Evaluating How You Use Your Time
Tracking your time for clients is a good practice for service providers. But don’t stop by just tracking it for clients. You should also be evaluating and tracking time for your own personal use, too. When you do this, you’ll discover important insights about your business that you wouldn’t have seen otherwise.
Here are a few questions you’ll want to ask after you’ve been tracking your time for a week or two…
Where Is My Time Really Going?
You’ve been working on launching your e-course for two months and you’re still nowhere near ready. But when you open up your time tracking app, you can quickly see that you spent 14 hours on Facebook or 9 hours tweaking the design of your website.
It’s easy to procrastinate when you don’t have any form of accountability. But a time tracker forces you to look at how you’ve been spending your time. This isn’t about shaming yourself. It’s about evaluating how you’re spending your time.
Instead, focus on being positive. You might say, “I spent ten hours on Facebook last week. What projects would I like to invest those ten hours into this week?”
Are These Tasks Giving Me a BIG Return?
You had a business coach tell you to make 10 Instagram posts each day and you’ve been following that advice faithfully. But when you stop and look at how you’ve spent this time, ask yourself, “Is this task giving me a BIG return?”
If you aren’t getting a good return on the time you’re investing, consider moving your attention to a project that will grow your business, like launching a course or hosting a webinar.
Do These Tasks Have to Be Done by Me?
Some digital business owners get bogged down in doing non-essential tasks that keep them from their important work. For example, if you’re a best-selling author then your most important work is writing that next book. But instead, you’re spending hours every week managing your Facebook group.
But what if you could outsource your community management? You could still pop in daily to stay connected to the group but you could focus all of your energy on that one thing you do well—writing your book. This is the right way you should be evaluating your time.
Is This Task Draining Me?
As you’re reviewing your time tracking, think about how you feel after you’ve completed each task. Did you feel energized and motivated after filming that Facebook Live broadcast? Did you feel frustrated and drained after working on your sales copy?
Pay special attention to tasks that take your energy. Try to find a way to avoid doing them. For example, you could hire a copywriter to handle your sales page or if your budget is tight, consider bartering with another service provider. Then you’ll both get to work in areas where you shine!
If you want to create more of what you want in your business and your life, tracking your time is important. The more you track your time, the better you’ll be able to manage it.
Find out which tools are the best for tracking your time when you download your free workbook!
Stay tuned for “The Best Tool for Time Tracking” on the next blog post.
Need help with Time Tracking? Contact me below for some FREE TIPS:
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Simple Ways to Eliminate the Maybe Clients
As in any business, you’ll spend a certain amount of time on clients who will never pay you. Really? Gasp!! Not in my business ever! What you say? You mean clients always pay you? Yup, that’s what I’m saying. So, here’s the situation.
Do you realize that…
- Website designers quote jobs that never come to fruition? Yes, it happens every day!
- Car dealers spend hours chatting up customers who will never buy? Yup, I’ve seen it happen!
- Book agents read countless manuscripts they will never be able to sell? Can you imagine this?
- And coaches spend time giving out free advice to clients who cannot or will not hire them. Oh, my!
Truthfully, it can be frustrating when you’re in this situation. And it’s definitely a drain on your time and energy, right? But there are some things you can do to eliminate those who will never become clients without having to spend time with them first.
Here is the definition of a PERFECT CLIENT!
1) Someone that trusts you 2) They receive value from you 3) A person who will pay you
OK…here are my magical ideas!
Post Your Prices
One of the most hotly debated topics among coaches and service providers is whether or not you should post your prices on your website. There are pros and cons on both sides of the fence, but the biggest advantage to posting your prices is that it immediately eliminates those who cannot afford you. Yes, this is true! If you are not comfortable doing this, then put “starts at”.
Of course, you don’t have to list prices for everything to achieve the same effect. If you offer private coaching and self-directed training packages, having a price tag of $1000 on your “entry level” course makes things pretty clear. Your private coaching is going to be at the high end. And that will eliminate all the clients that are looking for a less expensive option.
And that will eliminate all the clients that are looking for a less expensive option.
If you prefer to quote packages individually, a line that states, “Coaching packages start at $XXX” is a simple way to state your prices while still giving you some flexibility. Right? I mean if you’re going to provide this as a service you need to market it correctly.
