I’m sure that you have probably heard many, many times that outsourcing is incredibly important for business growth. That said though, I’m sure you’ve probably also wondered, “How do I know when it’s time to outsource or hire into my team?”
I’m sure you’re also probably wondering, “What should I even outsource?” Then of course, how you actually do that and the process behind it.
In this episode, I’m sharing with you the mistakes I made when I first started outsourcing that I really want to make sure you don’t make, in addition to walking you through the three overarching tasks that you should consider outsourcing and when to outsource them.
Let’s dive in!
Whenever my business started growing, I kept hearing that I needed to outsource ASAP. The truth is, when I finally started growing, I grew pretty fast. I went from one 1:1 client to 12 1:1 clients in a matter of 3 months, and my income skyrocketed.
I was already feeling pressure to maintain what I had built, which was a very heavy burden for me to carry. So, what did I do? Well, I hired too many people to do too many things too fast. Obviously, I didn’t think that’s what I was doing at the time. I thought I was being wise and investing in the future of my business, and truthfully, I thought it was going to free up a ton of time.
But guess what happened? This actually caused a lot more anxiety and actually made me feel a lot more pressure to maintain what I was doing, because now I had people that I needed to pay.
Here’s the thing. Outsourcing is wonderful and I highly, highly, highly recommend it.
I just outsourced too much, too fast.
So, now, I’m sure you’re probably wondering, “Wait Hannah, why didn’t this work? Why wasn’t outsourcing good for you at this time?”
Well, the truth is, I didn’t know how to run a team, and I didn’t know how to be a CEO. I knew how to be a content creator and a coach, but I didn’t truly know how to run a company. Because I didn’t know how to do that, even though I had a solid system for myself and for the processes, it was a bit of a disaster and was no longer in alignment with me.
Essentially, I ended up hiring a couple of people to help me out and they were both great. They were phenomenal, but one of them specifically, I just hired way too fast.
I really didn’t need the service that she was providing me during that season. Would it have been helpful for me? Yes, absolutely. But at the same time, I did not need it then, and as for the other person, I just gave her too much to do too soon. So, things just weren’t getting done efficiently or effectively.
They were truly both fantastic, but I had a lot of learning to do regarding leading a team and running a company. So, to make a long story short, I ended up letting them both go even though they were fantastic, because I just felt the Holy Spirit telling me, “Hey, clean the slate. It is not time to build a team right now.”
So, that’s what I did. Then when it was time, that is when I started outsourcing one thing at a time. Truly, one thing at a time to gain my bearings and to gain my footing.
It is okay if you’ve made mistakes in the past outsourcing, and it is okay if you haven’t outsourced yet. I share these mistakes with you because I just want you to understand that mistakes are part of the journey, part of growth and it’s part of learning.
And honestly, if I wouldn’t have made those mistakes, I would not be sharing this right now, giving you my tips and helping you understand when the best time actually is to outsource.
With that being said, before we get into when you should consider outsourcing, I want to walk you through the three overarching things you might consider outsourcing.
#1 – Personal Tasks
I’m just going to go ahead and tell you right now you can (and should) outsource and delegate personal tasks whenever you have the means to do so.
If you are a newer entrepreneur, you might want to consider outsourcing and saving time with some of the things I’m going to mention here.
Outsourcing personal tasks can look like hiring a babysitter or a nanny, hiring someone to clean your house, doing laundry, picking up your kids from school, hiring a tutor for your kids, running everyday errands, online shopping, or random tasks that you need to get done.
You can outsource those things. In addition, there are some things that you might want to consider implementing into your life that can really save you time.
So, one of those that I have personally implemented that I love is doing all of my grocery shopping online. I go to the grocery store every once in a while if I’m right by the grocery store. But most of the time on a weekly basis, I order my groceries from Instacart. It saves me so much time, and I am all about saving time because time really is money.
Time is money and anywhere that you can work on cutting back on some of this time that you spend doing recurring tasks, I’m going to choose that route.
Another little time saver is to turn autopay on for your bills. I mean, you’re going to do it anyways, so might as well just turn autopay on now.
Another thing is to find outfits that you can wear on repeat so you don’t have to think about what you are wearing. That sounds very strange, I know, but truly, if you can alleviate some decisions that you make throughout your day, you’re going to have a lot less decision fatigue and you’re going to be a lot more focused, which means you’re going to save time.
Now, another random tip in terms of saving time is if you like to put on makeup every day, try eyelash extensions. I know whenever I was getting eyelash extensions regularly, I didn’t really feel like I wanted to put on makeup because I felt done up enough with eyelash extensions, and that actually saved me a lot of time.
