You’re working your little heart out, losing track of time, and starting to consider hiring a little extra help. And you begin to wonder, “Am I ready for a virtual assistant?”
The reality is if you’re starting to wonder if you’re ready for a virtual assistant you may actually be in desperate need of one.
That brings us to tip #1…
Tip #1: Hire a virtual assistant before you need one.
Hire a VA to help you scale your business, not to dig you out from being buried by it.
If you’re already buried, that’s okay. Let’s get you positioned to hire the right person, fast.
Tip #2: Know what you’re looking for.
The real title of this blog post should be “The Crazy Amazing Benefits of Hiring a Real-Life Virtual Assistant Instead of Doing Everything Yourself or Relying on Technology.”
But that’s not catchy.
I hear it all the time. “With all the technology today, why should I hire a virtual assistant?”
Simple. Technology can’t replace human critical thinking, strategy, brand awareness, autonomous behavior, compassionate response, and much more – all at once.
Sure, there are plenty of ‘virtual assistants’ out there – Alexa, Echo, Siri, Google Assistant, and tools to automate your business. You can set up all your systems and hope they do exactly what you’d like them to do. But chances are you going to spend more time managing your tools than you will be working on your business and still none of those tools can apply years of administrative and business expertise to make sure you make the right decisions for your business.
Sold yet? No?
Have you ever heard someone say, “I’m a pro at multitasking!”?
Maybe you’ve said it yourself.
I have bad news. Multitaskers may not be as productive and tuned-in as they think they are. Studies have shown time and time again that not only is multitasking less efficient, but it may actually be impossible.
Don’t believe me? Here’s an interesting article on multitasking research.
Now, I’m not here to be accusatory. I’ve definitely been there. Up until a few years ago, I would have insisted that I was the queen of multitasking. And then, suddenly, I realized I wasn’t.
I had taken a job as an assistant to three executives, plus my role required project management work. My brain was constantly running in eight different directions and while I was able to keep myself organized, I found it was taking me longer and longer to get through tasks that were seemingly simple. Why was it taking me so long to book travel and get it on calendars? Expense reports were taking twice as long to get done. And I just couldn’t seem to get my project reports sent out. I was drowning.
Something had to change.
Being productive isn’t something you just “are”. Productivity stems from having numerous tools in your toolbox to tackle the hundreds of tasks that get thrown at us every week.
In addition to setting daily priorities and scheduling my to-dos, I have one more big trick up my sleeve to keep the overwhelm at a minimum. I batch my work.
What exactly is batching your work?
A common productivity hang-up is the inability to stay focused on what’s important. Whether it is feeling buried under all the tasks that need to be completed or dealing with constant interruptions, getting thrown off course is so easy. Plus, life is just full of distractions. Then you get to the end of the day and feel like it was wasted. Where did the time go? Did you actually get anything done that you needed to?
I’ve been there – I get it.
However, you don’t have to be a victim of this black hole. There is a way to get everything done and feel accomplished, rather than frustrated, at the end of the day.
As part of my morning routine, I cruise LinkedIn to find interesting articles about the workplace. One day, I came across Forbes’s 15 Surprising Things Productive People Do Differently and one tip stuck out to me.
Secret #3: They don’t use to-do lists.
Throw away your to-do list; instead schedule everything on your calendar. It turns out only 41% of items on to-do lists are ever actually done. And all those undone items lead to stress and insomnia because of the Zeigarnik effect. Highly productive people put everything on their calendar and then work and live from that calendar. “Use a calendar and schedule your entire day into 15-minute blocks. It sounds like a pain, but this will set you up in the 95th percentile…”, advises the co-founder of The Art of Charm, Jordan Harbinger.
Now, I don’t subscribe to this entirely. I still use a physical to-do list because writing down my tasks helps commit them to memory and prioritize what needs to be done. However, I do schedule my to-do’s and let me tell you, it’s a game changer.