GETTING STARTED. Deciding What Tasks To Delegate To Your 123Employee Agent

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1 GETTING STARTED Deciding What Tasks To Delegate To Your 123Employee Agent This guide is NOT written exclusively for outsourcing to 123Employee, you can use this guide to help you create a delegation blueprint for your business(es), projects, income streams, etc. Note: 123Employee Agents can help you with a variety of tasks, however, they are NOT consultants or specialists. We say this as many people hire a $6 overseas agent and what they really need is a consultant or specialist. Your 123Employee CAN NOT create your marketing plan for you. Give them your marketing plan and they will be happy to implement for you. To see what your 123Employee Agents can do, please refer to the: 123Employee Social Media Guide 123Employee Service Guide 123Employee Marketing Strategies 123Employee Infusionsoft Guide Note: The term Agent, VA, Remote Employee, Outsourced Virtual Assistant are used interchangeably in this document. 123Employee Agents also referred to as VAs (Virtual Assistants), can help you with many day-to-day, week-to-week tasks, that might ordinarily be wasting your time, or the time of other key employees, or service providers. Knowing what to outsource, how to outsource and creating a schedule for your agent increases your chance for success. 5 STEPS TO SUCCESSFUL OUTSOURCING The following information and process will help you create a delegation and outsourcing blueprint, a plan for successful outsourcing. Step 1: What to Delegate Step 2: Delegate first Step 3: Who to Delegate to Step 4: How you want the task done Step 5: When you want the task done Step 6: Know Your Role! Page 1 of 7

2 REASONS TO OUTSOURCE 1. EXPERTISE: Outsource tasks you DON T KNOW how to do. 2. INCOME GENERATING: Outsource lead generation, marketing and social media activities. 3. TIME SAVING: Outsource your time consuming tasks, such as business process and customer support tasks (so that you have more time to generate more business). THE RIGHT PERSON FOR THE RIGHT JOB Often new prospects will want to hire a $6 per hour VA, and what they are really looking for is a consultant, specialist or business/project manager. Knowing who to hire for the right job is crucial for your success. Consultant (CO): Someone who will advise you, create a strategy or plan of action, they typically do not do the work themselves. Specialist (SP): Someone with specialized skills (graphics, web, technology, consultant, accountant, etc) Business/Project Manager (BM): Manages key aspects of your business In-house Employee (IE): Someone who comes into your place of business, full or part time Remote Employee (RE): Someone who works remotely (In the case an employee is someone who takes care of day to day, week to week tasks.) >STEP 1: WHAT TO DELEGATE Start by prioritizing your projects: The first step in creating a Delegation & Outsourcing Plan is to prioritize your projects or income streams. Make a list of all your projects and income streams, and prioritize them in order of which ones you need help with: 1) 2) 3) Deciding What To Delegate: Once you have prioritized your projects, create a separate delegation table for EACH project/income stream as follows: 1) Take a sheet of paper (landscape). Create 4 columns on a sheet of paper, and label as follows: Column 1 : List the Tasks YOU HAVE TO DO Column 2 : The Tasks you HAVE TO outsource to others Column 3 : Tasks you are doing that could be done by others Column 4 : Task you would be doing if you had more time or money 2) Divide the columns into 2 rows and label as Marketing Related Tasks & All Other Tasks 3) Enter all the tasks related to a project/income stream into the table. Page 2 of 7

3 Business/Project/Income Stream Name: Details: Monthly Marketing Budget: Monthly Delegation Budget: Hours Per Week You Want to Invest: For the following table, consider the following to help will out the column data: Column 1: What is the BEST & HIGHEST use of your time / Tasks you HAVE to do? Column 2: What tasks do you need to get done but do NOT have the skills/qualifications for? Column 3: What tasks are you doing that you know you should NOT be doing/waste of your time? Column 4: What tasks are you NOT doing that you know you should be doing? What I HAVE to do What I HAVE to What I AM DOING that What I am NOT doing outsource to Specialist I should be outsourcing that I should be Marketing Related Tasks Marketing Related Tasks Marketing Related Tasks Marketing Related Tasks All Other Tasks All Other Tasks All Other Tasks All Other Tasks Page 3 of 7

