guidelines.
- Document Formatting: Creating professional-looking documents, presentations, and reports.
- Appointment Scheduling: Coordinating and confirming appointments with clients, partners, and stakeholders.
- Online Research: Find resources, articles, or contacts relevant to your business goals.
- File Organization: Organizing digital files and documents for easy access and retrieval.
- Basic Bookkeeping: Managing expense tracking, invoices, and financial record keeping.
- Proofreading and Editing: Reviewing documents for errors, consistency, and clarity.
- Inbox Filtering: Sorting and prioritizing emails, flagging important messages for your attention.
- Event Planning: Coordinating logistics for webinars, workshops, or conferences.
- Personal Errands: Handling personal tasks like gift shopping, booking appointments, and making reservations.
- Online Outreach: Reaching out to potential collaborators, partners, or influencers on your behalf.
Imagine a seasoned business owner spending hours every week on email correspondence and scheduling appointments. This scenario highlights the opportunity cost of not outsourcing. While the business owner’s expertise lies in negotiating and strategic thinking, the time spent on administrative tasks detracts from their ability to make higher-value decisions. The monetary value of their expertise far outweighs the cost of hiring a virtual assistant to manage their administrative workload. By not delegating, professionals inadvertently dilute the value they bring to the table. The value of your expertise far outweighs the price tag of hiring a virtual assistant who can elegantly manage those admin waters.
Steps to Take Before Outsourcing
In the world of entrepreneurship, relinquishing control is a strategic move that shouldn’t be underestimated. As business owners, we often feel the need to micromanage every detail, yet this approach can be counterproductive. One person can only do so much work in a day, and if we are working on low-level tasks, we are distracted from making higher-impact decisions.
Understanding the true cost of not outsourcing is the first step. To harness the benefits of hiring virtual assistants, consider the following action steps:
- Identify Time-Consuming Tasks: Make a list of tasks that consume a significant portion of your time but don’t require your specific expertise. These are prime candidates for outsourcing.
- Evaluate Potential ROI: Calculate the time you’ll save by outsourcing these tasks and estimate the value of the high-impact work you can dedicate that time to. Compare this potential ROI with the cost of hiring a virtual assistant.
- Find the Right Fit: Research and connect with reputable virtual assistant services or individuals who align with your needs and values.
- Delegate Wisely: Clearly communicate tasks, expectations, and goals to your virtual assistant. Regular check-ins and open communication are key to a successful partnership.
- Monitor and Adjust: Keep track of the impact outsourcing has on your productivity and overall well-being. Adjust your approach as needed to optimize the arrangement.
The idea of the perfect assistant is a fallacy that takes away from us taking action and hiring someone. The first person you hire doesn’t need to be the last person you hire. Many times my best assistants evolved with me over time. The better I got at delegating, the more empowered my assistants became. If anything, the first person you hire is an exercise in giving up control and a way to practice the skill of delegating. Delegating is a skill. It is not something people are used to doing since in school we are trained to do our work, and anything “delegated” would be seen as cheating and, we would be punished for it. However, in business, delegation is a crucial skill to help us be more productive and focus on our true strengths.
What to Look For in a Virtual Assistant
One way to find more success with your first hire is to look for a couple of very specific traits— proactive, resourceful, and the ability to think critically. I want to avoid having to micromanage, therefore I make sure to find people who are problem solvers and able to look things up on their own without always needing step-by-step guidance. These traits will save time and headaches in the long run and I have found my most successful hires vetting for these characteristics.
In a world where time is money, the true cost of not outsourcing goes way beyond dollars and cents. It’s about missed opportunities, underestimating your brilliance, and throwing away precious hours that could be spent on game-changing moves. By shaking off the misconception that being busy equals being effective and embracing tasks that truly matter, you’re making the kind of informed choices that can elevate your productivity and provide greater freedom in your business.
If any this article on the true cost of not outsourcing resonates with you, shoot me a message. And if you need help hiring for a role, reach out to us! Contact us at theresa@recruittandem.com or visit our website at recruittandem.com to fill out our start hiring form. We are a headhunting agency that finds overseas talent for a fraction of the cost.
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This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.
Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.
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