Q: I know I need help in my office, but I’m not sure I can afford it. Your thoughts?
A: As a business owner, consider that your time probably costs $150 – $200 an hour (or MORE). With a high-quality assistant, free up your time and, in a lot of cases, have the project done more efficiently. This allows you to focus on YOUR strengths working ON the business rather than IN the business.
Q: Ack! I’m overwhelmed. Potential clients call and I struggle to find a pen and paper to take down their information. My stack of business cards is growing monthly. And marketing? I don’t even have time. Help!
A: By setting up repeatable systems, implementing processes for each part of your business, and delegating a lot of tasks to an assistant, I can show you how to avoid each of those nightmare scenarios.
Q: How long does the process of getting organized, implementing systems, and learning to delegate take?
A: You can expect to work somewhere between three and six months to achieve a fully effective program of organizing and systematizing your business.
Let’s talk about delegation for a minute. This particular process gets significantly easier once you’ve already created systems and processes. Then, hiring a good assistant keeps the processes going smoothly. Remember that a good assistant will:
1. Anticipate the needs of their bosses or managers
2. Take initiative
3. Ask good questions
4. ‘Fess up to mistakes
5. Limit their chatter time
6. Have a great attitude
7. Help brainstorm
8. Offer additional assistance, beyond “the job description”
9. Make suggestions
10. Present solutions
Frequently Asked Questions About Working with an Assistant
Q: I know I need an assistant, but I’m hesitant to hire one. How does this all work?
A: Hiring an assistant can be one of the best things you do for your business. Think all the “non-income producing” work you’re doing in a day – entering business card information, uploading and sending an e-zine, writing thank you notes, following up with client inquiries, filing, shredding, faxing, financials, and just handling all the little day-to-day details – it’s wasting a huge amount of your billable time and costing you money!
Q: How much does hiring an assistant cost?
A: This answer can vary wildly. First, you need to consider how much you’ll use an assistant. Enough to hire someone a full 40 hours? What about part-time? Have you considered hiring a Mobile or Virtual Assistant? Many work on a per-hour basis, and most have a retainer of some sort to guarantee the time you contract with them for. Some newer assistants will work for $15/hour. The more experienced ones are substantially more. VA’s and MA’s charge differently because they are not an employee and are responsible for paying their own taxes, insurance, etc. Most start around $25/hour and the ones with very specialized knowledge can go as high as $75-$100/hour.
Q: How do I choose an assistant to work with? I don’t need someone full time and I’m intrigued by the VA/MA idea.
A: Whether you choose to hire an actual employee, or go the VA/MA route, treat this as you would hiring any other service provider. Look first for intelligence, enthusiasm, and drive. Know that they have a majority of the skills you need, or are sharp enough to learn quickly. Interview them – more than once. Ask for references – and CHECK THEM. Do a background check if you feel it’s necessary. And let the new hire know that this relationship is just a trial – say, three weeks or a month – to make sure you both will work together well. And if you’re hiring a VA or MA, ask your small business network for recommendations – that’s the surest way to find someone good.
Q: What sorts of tasks can I delegate?
A: This answer depends on your industry and the level at which you feel comfortable delegating. In the beginning, data entry, filing, organizing, faxing, copying, errands, and phone calls are a great place to start. Once you’ve gotten those “top of mind” items off your to-do list, dig deeper. Can your assistant help you with updating Quickbooks? Creating and sending invoices? Paying bills? Ordering or picking up office supplies? Creating presentations? Research? What about marketing – creating and sending an e-zine? Updating your blog, Facebook or Twitter accounts? Are there repetitive and specialized tasks for your industry?
Examples: A real estate appraiser who uses his assistant to start appraisals and enter comps. A Realtor who has his assistant create brochures and place signs. A lawyer who created templates with her assistant to start estate planning documents. And a remodeling contractor who uses his assistant to update QuickBooks, pay bills, and keep track of ongoing project budgets.
Q: Can an assistant help me create processes and procedures and get me organized?
A: Many assistants naturally have those skills. If your assistant does not, or if you want to take things up a notch, contact me about the eBook The Organized Assistant or contact me for an “Efficiency” consultation.
Do you have additional questions not covered here? Contact Angie Mattson at (704) 553-8082 or angie@mattsonbusiness.com.
