I get it – you’re being pulled in all directions. And as a busy business owner, it’s normal to feel overstretched. It’s also normal to worry about how you’re going to get everything done, and how you’re going to avoid dropping the proverbial ball. You recognise you need help, but with what? And who should do it? Should you hire a project manager? A specialist in each area? A virtual assistant? An employee?
Worry no longer, my friend! I am here to help untangle the thoughts, allay the uncertainty and, hopefully, set you on the road to seeing the way ahead more clearly. Follow the steps below, and all (or some, at least) will become clear.
Now, I’m a VA, so of course I will advocate for the brilliance of hiring one. VAs are flexible, autonomous, self-sufficient, and very good value. I would generally recommend working with a freelancer before hiring someone IF you want to see what it’s like to hand over the reins a bit and collaborate with someone you don’t know. Hiring an employee is expensive, and even more expensive if you realise you don’t actually need or want one.
Identify the pain points
It’s really important to assess what is causing you stress, inefficiency or bottlenecks. So, ask yourself:
- What tasks take up most of my time?
- What do I procrastinate over?
- What do I actively avoid doing?
- Where am I feeling overwhelmed or stuck?
For example, if you spend hours responding to emails, scheduling appointments or managing invoices, you may need an administrative VA. If you’re struggling with content creation or social media, someone with a marketing background might be the right fit.
But wait, can’t I find someone who does it all?
Let me tell you, it is highly unlikely that you will find someone who is competent in absolutely everything. I would be wary of anyone who says they can do bookkeeping, and social media marketing, and project management, and proofreading, and website creation… They may have dabbled, but dabblage (is that a word??) does not an expert make.
List your daily and weekly tasks
A simple way to figure out what help you need is to track your tasks for a week. Write down everything you do, then categorise them into:
• Tasks only I can do (e.g., sales calls, strategic planning, budgeting)
• Tasks I can delegate (e.g., inbox management, data entry, formatting)
• Tasks I need expert help with (e.g., website design, bookkeeping, video editing)
This will highlight the areas where a VA or other professional can step in.
Define your end goal
Instead of focusing on the job title, focus on the outcome. What do you want to achieve? Some examples:
• “I want my inbox to be under control.” (You need an email management VA.)
• “I need someone to help me create social media content.” (You need a social media VA.)
• “I need to set up better systems for managing clients.” (You need an operations or admin VA.)
By defining the result you’re after, you can better communicate your needs and find the right support.
Start small and adjust
If you’re still unsure, start with a generalist VA who can handle a variety of simpler tasks. As they take on work, you’ll gain clarity on what you truly need, and you can either refine their role or bring in a specialist later.
Working with a VA doesn’t have to be an all-or-nothing decision. A flexible approach allows you to test what works best for you.
Ask for guidance
Sometimes, the best way to figure out what help you need is to ask someone with experience. Many VAs offer consultations where they assess your workload and suggest solutions. Be open about your uncertainty—they can guide you to the best option.
Final thoughts
Not knowing exactly what help you need is normal. The key is to start by identifying where you’re struggling, tracking your tasks, and focusing on desired outcomes. By taking small steps, you’ll find the right support and free up time to focus on what truly matters in your business.
Need help figuring out where to start? Contact me for a consultation and let me guide you in the right direction.