Many people don’t feel like they are ready to hire an assistant. They think their business can’t afford it or they’re just not in a position to have one. Even more know they need an assistant but they are intimidated of the idea of having one.
Maybe you are thinking the same thing. Your business is growing and so is your workload but you still can’t quite pull the trigger on hiring an assistant.
I felt the same way.
But if you are building a company and seeing some success you absolutely need and should have an assistant.
Having an assistant will set you free from day to day tasks and allow you to focus your energy on the work you love and the work that really moves the needle in the business.
Having an assistant is not just a benefit to your company, it is absolutely vital for you to grow as an entrepreneur and break through the glass ceiling in your business.
But how do you even go about hiring an assistant? What would they do? How would it look?
Here is how you bring on an assistant and set you both up for success:
*Huge thanks to Tim Francis from GreatAssistant.com for his expertise throughout*
Most people are afraid of bringing on a full-time person immediately. “I don’t even know what work I’d give them.” If that’s your fear. . . don’t do that.
I recommend starting out with 5- 10 hours a week for the first two weeks to a month. I also suggest telling your assistant up front that they are on a 30-day trial. This sets the tone that after 30 days you are free to say if this is working or not. This de-risks bringing on the assistant.
Next, make the first couple tasks super little, non-critical ones that are easy to teach (how to upload a WordPress blog, how to upload a podcast)
Best Practice for starting tasks:
- Unpacked (so one step in a longer process)
- Repeating at least 3 times a month
- Simple to teach, simple to learn
Communicate, Communicate, Communicate
Communication can make or break a relationship with any employee, and especially an assistant. The better you communication throughout this onboarding, the better. Set up a Weekly meeting (Usually Mondays work best) with your assistant where you too can get on the same page about what was done last week, what is going to be worked on this week, and what roadblocks, questions, or concerns either one of you have.
On top of the weekly meeting have the assistant fill out these four questions every single day at the end of the day. This allows you and them to stay on the same page during the entire onboarding experience. They can send this through email or slack
- What did you do today
- What roadblocks and bottlenecks did you run into?
- How can I help you?
- What are you doing tomorrow?
Know what you are going to delegate for the first two weeks
Knowing what you’ll delegate for eternity is hard. Knowing what you’ll delegate for 10 hours of work is easy. Plan out what you will delegate to your assistant for the first two weeks of them working and then iterate on the results of that (or as you get excited and realize your life is going to be a lot better from his point forward)
Here is a list of sample items to delegate:
- Invoicing clients and payment processing
- Preparing meeting notes
- Monitoring Bank Accounts
- Booking stages, webinars, podcasts, etc.
- Coordinating travel (flights, hotels, events) and appearances
- Coordinating Client Documents
- Monthly financial review to catch past due payments
- Keeping CRM up to date (cleaning up client information)
- Editing podcast transcript
- Maintaining and monitoring blog comments
- Posting blogs
- Uploading podcasts
- Creating marketing assets (posts, images, etc.)
- Customer Service
- Logging all receipts
- Process creation for all tasks assigned (this is a must)
- Social media posts
- Getting quotes for supplies and gear
- Sending out customer surveys and follow up emails
- Email inbox (This is usually a month two type of item)
Here is a sample game plan for the first week of work:
Weekly meeting on Mondays at 10 am EST
Log 10 hours
Items to assign:
- Monday – Go through Playbook introduction, vivid vision, Drive and we’ll have our meeting (go through Asana during that meeting)
- Tuesday – Upload post to website, Send out marketing emails to Hubspot list and Mailchimp list
- Make process for above and upload to Elevate Google Drive ^
- Create a Google Spreadsheet and log all expenses and receipts in Drive
It’s that simple. Once you get the hang of delegating and working with your assistant, you can start delegating more and more items to them. This will in turn allow you the freedom to work more on the things you love while growing your business to new heights.
Just start small, communicate, and have a gameplan and your life will be forever improved.
Get that support you deserve.
Get an assistant.
Elevate your business.
P.S. If you want our free Assistant Starter Kit – Comment on this post “Elevate my business!” and we will send you the guide!
Interested in getting your own Great Assistant?