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How To Figure Out What To Outsource and What to DIY In Business

ACK! If one more person tells you that in order to scale you must leverage your time and resources you’re likely to go off the deep end with a pint of Ben & Jerry’s and a bottle of wine and enter the world of wine milkshakes as therapy. Yes wine milkshakes are a thing.

Never fear dedicated entrepreneur friend, I’ve broken down for you how to figure out what to outsource, what to DIY and identify what you’ll do with your newfound free time.

Six steps to determine what to outsource:

  1. Make a list of regular tasks

  2. Circle the ones are you not very good at or hate/procrastinate doing?

  3. With a critical eye, ask what can you safely eliminate from this list altogether (the ultimate outsourcing - the trash can!)

  4. Put happy faces (trust me) by the things on the list you love doing or think is essential to your success (be careful list reasons why to make sure you’re not playing it too safe)

  5. Make a list of things you want to do for your business but can’t because you are doing all the other things on the list in #1 (there is likely to be a LOT)

  6. What’s the opportunity cost (def. the loss of potential gain from other alternatives when one alternative is chosen) for not being able to do those things in #4?

Once you’ve worked the process above and thrown everything from #3 in the trash it’s time to look for automation tools and apps for your first step in outsourcing. Remember, outsourcing can be to a tool instead of a person or company.

Five categories to get you on the road to outsourcing:

  • Zapier - allows end users to integrate the web applications they use.

  • Billing/proposal software - allowing you to customize and automate the timing and messaging.

  • CRM - Customer relationship management is an approach to manage your interaction with current and potential customers.

  • AI/chatbots - Software that can simulate a user conversation with a natural language through messaging applications. It increases response rate by being available 24/7 on your website. AI Chatbot saves your time, money, and gives better customer satisfaction.

  • Scheduling apps - Appointment scheduling apps are business tools that allow clients to book, reschedule, and cancel appointments through a web interface. When clients want to make an appointment, they go to your business's website, Facebook page, or anywhere else the technology is supported, and choose an available date and time. I use Acuity (affiliate link).

You are coming into the home stretch. Once you’ve figured out what to outsource, and you’ve identified the tech that helps you outsource, it’s time to do the heavy lifting and dive into the processes you currently use that you want duplicated by someone else whether an employee or a contractor.

When you document your processes, it’s easier to outsource to a person or company.

Four easy areas to document your processes:

  • Create a style guide for marketing and sales content - let’s your people know the guidelines and voice.

  • Admin duties outlined for a VA - no matter how good your VA they will never be a mindreader. Set them up for success.

  • Track your expenses like an adult so you can use a bookkeeper. I don’t need to give you any more guidance here.

  • Create a process for your regular events so you can bring in outside help—holiday sales, seasonal product launches, inventory, your vacation time, etc. In order to grow you cannot be the ONLY one who knows how to handle your business.

When you choose to outsource, document how you’ll use the time you’ve just freed up. You will be motivated to complete the tasks above when they are tied to positive outcomes for you!

  • More personal time for your family? Stick to that commitment

  • Venturing into the opportunity cost list you made earlier? Claim it

So, where will you start? Shoot me an email and share what you’ve outsourced and I’ll celebrate your awesomeness.

Oh, and if it still sounds daunting maybe it’s time to hire a coach. If that sounds like where you are, I’d be honored to be considered as your coach. You can schedule a complimentary Discovery Session where we’ll talk about your business currently, your goals and what you need assistance with; I’ll share some priceless wisdom you can implement right away and we’ll see if we are meant to work together.

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