by Jo | Jan 11, 2023 | BLOG, Freelancer, Online Business Manager, Outsourcing, Tips, VA |
For many business owners, stepping away from their business can feel like a daunting prospect. After all, your business is your baby! As your business grows, it can be increasingly difficult to keep up with all the responsibilities that come with it. But there are some very real benefits to stepping away, and leaving your business in the hands of a capable team. You could also consider increasing your team members by outsourcing. Here are some reasons why you should consider letting go of the reins once in a while.
1. Delegating tasks allows you to focus on growth opportunities
When you’re bogged down in the day-to-day running of your business, it can be easy to be too busy to take on bigger projects that could help to take your company to the next level. By letting your team handle the essential day-to-day tasks, such as accounting or customer service, you free up time and energy that can be put towards achieving more ambitious goals.
2. Helps to stay competitive
By delegating certain tasks to professionals who understand the market, you can make sure that you’re up to date with the latest trends and best practices in your industry. This will ensure that you remain competitive in an ever-evolving landscape.
3. Outsourcing increases efficiency
When work is outsourced to a third party, they often have access to better resources and technology than what is available to you in-house. This means that tasks can be completed more efficiently and with greater accuracy than they were before.
4. Reduces costs in the long run
Of course, outsourcing does come with an upfront cost. However, it’s often worth it in the long run when compared with trying to do everything yourself or relying on expensive full-time employees who may not be as productive as external specialists would be.
5. It gives you time for other areas of life
Sometimes, running a business means you put other important areas of life on the back burner. This may be spending time with family, looking after your health and well-being, or neglecting personal projects that you want to do. With a good team around you, you can take some time to focus on other things.
Is Stepping Away Right for You?
If you’re not sure whether leaving the responsibility of your business to others is right for you, here are some things to consider:
- Are you struggling to keep up with the demands of running your business?
- Are you finding it difficult to find time for the things you love outside of work?
- Are you feeling burnt out and in need of a break?
- Are your profits stagnant or declining?
- Are you having trouble scaling your business?
If any of these things resonate with you, then delegating might be something worth considering for your business. It can take some of the pressure off, free up your time, and allow you to focus on the things that matter most to you.
Stepping away from your business isn’t always easy, but it can have numerous benefits if done correctly. By outsourcing or delegating certain tasks, you’ll be able to focus on high value activities while staying competitive and saving money in the long run – all while giving yourself some much-needed breathing room!
Hiring an OBM
One of the best ways to step away from your business and leave it in capable hands is by hiring an Online Business Manager (OBM). OBMs specialise in taking on the day-to-day tasks of running a business, so that you can focus on the big picture, or take some much-needed time for yourself. But that’s not all! They can manage your team and help them be more productive, help you develop and implement strategies that will drive growth, and provide valuable insights and feedback based on their experience in the industry.
Whether you are in the coaching industry, or a small business owner, I can help you achieve your business goals while you take a break. Feel free to book a call for a friendly chat, and gain back some time for yourself!
by Jo | Oct 21, 2021 | BLOG, Online Business Manager, Outsourcing, Productivity |
An online business manager (OBM) is there to provide support to people who need expert skills to help run their business. Unlike a virtual assistant, an OBM has a leadership and managerial role to fulfil, such as handling teams and complex projects. They also have freedom to make decisions that impact the business. A good OBM will use their skills to increase revenue and profits, drive growth, as well as taking some of the weight off the business owner. So, let’s take a closer look at some of the tasks an OBM might do:
Project management
An OBM leads projects and uses their initiative to ensure goals are met within planned timelines. After discussing priorities and outcomes with a business owner, an OBM develops strategies, plans and processes for their team to follow to achieve those desired goals. In this role, an OBM will be liaising with their team as well as outside sources such as contractors, organisations, and individuals that are involved in the project.
Team management
Organising a successful team includes hiring, firing and working with people to get the best from them. An OBM needs to have excellent communication skills, not just to be able to tell team members what to do, but also to listen and have empathy with them. This allows an OBM to solve team problems quickly and fairly. The success of a project relies upon a cohesive team that works well together and, when team members feel valued, they do a good job.
Marketing
This is an example of a business area that can be delegated to an OBM to run. An OBM may coordinate the activities of copywriters, social media managers, and SEO experts. They are also able to study the measurable data, such as website analytics and social engagement, in order to see what works well and how to improve. Not all clients will require every aspect of an OBM’s skill set, but being able to hand over a whole operation such as marketing allows business owners to use their time on other things.
Operations management
Being tech savvy and experienced in a number of processes means that an OBM is in the best position to suggest helpful changes that make operations run more smoothly. This could include improving bottlenecks, automating processes and devising and implementing new strategies and workflow systems that get things done more efficiently.