Before you get on the phone with anyone, require that they do a little groundwork first. A client intake form should tell you everything you need to know about a potential client. So long before you pick up the phone, do a little digging. What it tells you the most, is how much work they’re willing to do. Freebie seekers aren’t likely to do the work required. They won’t even answer a simple questionnaire, so those who do fill out your form are better prospects.
So long before you pick up the phone, do a little digging. What it tells you the most, is how much work they’re willing to do. Freebie seekers aren’t likely to do the work required. They won’t even answer a simple questionnaire, so those who do fill out your form are better prospects.
Freebie seekers aren’t likely to do the work required. They won’t even answer a simple questionnaire, so those who do fill out your form are better prospects.
Not only that, but you can include in your form a question about pricing. Such as “What’s your budget for coaching?” Use a pre-defined list of answers that start with “$1,000 and up” rather than letting your potential client fill in her own amount.
And, I guarantee you that those with smaller budgets won’t bother to complete it.
Change Your Language
You know that words have power! If the words you use on your website and other marketing material are speaking to newbies or those just getting started in business, you’ll never attract the audience you’re seeking. Instead of using words like “step by step plan,” say, “advanced techniques.” Rather than talking about “easy systems,” mention high-end, complex software by name. Simple changes can help you to automatically attract the right audience.
Rather than talking about “easy systems,” mention high-end, complex software by name. Simple changes can help you to automatically attract the right audience.
You’ll still spend some time and energy on those who ultimately won’t hire you. But by making these simple edits to your website, marketing materials, and other business systems, you’ll begin to see more high-end clients.
So try it, maybe see if this method works for you. And, as a result, you may just save yourself some time.
I bet fewer of those types of clients you no longer wish to work with will disappear, just like magic! It’s as simple as that! Try it and see if this method works for you.
Remember, if you need help with your business, I’m always available for a FREE 15-minute chat. Just contact me here…I know…it’s a form! What did you expect?? Yes, you are finally finished reading this post. BUT…
Here’s something that might help you:
Free Online Tools For Entrepreneurs
Most entrepreneurs realize the enormous amount of efforts to put ahead for their ventures while thinking about their limited financial resources. In my own case, I must admit it stressed me out, especially because I would have to do all by myself. Yes, and most of us start out this way.
At the beginning of any entrepreneurs journey, you can rely on key digital marketing tools that make your life easier. I can attest to that. It’s what makes ya or breaks ya!
And, you can do this without investing a single cent. There are plenty of online tools out there in the virtual world. Do your due diligence and do some research to find the ones that suit you best.
Below is a list of some useful tools that some entrepreneurs use
This by no means is a complete list of the excellent ones on the market these days. But they allow me to keep up with my own lifestyle while keeping my business at the top of the wave. So to speak!
This is one of my favorite entrepreneur’s tool when it comes to Social Media management. The free version allows you to sync three accounts.
Hootsuite allows you to execute your social media marketing strategy literally from your smartphone. You develop posts and schedule them as needed, and interact with others directly from their app or website.
I really like the fact that the tool helps you out to determine the best times for postings according to how active your audience is. In simple words, I don’t need to wake up at 3 am to post on Twitter to target a market that is active on the other side of the world while I am sleeping.
Or when I’m at the beach soaking in some much-needed rays of sunshine!
This one I absolutely love! The Grammarly tool, allows you to improve email writing and keeps you focused on writing your blog posts without the constant hassle of knowing if you’re using the right word in your content.
Great when you’re on a time crunch and for when working on your website. The free version has a plugin that can be installed in Chrome and you can also use it in all your applications you use like Word, Excel, and others. You should really check this one out.
Another favorite entrepreneur tool is Canva. Visually attractive content on your website is a must these days.
Businesses need to show a professional and credible appearance, so potential customers want to your website and read more interesting articles from you.
With Canva you can create booklets and banners to be used in different social media channels. And, creative blog post images with text and even business cards.
Their stock of templates, fonts, and illustrations plus the intuitive drag and drop functions allow anyone to create the most amazing visual content.
It’s simple to use also, but eventually, you’re going to want to get the pro version of this because it has SO many more features. And the cost is priced right for the beginner also.