The last tip I have for you is to try to eat the same thing every day and keep it simple. This reduces decision fatigue, and it saves a lot of time. Make sure you are doing meal prep and, or just keeping things super simple to where you don’t really feel like you have to meal prep in advance.
There are truly so many things that you can do to save time in your personal life, and so many things that you can outsource with your personal life. So, I highly, highly recommend taking the time to sit down and determine what you’re going to delegate, and what you’re going to do to start saving time when it comes to your personal life.
#2 – Recurring Tasks in Business
Now, when it comes to recurring tasks in your business, I actually want to break it down even further.
- Tasks that are moving the needle forward
- Admin tasks
We’ll start with tasks that are moving the needle forward, which simply just means that they are going to directly bring in revenue for you.
The needle-moving tasks are wrapped up into a pretty little bow called my Daily Sales System that I teach my clients inside of Faith-Fueled Coach Academy.
Hear me out.
This Daily Sales System incorporates active lead generation and communication within that. It’s DM management. It’s offering the sale. It’s offering calls. It’s follow-ups.
Basically, these are the things that are truly going to bring in sales into your business. That is what I mean by tasks that are actively moving the needle.
And this is something that you can outsource, especially if you utilize the Daily Sales System that is inside of Faith-Fueled Coach Academy. It is proven, it’s effective and it’s extremely efficient.
But here’s when I recommend to my clients to not outsource the Daily Sales System…
Please do yourself a favor and NOT outsource your Daily Sales System until you master it. You’ll be doing yourself a disservice if you outsource this before you master it.
Here’s the reason.
This is a crucial part of your business. At the end of the day, no one’s going to take it quite as seriously as you will.
If you don’t know what you are doing, you are not going to know if the person you hired is actually doing a good job until a few months have gone by, and you don’t have any new leads and you’re still paying them. In addition, you’re not going to know how to lead them or direct them in this process at all because you don’t even know how to do that yourself. I have personally found that it is incredibly critical to learn how to do this, as opposed to just handing it off to someone else first, because you’re literally talking to the people who you would be working with intimately.
If you’re in a product-based business, this is different. But if you are in a service-based business or network marketing, please master this skill first. If you’re a product-based business, I think it’s totally okay to outsource Instagram engagement or something like that, because it’s going to be a little bit different in terms of the lead generation strategy.
But if you are a service-based business, please take the time to master this skill, to develop a Daily Sales System for yourself, put it on paper and then start teaching someone to do that. Start teaching someone to duplicate how you do it. But you need to learn to master that first because otherwise you just aren’t going to know how to lead them.
Also shameless plug here, If you are wanting to start or scale your Holy Spirit led coaching business and learn and implement a Daily Sales System that is proven to bring in new clients like clockwork, then you need to get on the Faith Fueled Coach Academy waitlist ASAP. The castle doors are going to be opening again very soon.
And I am so excited to walk the newest Queens through this entire process, but essentially you’re going to want to get on this waitlist because waitlisters get first access to applications and a discount. So if you want to check that out, if you want to read some testimonials, if you want to see what all is involved inside of FCA, make sure you head to www.hannahbrinley.com/fca.
After you have signed up for the waitlist for FCA, we’re going to go ahead and move on to the second type of recurring task, and these are admin tasks.
What are admin tasks? Admin tasks for me look like social media management, graphic creation, turning podcasts into blogs, repurposing content, creating and scheduling pins on Pinterest, email management, etc.
Now, when I say social media management, I do not mean running the DM’s, just because that is part of the Daily Sales System. I mean, actually creating and scheduling out content, etc.
Now with that being said, I really recommend mastering these first as well, because you’re not going to know if the person you hired is doing a good job or how to help them when you do hire them.
But if you are someone who really needs and wants to hire someone to manage content, instead of just having them take over your entire account, start by having them repurpose content instead. You already have content, instead of them just creating new content. In addition, you could also have them schedule your content.
If you use scheduling software for Instagram, have them schedule out all of your Instagram posts in advance. Or have them create graphics for the content, as opposed to actually just creating the content itself.
But it comes to content creation specifically, I highly recommend starting out with repurposing content.
Here’s an example. Let’s say you’ve already created an Instagram reel. You could hire someone to turn it into a carousel. Or maybe you have them repurpose your podcast into a blog, or into multiple Instagram posts. Or repurpose your Reel and post it to TikTok, Pinterest, YouTube and Facebook.