Actively seeks new opportunities for the business
An OBM can take a proactive approach in driving the overall success of a business by finding new opportunities. This could be new ways to generate revenue, expanding customer reach, improving brand image and engaging with potential clients or customers. This might also include networking to identify new partnership options and other opportunities that could be of benefit.
Hiring an OBM
For business owners, hiring an OBM can be the step that takes their business to the next level. It allows you to free up time if you are feeling overwhelmed with tasks, to explore new ventures, or perhaps you need a fresh set of eyes to help your business grow more quickly. Whatever the reason, an OBM is an asset that many business owners can’t do without!
One of the joys about being an OBM is that every client is different. That means no two OBM roles are the same. It keeps things fresh, interesting and with a large scope to grow and develop professionally.
As an OBM, I really enjoy getting to know business owners, helping to solve their problems and improve the way their businesses run. If you would like to have a chat about whether an OBM is right for you, or about what you could delegate, please get in touch!
by Jo | Jan 27, 2021 | BLOG, FAQ's, Online Business Manager, Outsourcing, VA |
Sometimes the words ‘Virtual Assistant’ (VA) and ‘Online Business Manager’ (OBM) are used interchangeably. While both are support roles for a business, there are some key differences between the two. If you’ve been considering hiring a VA or OBM, knowing the difference will help you decide what level of service you need for your business.
What is the role of a VA?
When your business grows and tasks become too much to handle with the capacity and resources you have, outsourcing to a VA is a great option. Whether it is help with general admin, or specialist tasks such as social media management, a VA has the expertise to take on many common business processes on your behalf. A VA takes direction from you, so when you want help, you send your VA tasks for completion.
A VA often works for a number of clients, each for an agreed amount of hours per week.
What does an OBM do?
An online business manager is less task oriented than a VA, rather they focus their expertise on helping you manage your business to drive growth and increase revenue. Partnering with an OBM means you allow them to understand your business inside out, and use their knowledge to work independently and manage things as they see fit. The advantage with this is that you do not have to micro-manage, an OBM can solve problems and keep your business running smoothly without your input.
Another advantage of working with an OBM is that you can take time off work or put your effort into new projects without worrying about the details of your existing business. Your OBM handles it all!
Adding to the confusion between the two roles, there may be some VA’s that also offer OBM services, but an OBM typically dedicates more time to their clients and has a deeper level of business management knowledge. An OBM tends to have fewer clients, and charges a higher rate due to their higher level of business acumen and expertise.
Do you need an OBM or a VA?
The level of help you need, how much control you are willing to hand over, as well as your budget, will be factors in deciding whether to hire a VA or an OBM for your business.
If you are looking for someone to oversee the complete management of a project, want to hand over the running of some parts of your business, or need help with planning and strategy to take your business forward, an OBM is the right choice for you.
If you need more staffing power to speed up day to day tasks, you like to keep a close eye on your operations, or would prefer to hand over the less exciting jobs to free up your time, a VA is there to help.
It is easy to see why the two roles are often confused with one another, as there is some overlap with the types of activities that a VA does, and an OBM will oversee. But when you really understand the difference, the two roles are distinct.
There are many great reasons to hire an OBM, especially for small business owners and entrepreneurs who typically lack a balance in their professional and personal life. There may also be a point where you feel as if you are spending too much time managing your business, and not doing the creative thinking that made you start your business in the first place. Whatever the reason for hiring an OBM, it can make a huge difference to your time, stress levels and overall well-being, as well as enabling new business growth and direction.
If you are looking for an OBM to help take your business forward, feel free to get in touch.
by Jo | Sep 11, 2020 | BLOG, Outsourcing, Productivity, Time Management, Tips |
As a professional coach, you know how to get the best out of people. But how good are you at making the most of your own time on a day-to-day basis?
Whether you think you are good at managing your time, or know that you could do better, the tips outlined below will be helpful. Even if one of them leads to a small improvement in your daily time management, this post will have been all worthwhile.
1. Eliminate distractions
Before you can even begin to start managing your time more effectively, you have to eliminate all the daily distractions (no matter how big or small) that have a habit of consuming your time.
Whether it’s your phone alerting you to an instant message, your email program throwing up a new mail notification, or something less technology-related like a pile of boxes that need sorting in the corner of your home office, all of these things can distract you.
They even say that just having your phone in view can be distracting. So when you’re working on something important, switch your phone off and put it out of sight (and out of mind).
2. Track your time
Do you know exactly how you spend your time each day? Many coaches don’t. But how can you begin to manage your time better if you don’t even know where it’s going in the first place?
