Delegation

STEP 1

When we look at our own business and personal lives, it’s hard to think of what we could actually hand off to someone else. When someone first suggested that I hire an assistant, I had no idea how I’d come up with more than a couple of hours worth of work for them.

That's why in this video we're going to make a list of your behaviors to find hours of “hidden” tasks that you can get off your plate ASAP.

Watch the video above to learn about the One-Day Audit.  

Action steps

  1. Complete your own One-Day Audit.

    • Step 1: For the next 24 hours, write down every task you do or put on your “to-do” list for later.

    • Step 2: Once you’re finished, star every task that you don’t HAVE to touch. In other words, what does not require your specific expertise and unique skills? (For example, holding a client call requires your specific expertise and skills. Scheduling and confirming that call does not.)

    • Step 3: Look at the tasks you starred and estimate how much time they take you to complete. Then total them up. How much time could you be saving each day? Each week?!

    • Step 4: Of the tasks you starred, circle the 3 that drain you the most. Those are the ones we’ll delegate first.

  2. Also, write down:

    • What was your biggest surprise or aha moment from this exercise?

Resources

STEP 2

It’s the moment you’ve been waiting for! Let’s talk about how to actually find your assistant.

In this lesson, I’ll show you the exact application I use, the exact places I post that application, and the exact questions I ask to find, screen, and hire a great Executive VA — and how you can use this system to find your own. Click on the video above to get started.

Action steps

  1. Create a first draft of your VA Job Description using the Job Description Template. Here are some prompts to help you customize it:  

    • How much experience should they have?

    • Will they be working mainly on business tasks, personal tasks, or both?

    • Summarize the main tasks you want them to handle, even if you don’t want to hand all those things off right away.

    • What should your assistant love or really be exceptional at?

    • What hours do you expect?

    • How many hours?

  2. Create your VA Job Application using the Job Application Template. You can set it up with a simple Google Form.

  3. Post your job description! Here are the top 5 places we recommend posting it:

    • Your own network first! For example, your friends, social media, and your email list.

    • Craigslist under "help wanted" and marked as part time in the major cities, like New York, San Francisco, Chicago, etc. Otherwise you won’t get enough applicants.

    • AssistU

    • FlexJobs

    • Virtual Vocations

Resources

  • The VA Job Description Ramit used to find his Executive Virtual Assistant (*Please keep in mind that this is very specific to Ramit. He was hiring an assistant as a full time employee. If you are looking to partner with Executive Virtual Assistant for part time contract (which we recommend to start), many of these bullets will not apply to your situation. For example, it may not be reasonable to expect a response within 2 hours if you have an EVA for only 10 hours / week. When creating your own VA Job Description and Application, please use the template above and tailor them to your specific needs.)

  • The VA Job Application Ramit used to find his Executive Virtual Assistant (*Please keep in mind that this is very specific to Ramit. He was hiring an assistant as a full time employee. If you are looking to partner with Executive Virtual Assistant for part time contract, this application may be overkill for you. When creating your own VA Job Description and Application, please use the templates above and tailor them to your specific needs.)

  • Interview Questions

STEP 3

Let’s talk about how to get off on the right foot with your assistant. When I see most people who complain about their VA experiences, it’s usually because there was a breakdown in the way they communicated in the first 10 days of working together!

That’s why in this video we’re going to do something fun: a series of ”Delegation Do-overs.” I’m going to show you a real task a student’s VA handled unsuccessfully, then I’ll show you how I would have delegated it. Then we’ll talk about how to delegate your most draining tasks right away.

Watch the video above to get started.

Action steps

  1.  Download the pre-filled Preference Sheet. Then edit it as much as you’d like for your own preferences. When your assistant comes on, hand it over to them and ask them to keep it updated on an ongoing basis.

  2. Download the Onboarding Agenda with the exact questions — and our recommendations — to go over with your assistant. When your assistant comes on, schedule an Onboarding Call to go over these questions.

  3. Hand off your first task!

Resources

STEP 4

Once you have your assistant, how do you work together efficiently? Nobody wants to spend half their time managing someone and answering questions. Watch the video above to learn how my assistant saves me 20+ hours a week — while only talking to me for a total of 1 hour per week.

Action steps

  1. What’s one thing that popped into your head today that you realized you DON’T have to do yourself? Draft up an email to your VA. Don’t have a VA yet? That’s ok, this will help you get into the delegating habit!

Resources

STEP 5

Once you have your assistant, how do you work together efficiently? Nobody wants to spend half their time managing someone and answering questions. Watch the video above to learn how my assistant saves me 20+ hours a week — while only talking to me for a total of 1 hour per week.

Action steps

  1. What’s one thing that popped into your head today that you realized you DON’T have to do yourself? Draft up an email to your VA. Don’t have a VA yet? That’s ok, this will help you get into the delegating habit!

Resources