Imagine yourself receiving 50 messages from prospective clients at a time, when you are a solo business entrepreneur. Chattypeople is an excellent solution to that problem, as it will answer queries automatically.
It allows you to intervene, via Facebook Messenger to push customers through the sales funnel. Such a great idea to automate some of the simplest of tasks so this would be a great service to investigate.
E-mail marketing remains an essential way to generate leads by moving consumers through a funnel for conversions.
People who are interested in your business and who provide their email are allowing that intimate experience where you can show why you are the best in your industry.
MailChimp has a free version that effectively allows you to make that happen without you even noticing through their automated features.
So, those are just some of the tools you can use to start on your entrepreneur journey
With an automated approach, your business can grow by leaps and bounds. Or, wave by wave to use a beach phrase, which I am quite fond of!
Reaching your audience effectively without compromising quality, while giving you the chance to focus on other aspects of your business.
Submit your comments below so I can help you grow. Go to my contact form to schedule a chat with me. It’s easier than you think.
So Quit Doing Everything Already!
In the beginning, you start your own business. And you absolutely love it! It doesn’t feel like work when it’s your passion, right!? I know just what you’re thinking…because I thought the same thing. Going into business for myself was completely what I wanted to do. And I had no thoughts of the big QUIT word!
And then…your passion-based business takes over your entire life and now your business controls you. Isn’t that the truth? I mean, business is supposed to create some freedom in your life. No more boss, the corporate world is gone…life is a JOY once again. So…what the heck happened? I’ll tell you, right here in this post.
The #1 Secret to build and grow and business that aligns with your lifestyle…
Quit doing everything!
That’s right! Did your heart skip a beat just now when I said that? Yeah, I thought so…and I totally understand.
Are you worried that if you stop doing all the to-do’s…your business will shrivel up and die? Ha…I’m rolling on the floor laughing right now. NO, it’s not.
Does the idea of only doing some specific work make you feel like you’re missing out? What the heck are you missing out on? Work you DON’T want to be doing because you’d rather GO TO THE BEACH?
If you are an early entrepreneur, wouldn’t you like to build your business and lifestyle together from the get-go? AND… still make a ton of money? I know if I was just starting out in my business I would. I may not know it all, but having your own business and creating a great lifestyle is critical in your decision making.
What if I told you that I can identify the tasks that are the best ones to do first…and the right ones to be done by only you.
When you are working through the process of where you are now and where you want to be, here are some questions to start asking yourself. You’re going to love this! I promise…
- What are your values? – You can determine your values by your former actions when confronted with a problem or decision that you had to overcome or make. These are the times that your real values emerge, not just the ones you say you believe in. Look back on your own choices and determine your real values. If you have made mistakes and gone against your core values, identify those times and determine how you can make a different choice.
- What are your skills? – Even if you’re not currently an entrepreneur, you already have skills that you can put to use as an entrepreneur. Focus on the deliverables and tasks that you provide your employer without too much help from others. These are the skills that you have that should be the basis of your entrepreneurial venture.
- What are your strengths? – You’ve heard the idea that you need to leverage your strengths but how do you even know what they are? Using a self-assessment, you can find out what your strengths are. When you know them, try to be honest so that your results come out realistic. Take off your rose-colored glasses so that you can determine your real strengths.
- What are your weaknesses? – While you can improve upon your weaknesses, you should first leverage your strengths, but it’s important to know your weaknesses and accept them. If you know for example that you’re always five minutes late, accept it, instead focus on something positive. That doesn’t mean you don’t work on this habit, but don’t focus on it instead of your strengths.
Only when you know who you really are, the good and the bad, will you be able to truly know yourself. And this will help you to create a business and lifestyle you desire. ARE YOU READY?
I know you aren’t going to quit!
Now you know how important it is to Identify your “Uniqueness” so that you can focus on the right tasks and quit doing all the tasks. Because this will only lead to exhaustion and probably failure. That is one of the reasons you really need to hire a Virtual Assistant.
Outsourcing Can Change Your Business
Ok, let’s get real on this how OUTSOURCING can help your business.