4 >STEP 2: WHICH TASKS TO DELEGATE FIRST? Make Outsourcing An Asset Not A Liability As Quickly As Possible Overwhelmed entrepreneurs tend to overwhelm their new agent! They will hire an agent for 2 hours per week in the hope that their $6 per hour agent will take over the management of their business, handle dozens of tasks, and a few handful even hope their new agent will make them rich! You think we are joking? In an ideal world it would be great to outsource EVERYTHING you don t have to do or want to do for the rest of us, here are suggestion you can adapt to help you decide what to outsource first: 1) MUST OUTSOURCE NEXT The are task or projects you MUST outsource next in order for your business to proceed. It could be the creation of a website, lead capture page, sales page, copywriting. In most cases the MUST do list are things you are not able to do, or don t have time for and have to hire someone to do them for you. In many cases these tasks may be project based. 2) MARKETING TO INCREASE REVENUE The next set of task I would outsource should lead to a generation of more sales. This would mean Option A) hiring someone to generate more leads for you Option B) delegating the bust task you are doing so that YOU can generate more sales. We often advise our clients to implement a outsourcing strategy to hire someone to generate more leads via internet marketing, social media or telemarketing. While this might apply for many businesses, there are some instances our client is a great sales person themselves and simply need more time to make calls, attend networking events, talk at events, etc. In this scenario, we would look to identify tasks you are doing that can be outsourced so that you have more time to do what you are BEST at! Questions to ask yourself: What can I outsource to others so that I can BETTER USE my time? (Business Card Follow Up, Appointment setting, Blog Commenting, etc.) What can I outsource to generate more leads? (Telemarketing, Social Media, Article Writing, Article & Video Posting) How can I grow my business capacity? (more sales staff, etc) 3) OUTSOURCE YOUR DISLIKE LIST, NOT GOOD AT & BORING TASK LIST Once you have outsourced must do & marketing tasks, you can outsource your dislike, not good at, and boring and mundane tasks you really do not want to do. Select your top 10 things you want to delegate: Page 4 of 7

5 >STEP 3: WHO TO DELEGATE TO Once you have completed the table assign the tasks to one of the following: Consultant: CO Specialist: SP Business/Project Manager: BM Local Employee: LE Remote Employee: RE >STEP 4: HOW YOU WANT THE TASKS DONE Once you have identified the tasks to delegate, prioritized the tasks, decided who to assign the tasks to, the next step is to create Basic Operational Sequential Steps The instructions should be simple, step-by-step, easy to follow. If you do not know how to do certain tasks, ask your agent to research or review any applicable training material. Instructions can be as simple as writing the steps in a word document, recoding audio recording of phone calls, scripts trees, creating training videos using screen capture software, creating wiki Q&A tools, setting up and using online software such as Basecamp, Central Desktop, etc. >STEP 5: WHEN YOU WANT TASKS DONE In addition to providing instructions we recommend you create a schedule and allocate time for different tasks throughout the week in Google Calendar or similar program. WHY OUTSOURCING MIGHT NOT WORK There are several reasons why outsourcing might not work: 1) The business is not well defined or structured. The funnel, websites, copy, are not great 2) The employer s does not know how to communicate, manage, overwhelms the VA 3) The tasks are not appropriate for that level employee 4) The instructions are not clear 5) The employee/agent is not up to the task 6) The employer has unrealistic expectations from their agent When things are not going to plan, consider the above, we call them the 6 pillars for successful outsourcing. STEP 6: KNOW YOUR ROLE Once you have made the decision to outsource, used the delegation process to decide what to outsource first you will need to get through the first days. We do our best to assist our clients with this process. The reality is that they are YOUR employee working in our facility under our care and management. It is important you know your role in the process, they are your employee and will look to you for advice and guidance. Provide information and resources to allow their tasks to be done. Page 5 of 7