Then you could also have them create graphics for you. Maybe they’re creating graphics for your carousel, or maybe they’re creating graphics for Pinterest or thumbnails for YouTube. That’s another place that you can start, if that’s something that you don’t like to do. If you do not like to create graphics, hire someone to do that.
And then the third thing you can have them do is just plan and schedule out your content. This reduces a lot of time, so if you are someone who batches content in advance, this works really, really well. The reason why I recommend starting here and starting smaller is because they began learning your brand voice, as opposed to just them taking over your entire account.
If you do that, that’s just going to feel really overwhelming. I know it did for me because that’s something that I really tried to do and that just did not work. I tried to hand over my entire social media account, my Facebook group, and my Daily Sales System all at once, and it just was very heavy on me. It was a lot because I obviously did not know how to lead at a time or truly be a CEO and run a company.
Thank goodness I’ve learned since then, but please learn from my mistakes here.
Just make sure that when it comes to your marketing and your communication, both one on one communication and your communication in your content, you learn to master that skill before you hand it off to someone else.
I cannot stress that enough. It really is so important.
Now, there’s one more recurring admin task that I want to talk about, and that is bookkeeping and filing taxes.
I’m going to be a hundred percent honest here–this was the very first thing that was outsourced in my business. This was before I hired someone for social media and before I hired someone to implement the Daily Sales System simply because I just did not want to mess with it on my own.
I actually hired both a bookkeeper and tax preparer in 2020, because 2020 was the year my revenue shot up from about $2k to $10k+ months. I just knew immediately I needed a bookkeeper. I did not want to mess anything up, and I have been using the same bookkeeper and tax preparer since then. They make everything so simple and easy, and the whole process is just great. I love working with them. So, that is something else that you can consider outsourcing. For me, this was totally outside my skill set, so I just really needed it off my plate and it actually reduced a lot of stress and anxiety on my end.
If you need a recommendation for a bookkeeper and/or tax preparer, feel free to email me at email@example.com.
#3 – Projects Outside of Your Skillset
Projects outside of your skill set include hiring someone to do your branding, having someone create your website, getting a CRM like Dubsado set up, or getting an email funnel set up. These are things that are outside of your skill set that are project-based, as opposed to recurring tasks.
If you have not mastered communication and your content and your DM’s, if you do not have a lead generation system in place, and/or you are not utilizing a Daily Sales System, I can almost guarantee you probably do not need to be thinking about these projects.
I’m going to tell you why.
As amazing as websites and CRMs and branding are, you do not need these things to make money online. You do not need them. They are not directly tied to your revenue. So, you just don’t need them right now. Let me repeat that.
If you are not bringing in consistent revenue in your business, you do not need these things.
You can have a system and a process that is very simple and does not require you to put any of this together. So, please do not get caught up in this. I only just now (in 2022), launched my full website and have my CRM set up.
Remember back in 2020 when I skyrocketed from $2k to $10k months?
I didn’t have any of those things set up!
And one of the big mistakes I made was hiring someone to do a project too soon and too fast. The project was to set up my CRM, and honestly, I actually did not finish getting my CRM set up because I brought on someone too soon to do too much that I just did not need at the time.
But now that I have it set up, I love it. I’m so grateful for it.
But did I need to bring money into my business? No.
I outsourced this and I set this up when I had some leeway in my budget and when I recognized that it truly supported the vision for the company.
Did it always support the vision? Yes. I knew I was going to have a website with a blog and a CRM way before I actually took the time and the money to invest into it.
But instead of focusing on these things that weren’t directly going to bring me income, because your website may not directly bring you income. Your CRM is not going to directly bring you income. They will help support bringing you income. But it’s not going to directly do that. Your Daily Sales System will.
So, I spent my energy and time and money focusing on things that were going to directly bring the revenue in instead of things that weren’t. I spent time mastering the skills needed to bring in the revenue so that I knew when it was time to progress, I could hire an expert to do it for me. I knew the importance of building sustainably.
I just really want to make sure that you understand the importance of that as well.
Now, all of that, to say, I promised, I want to give you the order of when you should be thinking about outsourcing these things.
When to Outsource What
For me, the first thing I outsourced was bookkeeping and filing my taxes.
If this is not something you need, do not worry about it. This was just something that I knew that I needed. So, that was crucial for me.
But besides that, the very first thing I recommend outsourcing are tasks that are going to directly bring you income.
But first, you want to make sure that you’ve mastered them.