There’s so much to do when you have a business. Especially when you have an online presence, which most businesses do these days. From content creation, list building, a launch strategy, this is SO MUCH WORK! I can hear you saying that right now. And then you have to actually manage your business to boot. The list of tasks can seem unmanageable.
If you’re feeling the stress of it all, don’t worry—you’re not alone. And you don’t have to do this alone. Even if you’re a first-time business owner, OUTSOURCE part of the workload to a VIRTUAL ASSISTANT. They can/will make a task that feels insurmountable totally doable.
What Is the Idea of OUTSOURCING?
The idea of OUTSOURCING or working with a VA can be intimidating at first. But, YOU can build your business around having a Virtual Assistant that works with you, NOT for you. I can show you how to get it right. And I think that learning how to delegate is one of the best things an entrepreneur can do. Don’t you agree with that?
BUT it can be difficult to know what to delegate and when. Can you relate to that? Yes, you say in your best “I can relate” voice!
In this post, I’m going to give you the down-low on all things OUTSOURCING. I’ll teach you what to outsource, how to outsource, and even give specific ideas and lists of what to delegate.
What is OUTSOURCING?
Before I jump into how to outsource, it’s important to have a thorough understanding of what outsourcing is and why it’s important to run a successful online business.
Outsourcing is the process of hiring (either domestically or internationally) another team or individual to complete various activities for you.
Specifically, entrepreneurs will often hire a Virtual Assistant to offload tasks so they can get more done in their business.
The tasks you pass along may be monotonous or laborious, so you can be freed up to focus on what really matters. The tasks may also be those that you aren’t naturally skilled at (such as copywriting, proofreading, graphics, etc.), so you outsource OUTSOURCE that task to someone who is more skilled in that area.
I’ll get into the specifics of the types of tasks you can outsource to a Virtual Assistant a little later in this post. Deal?
But first, let’s answer the big “why”.
Why Should I Hire a Virtual Assistant?
I’ve talked with hundreds of course creators and I see the same thing happening time and time again.
We are all spending too much time on the small stuff!
If we were honest with ourselves, most of us are spending 80–90% of our time doing the maintenance tasks for our courses and only 10–20% of our time marketing and selling them. This means that we are spending MORE time on things that don’t make us MONEY. That is the reason WHY we are in business in the first place right?
However, if we could OUTSOURCE the majority of our maintenance tasks, then we would have more time to spend on the things that will actually sell our course and bring in income. YES!!!
The bottom line is this—your personal productivity is limited by time. Whether you have 10 hours or 80 hours a week to work on your online course, there is a limit.
When you start OUTSOURCING, that time gets multiplied. When a course creator OR any entrepreneur masters the art of outsourcing, there is literally no limit to what can get done.
By OUTSOURCING the tasks that aren’t core functions of your business, like customer care, editing, proofreading, billing, etc., you’re able to focus on the aspects of your online business that add value to the customer and will allow you to market and expand your business. Good thinking, right?
Before you go out and hire your first (or next) virtual assistant, there are a couple of investments you need to consider.
- The financial investment
- The time investment
The Financial Investment
You need to go into your outsourcing arrangement with a firm idea of your budget.
A virtual assistant’s rates can range dramatically, depending on who you plan to hire.
There are three types of Virtual Assistants (VAs) that you can hire:
Hire internationally: I’m writing this post from the U.S., so when I say “international,” I mean outside of the States. Many international Virtual Assistants advertise their services for as little as $3–$5 per hour, so if you have a limited budget, this is a good option for you. Keep in mind, however, that if you need to work with someone who has personal experience with your local market, you may want to reserve the work you do with VA services in this category to simpler, rote tasks that are easy to communicate virtually. You can find international virtual assistants using freelancer hiring platforms like Upwork.
Hire domestically: If you do have a need to work with someone closer to home, you may want to hire a VA domestically. You’ll often pay more for a Virtual Assistant that is based in the U.S. (and also the U.K. and Canada). If you are English-speaking only and you need help with tasks that require detailed communication, or if your work requires familiarity with local market trends, you may find that the increased investment is worth it to your business.
The average rates for Virtual Assistants in the U.S., the U.K., or Canada can range from $18–$40+ per hour. The best place I have found for domestic Virtual Assistants is to search entrepreneurial Facebook groups like Linda Henslee Enterprises. This is my Facebook group and from here you can check out what services I offer to the general public.