6 EXAMPLES OF HOW A VIRTUAL ASSISTANT CAN BE UTILIZED Please see the 123Employee Services Doc & 123Employee Social Media VA doc to get a better idea of what services to outsource to your 123Employee Virtual Assistant. Example 1: Outsourcing Your Telemarketing, Apt Setting & Campaigns 1. VA calls from list or uses datamining to generate list, calls prospects. 2. VA introduces business owners to an offer, explains service and sets a time for you (client) to chat to prospects 3. VA can make follows up calls. 4. If prospect provides they are added into database. 5. Send your leads content rich sequenced s with call to action invitation. Example 2: Turning Business Cards into Prospects into Clients When you return from a networking event, are you following up? How are you following up? Could you save time by outsourcing the entire process? Here is what we do for our business and our VAs can help you do something similar. 1) During the event or upon return back to our office we scan the business cards. 2) We send the data to our VA s who enter everyone into a database. 3) Our VA sends a welcome + invites lead to take a short online interview (filter). 4) Our VA calls prospect and conducts a short phone interview (filter). 5) Our VA schedules a 15 minute consultation with our outsourcing specialist. 6) We do 15 minute phone consultation. 7) We send them an ongoing sequence series. 8) Invite them to a FREE teleseminar. 9) Our VA assists in setting up the teleseminar sign up page (we provide content). 10) On FREE teleseminar we promote our services. Example 3: Implement Your Info Products with a Virtual Assistant 1. Send your VA review information products/material you may have invested in. (i.e.: Social Media, Marketing, Keywords, Ad Words, Real Estate). 2. Have your VA watch the videos and review the training material. 3. Have your VA make brief notes, bullet point for your quick review. (evaluate their comprehension) 4. Have them implement the strategies detailed by the information product. 5. You, the VA, or a more proficient writer can create written content for some of the Social Media strategies. Note: 123 agents are not the best for specialist tasks such as graphic design, web development, copywriting, etc Example 4: Personal Assistant Services Hire a VA to be your Personal Assistant or an assistant to your local higher paid assistant, who in turn could be more effective in their role, by outsourcing some of their busy work to a VA. The best practice is to have ongoing day to day tasks your PA can do for you. You can then add additional tasks or small projects to your VAs duties. The following are just some of the tasks an outsourced personal assistant (PS) can do for you: 1. Managing: Sort out s. Delete spam and consolidate all important s into 1 single and send at end of every day. If there are s that need urgent attention, PA can Skype or text to keep you updated. Page 6 of 7

7 2. Appointment Setting: Call clients that need to chat or speak with you. If PA receives an for you that needs setting up for an appointment, PA can call them directly and place Apt in your calendar. Appointment setting is not only for your clients but for your personal needs as well. Just call or and your VA will take care of scheduling. 3. Managing his calendar: PA can have access to your Google Calendar. PA can make sure that you do not miss a single appointment. If PA receives a phone call for you, PA can inform the caller if you are available or not and schedule in a time to chat. 4. Managing his Voic PA can listen and sort out your voic . If the person leaving the message needs assistance or needs an appointment with you, PA can call them up immediately. 5. Transcription: PA can transcribe voice mails, audio note recording you may have made. 6. Affiliate & Billing: I coordinate with billing / billing dept and clients that have any questions. 7. Speaking Engagement/Travel: If you need to schedule speaking engagement or travel your VA can assist in making arrangements. 8. Research: Your PA can assist in a variety of research tasks. 9. Mind Mapping: A few clients have trained their VAs how to create mind maps. VAs use mind maps to summarize teleseminars, meeting notes, info-products. Example 5: Social Networking (see Hiring a Social Media Virtual Assistant Doc for more details) 1. Assist with Linkedin/Facebook/Twitter and other. 2. Accept invites from new connections, responding to request for more information. Research JV partners, potential clients etc. 3. Ask new contacts to be friends and contacts for all platforms. 4. Post status updates per your instructions. 5. Help with event set up. Example 6: Social Networking (see Hiring a Social Media Virtual Assistant Doc for more details) 1. Video Marketing using Traffic Geyser or similar 2. Transcribe video, research and draft article ideas 3. Post to blogs 4. Post to others peoples blog 5. Strip audio from videos 6. Spin existing articles 7. Social bookmarking Note: As you can see, there are many ways we can help you. It s not a question of if we can help, only how. We know it s costing you time and money by NOT outsourcing, you can change that today, by hiring a 123Employee Outsourced Virtual Assistant. Outsourcing is as EASY as 123Employee If YOU make it be Page 7 of 7

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