Outsourcing tasks and projects allows you to get more work done, more quickly and for less money. And it frees up your time to complete higher value-add tasks and otherwise grow your business. When outsourcing, a natural question arises as to when you should use several outsourced individuals or one virtual assistant, or both. This article will help you better answer this question, and allow you to outsource more profitably.
Of the many types of providers to which you can outsource work, there's a certain amount of leverage you can achieve by hiring a virtual assistant trained to do many things.
Would you rather hire and manage different people for each of these tasks?
- Administrative tasks
- Editing and posting blog content
- Keyword research
- Contacting customers
- Scheduling appointments
- SEO / Getting backlinks
- Customer service
...or just hire one person to do them all?
Something I have found very helpful is to write up a big, long list of every task that currently must be performed for your business to operate. Make it a list of ongoing, necessary tasks (not project-related tasks-more on that later).
Now go through the list and note which tasks are already handled by someone, which tasks could be done more inexpensively, which tasks you're currently doing yourself, and which tasks should be done but currently are not.
Doing this will leave you with a list of ongoing tasks that should probably be completed by a virtual assistant. So, what is a virtual assistant? A virtual assistant is a freelance service provider like any other, but who is more of a catch-all to handle numerous things for you (as opposed to an outsourced provider specializing in one thing, like design or computer programming).
Ideally, you can find one virtual assistant with previous experience doing everything you need done. If not, hire whoever can do the most and train them to do the rest. And/or for specialized projects, continue to hire individual outsourcers.
Virtual Assistants vs. Outsourcing Projects to Service Providers
There are pros and cons to both virtual assistants and individual outsourced providers.
One benefit of virtual assistants is that it's a lot easier to screen, hire, train and manage one virtual assistant for eight tasks than eight individual outsourcers for one task each.
Conversely, the benefit of an individual outsourcer is generally that they are well-trained in their area(s) of expertise. If you need a writer for example, you will probably get better quality work from a professional writer than hiring (or training) a virtual assistant who does a variety of things including writing.
Another difference is the length of time they work with you. Virtual assistants tend to be a longer, more ongoing commitment. Versus individual outsourcers who are often hired to complete just one task. Each of these scenarios has their benefits. Ongoing relationships cost more, but the virtual assistant often gets better with time as they learn more about you and your company. Individual outsourcers are only paid for the specific project they do, but there is more work to constantly find and educate them.
But with regards to cost, you can hire full-time virtual assistants in the Philippines for only $5 per hour, or $400/month full-time! So the cost might be very reasonable.
What should I have my virtual assistant do first?
The list of tasks you wrote up above can also be used when posting a project to hire a virtual assistant. These core tasks become their job description. As you think of new tasks your assistant can perform for you, add them to the list and train them to do it when the time is right.
You can't teach them everything all at once, so you've got to have a planned and orderly
system for training your assistant. Number each of the tasks in the order in which
you want to train them.
I recommend numbering only the top five at first so that you will stay focused. To number more is a waste of time, and your priorities might change in the meantime, anyway.
When you're almost done with the first five, choose a new top 5 tasks to teach, with the current #5 becoming the new #1.
There are three methods you can use to prioritize what to teach your virtual assistant and when:
1. Based on Frequency
Using this approach, the first things you would train your assistant to do are the ones they will be responsible to perform every day.
This makes sense, because these tasks are needed most often. And, they will begin to establish a daily routine. These tasks will become a habit, which will ensure they are done on time, every time.
Once these are taught, you can then move on to items that are to be done weekly, and then monthly. Think of training your virtual assistant in things that happen regularly as the foundation. Once it is laid, you can build upon it by adding other tasks that arise from time to time.
2. Based on Time Consumed
The first things you would teach your assistant to do using this approach are the ones that currently take YOU the most time to do. By doing this, you free up your time a lot faster.
Some of these tasks take a long time to train; others will only require an hour or so. You may prefer getting these monkeys off your back sooner, and like this method better.
3. Based on Importance
There are some things that each of us really needs to do, but we just can't seem to find the time to accomplish. You may wish to teach these to your assistant first in order to make sure they get done.
You may also decide on some combination of the above. Use your judgment, and don't put
off things that should be trained just because they take a few hours to teach properly.
While outsourcing can certainly save you a ton of time, there is still some unavoidable work on your part to get it set up for success and to manage and coach your virtual assistant over time. So the point is...you have to put in the hours and pay the price in order to get top-notch results consistently.
But would you spend one hour to save ten? Ten hours to save one hundred? I hope so. Taking the time to properly train and manage your virtual assistant and individual outsourcers is one of the best ROI's you'll ever see in business-but there is still an investment to make.
I'm hammering this home because I see a lot of entrepreneurs hiring someone, throwing them into the work, and then getting busy again with other things-wishfully hoping that everything will just run on auto-pilot from the beginning. It won't.
Suggested Resource: If you don't outsource, you can't compete. The math is simple...if your competitors are outsourcing and only pay $X to complete a task, and you pay $3X, $5X or $10X, your competitors will eat your lunch. You simply must outsource to stay competitive. Outsource the right way using Growthink's Outsourcing Formula. Learn more by clicking here.