Hire a specialist: Lastly, you may want to hire an expert for a certain task for your business. Maybe you know your business needs an expert copywriter. Maybe you want to pay for a custom sales page or for a Facebook Ad to be created for your business. Know that you’ll pay more for these services, but it can be a worthwhile investment if the individual has proven results.
You should expect to pay anywhere from $50 per hour to thousands of dollars per project, depending on the scope of work. I suggest looking for personal recommendations other businesses provide when it comes to finding a Virtual Assistant. Try logging into The Teachable Tribe and asking who others have hired to get results.
The Time Investment
It’s important to note that there will likely be a time investment on your part to train your new Virtual Assistant.
This individual will be brand new to your business and your processes. I’ve found that it usually takes 1–2 weeks for a new Virtual Assistant to really get accustomed to a client.
During this time, communication is key. Have weekly meetings via phone, Skype, or Zoom to talk about the work that needs to be done for that week. If there is a complex task you need help with, shoot an on-screen video using a tool like Screencastify to show your Virtual Assistant exactly what needs to be done.
Yes, it takes time to train someone, but if you are willing to put in the time investment, you’ll end up saving yourself time in the long run! But, most Virtual Assistants are already trained in all the common software people use to do business so some training is not necessary! Just an FYI.
Where Do You Need Help?
If you have gotten to this point and you’re thinking, “This is the next right step for me”, then read on. I’ve created a step-by-step process to help you choose, hire, and train your new Virtual Assistant.
You physically only have a certain number of hours in a week to complete all the work that needs to be done to run your online business. Right?
So, it’s up to you to decide what your Most Profitable Tasks (MPTs) are in any given week. What is it that you do that will ultimately generate the most income?
Anything else that is taking up your time and energy is really distracting you from your MPTs.
Before you go on the hunt to find the perfect Virtual Assistant, you’ll need to know what tasks you are looking to outsource to your new VA.
What are you delegating so you can focus on your MPTs?
Again, you may end up hiring a generalist (a Virtual Assistant that can handle a variety of tasks) or a specialist (a Virtual Assistant who specializes in one specific area like bookkeeping, graphic design, proofreading,
Here is a list of 25 most common services offered by Virtual Assistants:
- Content Creation (blog posts or your course content)
- Email Newsletters
- Video Editing
- Sales Funnels and/or Facebook Ads
- Customer Service and/or Email Management
- Graphic Design
- Web Design
- Custom Sales Page Creation
- Social Media Management
- Community Management
- SEO Services
- Webinar Setup and Assistance
- Transcription and/or Data Entry
- Billing and/or Processes
- Internet Research
- Responding to Blog Comments
- Maintaining an Editorial Calendar
- Social Media Graphics
- Ebook Content and Design
- Accounting and/or Bookkeeping
- Affiliate Management
- Branding Services
- PR / Press Releases
Your tasks for today…
#1 Make a list of all the tasks that you do on a regular basis. Look back at your past week or even your current to-do list. From this list, circle all of the things that you could potentially hire someone else to take off your plate.
#2 Based on the items you circled, decide if you want to hire a generalist or a specialist. From there, decide if you want to hire a domestic or international Virtual Assistant.
#3 Create a job description for your Virtual Assistant, based on the above information. You can use these questions to help create that job description:
- Your Name
- Company Name
- Your Blog / Website / Teachable Site
- What tasks are you looking for a VA to assist you with?
- How many hours per week or month will you need assistance?
- What is your budget?
- Is there anything else that a VA should know about you or your company?
Where to find your VA?
Once you have your job description written up, it’s time to start the hunt for the perfect Virtual Assistant.
Here are some of my top recommendations for where you can begin your search:
Personal Referrals: Ask other business owners that you know and trust if they have someone who helps them with their tasks. Personal referrals are a great way to find quality help for your business.
Email your list: If you have an existing email list, this is a great place to start to find the newest addition to your team. These are the people that already know, trust, and follow you. Someone who already believes in the vision of your business could be a perfect fit for you.
