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Things You Need To Do Before You Delegate

Delegation (or Team-building) is one of the most common ways to scale. Who and why you hire is your choice. However, it can be significantly overwhelming. How are these people supposed to know how you like things done in your business?

The fear of the unknown stresses many small business owners and entrepreneurs out. With this fear, comes negative associations.

You know. Micromanagement. Leading with an “Iron fist”. The stuff most entrepreneurs & small business owners were escaping from corporate.

And yet, they are doing the same thing they were escaping from. It’s a vicious cycle.

Luckily for you, there are Professionals, like me, who swoop in to make sure businesses don’t head in this direction. If they are, we can bring it back.

Without further ado, let’s dive into what you need to do before you bring on a team and why.

Figure out your Business Goals

We’re not just focusing on monetary here. What direction do you see your business going? What kind of environment are you creating? What kind of boundaries are you setting in place for clients?

Answering questions such as these is more than planning for the “right now”. These questions and how you conduct your business all play a role into how sustainable your business model is.

So if you were like me back in the day going with the flow, claiming hours but not following them, etc then guess what happens when you start growing and hiring?

It’s tough in the beginning to figure out your long-term goals and implement the necessary tasks to achieve them, but it’s worth it!

However, setting goals is nice. But you need a plan. A process. A system. Let’s dive into what exactly these are.

Coming up with your Processes and Systems

As an Operations Manager/Consultant, hearing the words processes and systems is a part of my everyday life. But when I first started as a Virtual Assistant, I had no clear idea of what these were.

Sure, I was told to have them, but what was it? We’re “lazy”, right? We need things to be easily digestible. Here’s what these terms translate as.

Process- This is the step-by-step action taken to reach a goal.

Ex. A client reaches out from IG, clicks the link in the bio, fills the form on your site, books a call, etc. This counts as one process.

System- This is the combination of your processes, software in use, etc to achieve multiple processes.

Ex. Let’s think of an onboarding system. You have a process in mind for what you want your client’s journey to be like. You add your processes into the software to make your process come to life and more automated.

So in short, your processes are multiple step-by-step actions taken to achieve your goal. Your system is all of the processes in use to simplify/automate your processes.

The software you use in business is not your system alone. It would help if you had a process and strategy to make up a complete system.

With that being said, once you figure out your goals in business, figure out how you want each action to go and start finding software/tools that will help you simplify your process.

Oftentimes, this step gets missed and when people hire, they assume they need a person while in actuality, they just need a clear process and software to automate.

Let’s say you’ve done this and you’re starting to reach capacity. Now, it’s time to figure out who you’re hiring.

Deciding Who (or What) to Hire

Let me start by saying, be VERY careful about the type of person you hire. By this I mean, figure out if you need an employee or a 1099 Contractor.

Oftentimes, contractors are mislabeled and are treated as employees instead of business owners. 

While it’s up to the contractor to say something, do your part in understanding the difference. You can check out the article by the IRS here: Contractor or Employee

Once you clarified if you need an employee or contractor, you can start figuring out what you need this person to do.

Some tips that have helped me when hiring and onboarding new team members are as followed:

  • Having a company culture set (what is my business for and what we stand for)
  • Having the necessary software, tools, etc in place so I just have to add them in
  • Establishing payment schedules- while contractors send an invoice, you can talk to them about having it sent during a particular time to keep your finances in order
  • Setting a standard starting wage/budget- great if you use Subcontractors in your business or have employees!
  • Having SOPs set (don’t worry, this is in the next section)

There are more, but that’s a great starting point! Now we’re heading into the last section and my favorite, SOPs!

Documenting your Business

Remember when I talked about creating processes and systems? There’s a reason why I said to write them down.

Documenting your business is key when it comes to scaling, selling, etc in business. But, it’s often forgotten about. 

Have you ever heard someone say “You won’t know you need it, until you need it”? Well, that’s what SOPs are to businesses.

To keep it short, SOPs are the documented way you do your business. Ideally, you have a video that shows the “how” tasks are performed and you write out the “what” you want done or a brief overview of what to do.

This information would be a whole other blog post, so to keep this brief, here’s a short video on SOPs.

To wrap this up, when it comes to team building, it starts with you. You need to create the space you want to build and bring others into. Hiring is stressful enough as it is. Make things as simple as possible on your end, so there’s less room for error and more room to grow.

Happy scaling!

Keep up with Adriana of TLM

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