That is when you need to bring someone in to do it when you have mastered it and you have a system and the process down. Now, while you are mastering your Daily Sales System, if you are still needing extra time, you may want to consider outsourcing some personal tasks.
That way, you can spend some time mastering the skills that you need in order to grow your business.
Then from there, the next thing I would recommend is bringing on someone for repurposing content, scheduling out content, or creating graphics. While you are doing this, I really want you to master communication. That is, communication and lead generation with your Daily Sales System, but also communication within your messaging and within your marketing.
I want you to learn how to actually convert your potential clients, because the truth is, there’s really no point in getting people constantly repurposing content that isn’t converting, right?
If your content is not converting, you really need to learn how to master the skill of how to convert your audience into clients so that when you do outsource repurposing, it’s serving a purpose and it’s being directly tied back to your income.
So, if you cannot already tell, you really want to master the skills first and then outsource them as you develop a system and a process.
In regards to understanding the importance of communication, I’ve actually put together multiple episodes on the importance of understanding who you are talking to and understanding the problem you’re solving for them, which ultimately is the first step to communicating what it is you’re selling, and I also have a free resource that you can use to solidify this as well.
Episode 03 – Why You’re Not Attracting Clients to You Online (& How to Do It as a Multipassionate Entrepreneur)
Episode 05 – How to Take Your Followers From Silent Lurkers to Paying Clients
Episode 07 – How to Stand Out in Your Industry as a Christian Entrepreneur
Then if you want the free resource to truly solidify this, you can go to bit.ly/attractyourqueendom.
Now, if you are wanting to understand what I mean by mastering your communication, like with your Daily Sales System and with one-on-one communication, you’ll want to tune into episodes Thirty and Eight. Now with this, please keep in mind that communication is the skill I teach you inside of Faith-Fueled Coach Academy.
Episode 30 – The ONE Skill You Need to Master That Has The Power to Dramatically Increase Your Revenue
Episode 08 – My Proven Daily Method of Operation to Help You Go Full-Time Online in Your Faith-Based Business
Faith-Fueled Coach Academy
If you know the Lord has called you to grow a Holy Spirit-led coaching business, then I have some great news for you. The castle doors to my signature coaching program, Faith Fueled Coach Academy, or FCA, are opening up again so soon.
Faith Fueled Coach Academy is a loving community of ambitious faith-fueled women paired with a supportive curriculum and high-level coaching strategically designed to help you start, grow and scale your Holy Spirit-led coaching business.
If you are an ambitious faith-fueled female who is ready to start a coaching business OR you are already a coach and you’re ready to bring in that consistent full-time income online, then this is for you.
Inside of the six-month immersive group coaching experience. You will find yourself fully equipped with all of the business strategies, high-level support, prayer, and accountability you could ever need to turn your God-sized dream into a thriving, faith-fueled coaching business.
You will get access to me as I guide you through everything you need to know about stepping into your Queen Identity, letting the Holy Spirit guide you in your business, and overcoming the limiting beliefs (aka the lies the enemy keeps whispering in your ear) that are keeping you stuck. With the Holy Spirit guiding us, we will clarify your mission, develop your sustainable and scalable business model, create magnetizing content that will keep your audience coming back for more, utilize simple, and effective marketing techniques, and utilize my daily sales system proven to generate new leads daily and prevent objections like the Queen that you are.
And yes, you can get paid right off the bat, even if you’re just starting.
If you are craving to do business God’s way and for Him, if you know the importance of being fully led by the Holy Spirit, and if you don’t want to get carried away with fleshly desires and are craving how to balance surrender with discipline and taking aligned intentional action…
Then FCA is.
If you are feeling that holy spirit nudge right now, head on over to www.hannahbrindley.com/fca to learn more about the program, read success stories, get on the waitlist and/or secure your spot.
If you are thinking about this at all, you’re going to want to get on the waitlist because waitlisters will get first access to applications and a discount. This is huge because I am putting a cap on the program, so it remains intimate. So please, if you’re feeling that nudge, I’ll see you on the waitlist.
And of course, if you have any questions about the program, or just want to talk things over, please don’t hesitate to reach out to me over on Instagram @hannahbrindley or via email at firstname.lastname@example.org.
If you are curious on how I coach, I highly recommend checking my FREE Attract Your Queendom training. This training takes an immersive approach to attracting your ideal client to you, so you can then create content that attracts clients to you efficiently and effectively. I’ve had multiple people tell me this training alone has changed the game for them! If you go through it, please send me a DM over on Instagram (@hannahbrindley) and let me know your thoughts!
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