Facebook Groups: A great place to turn for finding help in your business are entrepreneurial Facebook groups. Try jumping into groups like The Teachable Tribe that have other business owners and course creators. Ask who has worked with quality subcontractors and Virtual Assistants to help grow their online business.
Marketplaces: Upwork is a great resource for finding quality freelancers and Virtual Assistants. You have the ability to create a personal profile and post specific jobs. You can interview candidates, read reviews of their work, and hire and pay through the site.
How to hire the right Virtual Assistant?
You’ve started the search for a Virtual Assistant and the proposals are coming in—congrats! Yay…this is what we are looking for!
The interview process. As you interview, here are a few questions to ask yourself when searching for that perfect fit:
Are they self-starters?
When viewing the proposals, is there anyone that went above and beyond? Maybe they sent you a very personalized proposal instead of something that was obviously a template. Maybe they did some research into your company before applying. If you can find an individual who exceeds what you asked of them, you can be sure that they will continue to be a self-starter once you are working together full time.
Are they reliable?
It’s difficult to tell how reliable a Virtual Assistant is going to be just from the interview and onboarding process. I normally recommend starting out with a trial month to assess how you work together. Once that’s complete, get together and decide if the working relationship is something you want to continue with.
Also remember, the Virtual Assistant won’t be perfect at his or her job within those 30 days. However, you should be able to assess after one month if this individual is generally reliable and competent to do the job.
Do they have the skills?
Natural skill is an important factor when choosing your Virtual Assistant. Hiring someone to do graphics, you want to make sure that their design work is high-quality. Hiring a copywriter, their work needs to be grammatically correct and easy to read. If you can’t assess the applicant’s skill from the proposal they sent you, perhaps ask them to send over an example of their work or send them a quick trial project.
Onboarding your new VA
Once you have decided who you are going to hire to assist you with your business, it’s time to onboard that new Virtual Assistant.
Here’s the process that I personally work through every time I onboard a new person, and this is just a fancy way of saying “Getting them introduced to my business”.
The onboarding checklist:
Set Up an Initial Meeting: Have an initial meeting to outline the job description and your expectations
Have Clearly Defined Pay and Time Expectations: Make sure you have an understanding of how much you will pay your new VA, what their invoicing process looks like, and how / if they will keep track of their time spent on projects for you.
Sign a Contract: Sign a contract! Even if you will only be working together for a trial of 30 days, it is still important to have a contract in place to protect you and your business.
Define a Meeting Schedule: What will your meeting rhythm look like? I recommend meeting via Skype or Zoom once a week to discuss projects, make goals, and review progress.
Set Communication Expectations: How will you communicate throughout the week? Are you available by phone? Can your VA expect to reach you via email? You may want to consider using a tool like Slack or Trello for specific project communication.
Train your VA: Any time a training or explanation is needed for a specific project, I suggest using video. Film an on-screen video to explain what you want to happen in a project. Get your VA on a video call and walk through a specific process with them, so they can see what is expected and answer questions along the way. If your VA sends a long email with detailed questions, consider picking up the phone and talking with them or sending a video with your spoken response.
Remember, effective communication is the key to a healthy Virtual Assistant/Client relationship!
Reminder: You are ready to get started, right?
Here are your Next Steps
If you are ready to take your business to the next level, hiring a Virtual Assistant may be the next best step for you. Let’s get to it NOW!
Throughout this blog on the “How-Tos” to OUTSOURCING, I covered what it will take to hire your first or next Virtual Assistant to support your business.
Here are the tasks that you’ll need to complete in order to successfully bring on the support you need (so your business can grow!):
- Understand the Financial Investment.
- Understand the Time Investment.
- Make a list of your MPTs (what you should be focusing on).
- Make a list of the tasks that are not your MPTs (what you should delegate to someone else).
- Decide if you want to hire a generalist or a specialist, domestic or international. Decide your budget at this time, as well.
- Write out a detailed job description for the type of assistance you are looking for.
- Use personal referrals, your email list, Facebook groups, or freelancing sites like Upwork to post your job.
- Interview potential virtual assistants.
- Choose which VA to hire, and onboard them to help you with your tasks.
Now it’s time to take action! Yes, my friend, you are going to grow your business through OUTSOURCING? Right?
Comment below with the next step you plan to take.