Fortunately, there are some great time-tracking apps to help you figure out what’s stealing your precious minutes and hours. Toggl, Clockify and RescueTime are all solid examples.
Alternatively, consider quickly scribbling down how many times you get distracted by someone (calling, messaging, etc.) or whenever you get sidetracked working on a random task.
The point is to record how you’re spending your time so you can identify time drains, take control of the situation and make positive changes.
3. Have a to-do list & prioritise
It might seem obvious, but having a simple to-do list can really improve your time management. With the tasks you need to complete each day set out in front of you, you’ll never be wondering what’s next.
But don’t just list all the tasks that need completing. Assign them a priority based on urgency and importance. Then, look to work on your high priority tasks when you are at your most effective (more on this in point number 5).
Create your to-do list the evening before for the best results. It allows you to hit the ground running in the morning and get stuck straight into your daily tasks.
The fact of the matter is a to-do list keeps you focussed and motivated, plus you get a little mental boost each time you tick a task off.
4. Focus on one task at a time
As a busy coach, it can be tempting to multi-task. After all, it’s an effective way to use your time, right? Not really.
If you have decided on a task, see it through to the end before starting a new one. Leaving a task half-finished will likely result in you being unable to concentrate and focus on the next task on your to-do list. That unfinished task will be constantly lingering somewhere in your mind, so try to avoid leaving something halfway through.
However, you should never get so engrossed in a task that you forget to take regular breaks. A nice way to avoid this happening is to use one of the various time management methods that are out there.
The Pomodoro Technique is a popular one and it basically involves spending 25 minutes working on a task without any interruptions or distractions. Then, have a 5-minute break before starting another 25 minutes on the task. Repeat this pattern until you have spent 100 minutes working on the task, at which point you should treat yourself to a longer break of 20-30 mins.
5. Hack your schedule
There will be times during the day when you know you are at your most productive or feel most energised. Take advantage of these times by using them to work on tasks that require more concentration and aren’t necessarily routine.
Maybe you are super productive first thing in the morning when the rest of your household is still asleep, or perhaps you’re more of a night owl who smashes it in the evenings. Whichever your preference, utilise it to your advantage. It’s all about arranging your day to achieve maximum efficiency wherever possible.
6. Set boundaries & learn how to say “no”
As a coach, you inevitably have multiple clients. Chances are that those clients are all pretty different too, meaning their expectations and preferences vary. The bottom line is the more clients you have, the smarter you need to be when it comes to managing your time.
That’s why it’s so important to set boundaries and learn how to say “no”. Never take on more than you can comfortably manage and be prepared to push back when a client’s requests could lead to your attention becoming consumed.
At the end of the day, there’s a big possibility that you created your own coaching business because you wanted to be your own boss and work on your terms. Don’t let assertive clients try and change that.
7. Delegate & outsource
You’re a coach, which means you spend your life getting the very best out of people. But how often do you listen to your own advice and teachings, especially when it comes to working smarter.
One of the best ways to work smarter is to spend your time on the tasks that afford the most value. So it makes sense to delegate anything that can be completed by someone else at less cost to your business, or tasks that are required but are simple, meaning they can be easily outsourced.
This will free up your time so you can focus on what you do best: bringing money in the door.
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Not sure about delegating and outsourcing? Never done it before and aren’t sure just how easy it can be? Book a call with me today and I’ll be happy to show you.
by Jo | Sep 3, 2019 | BLOG, Freelancer, Outsourcing |
Having a team around you (even a virtual one) is a great benefit not only to your business, but also your health and state of mind. The fact I am in a position to delegate tasks to others is a great feeling, and achieving it yourself is not as hard as you may think.
When I first started my business, I struggled for a long time trying to do everything myself when, in fact, I should have been taking my own advice as a virtual assistant and outsourcing some of my work.
Now, having been in business for just over 8 years, I have been outsourcing work to freelancers for the past 6 of those at least, and I feel much better for it.
A few years ago I had a great conversation with a client on Skype about what can I offer to people that is unique. The conclusion was that not only can I provide services to clients myself, but I can also offer a team of freelancers who have additional skills and can go above and beyond the core services I offer.
My fab freelancers and I have found each other via lots of different avenues. For example, I used to use PeoplePerHour to look for freelancers and that’s how I met James (below), but nowadays I usually meet them on Facebook. I am part of a great group called Freelance Heroes and this is my first port of call when I am looking for some help with something I don’t have the skills for.
One of my clients also frequently tasks me with finding freelancers for him and his clients, and that’s where I head first. I also use some other groups, depending on the sort of person I am looking for.
Without further ado, I want to introduce you to some of the freelancers I work with as I think they are all fabulous.
