Episode 15: How to Get Rid of the Fear of Delegation

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In this episode of “Bella In Your Business”, Bella is joined by Kate McQuillan from Pawsome Media. They dismantle the myths surrounding the fear of delegation in pet sitting businesses and discuss the profitable advantages of it.

Bella leads off by talking about her first delegation experience with the website Fancy Hands , a website that for a small fee will perform a few simple tasks for you. But she warns that your instructions need to be clear to ensure the task is done as you expect.  She says it’s like “the bootcamp for learning how to delegate.” Doing this, will decrease your fear of delegation.

Bella then talks about how she moved up to getting a virtual assistant (VA) and how with that she learned that prioritizing tasks for the VA  is key. She realized that she also needed to communicate how many hours she expected to be spent on the task as it better clarified the expectations and led to both her and the VA  feeling a sense of control over the task.  Kate pointed out that setting expectations on both sides is a very important step.

Kate then says that she feels that if you are going to delegate a task, make it one that needs to be repeated periodically. Doing so means that the time you spend setting up the expectations for the task the first time, will in essence, be training the assistant to do it in the future. As you set up expectations and outline the process for each task, you are essentially at the same time building an employee handbook. It becomes time well spent!

Kate also points out that you need to make sure you are putting a task in the hands of the right person. For instance, more complicated repetitive tasks are best done by someone like a VA who is consistently the same person, rather than using FancyHands or Fiverr ) where you may not be getting the same person each time.  Bella points out that mindless one-off tasks are better suited for those sites.

At this point Kate manages to blow Bella’s mind by suggesting that you have your VA document the process while they are doing the task. As Bella puts it, “Delegating the Delegation!”  

Bella then tells the listeners not to get discouraged when finding the right VA. She points out that just like hiring, sometimes a person does not work out.  Or, even when you find the right VA, they may have to leave for personal or family reasons.  She reinforces this by relating an experience she had. Kate adds that sometimes you or your needs change and that you should not be afraid to change your VA if things stop working out.

Bella mentions that some VAs can be more expensive than others but may bring a bigger skill set that can ultimately make you more productive.  She points out how critical a VA was in helping her organize and publish the first ever comprehensive chart of all the software companies in the pet sitting field. Kate says to think of it as an investment rather than a cost as it may help you and your business make more money.

Kate then discusses how one of the biggest hurdles people have in moving to delegating is the fear of letting go. They are afraid that someone else can’t do it as well as they can do it. She says rather than fear it, use it as an opportunity to examine and streamline the process.  You just may make it more efficient!

Kate mentions that one online tool she has found very helpful for delegation is Trello. It’s a free tool for putting up lists of tasks (which can be shared with others like your VA) and setting up a project timeline. Bella notes that visually it reminds her of Pinterest.

Since they have gotten on the topic of technology tools, Bella points out that most of us probably only use about 20% of the functionality of the tools we use. So she encourages the listeners to take the time to look at the tools website or seek out tutorials in order to really learn how to the get the most out of each tool!  Kate adds that she has tried to take the time this year to do just that.

Bella says that business owners should always make sure that their business is healthy and you always have enough money set aside to pour back into the business.  You can then use the “business” money to invest in these tools and processes that will ultimately help you grow your business.

They wrap up by stressing the importance of streamlining the processes and delegating the tasks. Kate also points out that there are some tasks, like contracts, that ABSOLUTELY should be delegated to the appropriate professionals, like lawyers. Bella agrees as she has had other business owners come and ask her for her service contract or her employee manual to use in their businesses, prompting her to ask “Do you want my underwear too?”  A perfect way to end an episode.

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