When I first started The Invisible PA, I knew that one of the biggest decisions you would have to make, during the hiring process, was what work you actually wanted to delegate to your new assistant.
It’s amazing that you’ve been able to admit you need help. It’s unbelievably brave 💪🏼 to recognise where your weaknesses are. It’s also the right decision for you and your family. They are going to thank you 10 times over.
It’s a bit of a daunting task, though, isn’t it? You now know you want help but what the hell am I going to help you with?
I realised quite early on that I could help you, provide support and advice, whilst you decide what work you want to keep doing yourself and what work you’d like to pass over to me.
In my post this week I am going to talk you through one of my most popular worksheets. This is something that I give to any potential client who isn’t completely sure what tasks to give me and what to do themselves.
Depending on whether you’re looking to hire me as a Personal Assistant or Lifestyle Manager the content will change, slightly, but this worksheet can work for either, or both.
So in the interest of not wasting your precious time, let’s jump straight in.
1. What problem 🤔 are you hoping to solve?
This, I guess, is more of a reminder for yourself, whilst you’re doing this worksheet. What are problem are you hoping to solve by taking on a Personal Assistant or Lifestyle Manager?
* Free up time – where do you want to spend your new-found time? * Reduce minor distractions * Gain temporary man-power to get a new project off the ground?
Whatever it is, write it down. It’s like your WHY.
2. Work through your day, as normal, noting down each task you complete, no matter how small. If you can note down how long each task takes you, each time you do it this will also help.
I really do mean write down absolutely everything that you do! Like below:
* Turn on computer, login, open programs – 10 minutes
* Make coffee ☕ – 10 mins
* Open and read new emails – 30 mins
* Respond to emails 📧 – 30 mins
* File emails – 10 mins
* Answer phone 📱 – 10 mins
* Send email – 5 mins
* Place stock order – 15 mins
I know it’s a massive list, and there are bound to be ‘fillers’ in there that are non-tasks, like making coffee, or going to the bathroom 🧻. The reason I ask you to start here is because although it takes a little time, it can be a real eye opener.
You’ll see how much you’re actually getting done. You’ll see how long some tasks take you. One of the best comments I had from a client was, “Wow, do I really check my emails that many times a day?”.
3. Now, using the table in the next section of the work sheet to separate your tasks into one of 3 categories:
Tasks only you can do Tasks you want to keep but may delegate in the future Tasks you’re comfortable delegating now
The most important part of this exercise is to determine the tasks only you can do. I mean, I’m sorry, but I am virtual, I can’t make you a coffee (!), no matter how much I want to.
The tasks you’re not ready to delegate yet is a good box to look at. This is a hint to us both at work that might be handed over in the future. It’s a chance for me to see if I need to upskill and a chance for you to see if any special training 👩🏼🏫 is required. If you’re into the soul-searching sort of thing it is worth looking at why you’re not ready to delegate these tasks yet but, no pressure, if you’re not ready that’s OK!
Lastly, the tasks you’re comfortable delegating now. Great! These are the jobs you’re going to give to me right away. These are things that either aren’t worth your time or are the jobs that you just hate doing!
Dare I say it, you’ve now got your first list of jobs to hand over. Amazing work. I can now make a proposal based on those tasks you’re prepared to delegate and then we’re ready to go.
So, what are you waiting for?
If you’re ready to start living in your life and spending more time with your family, without sacrificing time in your business, get in touch with me now. We can work through the areas you need support.