My Virtual Assistant – Amy
I have been working with Amy for over 2 years now. We met through a client that we both work with (although I found her for my client and was so impressed I hired her too). We have an ad-hoc working arrangement, so I send her tasks as and when I need them completed. The tasks vary, from work for my own business, or helping me out with some of my clients’ tasks when they all have a lot going on at the same time. I am also teaching her the ropes on book formatting so she can start helping me out with this as well. I know that if I send a task over to Amy then it will be done within the given timescales and to a very high standard.
Amy has a website www.alvirtualassistance.co.uk.
My Graphic Designer – Ryan
Ryan and I have been working together for a while now. In fact, I am having trouble remembering how we first got together. Ryan works mainly with book covers, but more recently started formatting as well. For my eBook formatting service this works really well as I can recommend Ryan to my author clients or pass him enquiries when I am too busy. Many of my clients use Ryan to design their covers.
Other things I have used Ryan for are my social media cover images, as you can see all my cover images are the same across my networks now, and Ryan did a great job at designing these for me. He has also designed cover images for one of my clients, which they were really pleased with.
Ryan has a a website https://bookbrand.co.uk.
My Writer – James
As I mentioned earlier, I discovered James on PPH years ago. Since then, he has become my every day go to writer for both my own articles and for my clients. James helps to take away all my stress around writing by providing a fresh perspective and polishing stuff that I’ve written myself to make it sound that bit better. Without him, I would be a very stressed virtual assistant!
James is on LinkedIn.
So that’s my core team. Feel free to get in touch with any of them if you think they might benefit your own businesses. I am sure they would love to be of assistance.
by Jo | Jun 15, 2016 | BLOG, Outsourcing, VA |
Being my own boss is great. It allows me to manage my time however I want, and that enables me to do a lot more of the things I enjoy in life. In fact, since I moved to France back in 2011, my work/life balance has been better than at any other point in my life.
However, being a professional virtual assistant isn’t without its challenges, and one area that I have had to give special consideration to is the need for client contracts.
Many freelancers – especially those just starting out – often overlook the importance of having some kind of contract with their clients. I know I did! Luckily, several of the virtual assistant training courses I completed highlighted that client contracts were nothing short of a necessity, and I’ve used them ever since.
It can be very tempting to overlook the paperwork when you’re in talks with a potential new client. Both of you are inevitably excited and singing from the same hymn sheet in terms of what you want to achieve, and there is a massive urge to want to jump in and get to work. This kind of enthusiasm is natural and definitely isn’t a bad thing, but you must make sure you get a few small formalities out of the way first.
Everyone I’ve had the pleasure of working with so far as a virtual assistant has been honest. Let’s face it, in an ideal world we’d never need contracts for anything. The reality, though, is that we don’t live in an ideal world, which is why contracts are used throughout our daily lives.
Here are a few reasons why contracts are so important for freelancers today:
Contracts protect you
As I mentioned earlier, I’ve been extremely lucky with all my clients, but not everyone is. Non-payment is the biggest issue faced by many freelancers and without a watertight contract there’s little recourse for them.
Late payments are also a problem, especially when you are living on a carefully-calculated budget and have bills to pay on specific dates. Your service providers expect you to pay them as per your contract and that’s why you should expect the same from your clients.
Some freelancers also find that when they eventually do get paid the amount isn’t what they were expecting. Their clients have seemingly made adjustments, and the lack of a binding contract has enabled them to do so.
Contracts protect your clients
It would be wrong to think that contracts should only be put in place to protect the freelancer. All of our business relationships are two-way affairs, and that’s exactly how contracts work.
I’ve heard many stories where a client hired the services of a freelancer and ended up high and dry because the project was left unfinished, or the end result was completely different from what they expected and ultimately served no purpose for them.
The whole situation is made even worse if the client also loses money in the process. It could mean they are unable to hire someone else to complete the project and it leaves a bad taste in their mouths about working with freelancers.
Contracts boost your credibility
We all like to think of ourselves as consummate professionals. So why would you even consider entering into a new client relationship without a contract?
By starting every new project off on the right foot with a contract in place, you are automatically showing your client that you take your responsibilities seriously and that you mean business. It affords a sense of reassurance and sets a professional tone for your relationship going forward.
While a contract might not be able to prevent bad things from happening or relationships going sour, it will stand you in a stronger position should the worst happen.
As a final point, it’s always best practise to get any contracts that you are considering using checked over by a legal professional to ensure they cover every aspect you need them to. As contracts get edited to suit different purposes, they sometimes lose their enforceability, which is something that can’t be fixed after the event.
Have you ever had any problems with clients, which may have been okay if you’d have had a contract in place? I’d love to hear about your experiences…
