1. Delegation and Outsourcing (you cant do it all!!!)
Thanks them, 2 questions – time is your most valuable asset.
Ice breaker – stand and find 2 people – preferably people you don't know. Introduce yourself – your business (or what you do) and what your intention is for this workshop – 8 mins
Introduce the talk – 3 mins

3. What we will cover today…
An overview of delegation and outsourcing
Helping you understand what you are worth and why you need to be a master delegator
An interview with Liz Parker– an expert in delegation and outsourcing.

4. Definition of a REAL Business…
Commercial, Profitable, Enterprise
So, brings up 2 goals … to get more profitability and to work less hours. Design a business that works with-out you.
Explain On V’s IN theory.
Explain Systems and how they should run a company and you should just monitor the company.
That works without YOU!

5. Most people just have a …
JOB
ver
Why do very few employees ever stand a chance of becoming rich? Explain how the economy is set up to favour business owners and not employees.
roke

6. The key to Business success…
LEVERAGE
Ever More – with Ever Less
Chain block to lift an engine…6 blokes versus your grandma.
For example Ford uses the falcon chassis to create the Ford Territory – which was the car of the year.
What Action system is a great example of Leveraging your marketing – 5 ways.
At your tables - Give an example of leverage in your business.
Divide to Multiply

7. The only 3 ways to Leverage in Business
LEVERAGE through people…
LEVERAGE through systems…
Ask for some examples of leverage. How does it apply to them? How could it apply to them?
LEVERAGE through marketing…

8. 6 Steps to a Great Business 6 Steps to a Great BusinessM A S I V E R U L T
Diversification
Results
Multiplication or Acquisition
Freedom
Synergy
Well Oiled Machine
Happiness
Team
Structure for Growth
Time
Talk through the overview step by step. Position that you’ll get into more detail as we go forward.
Leverage
Systematise for Efficiency
Cash
Niche
Predictable Cash Flow
Stability
Mastery
From Chaos to Control

9. The Cycle of Business ... Owner Team Business Customers
In most companies the owner tries to run all 3 and thus can’t get it all done. We are going to change that here today …
Use examples for each level supporting the next.
Owner supports the team by giving direction, giving leadership, paying bills, staying profitable, paying wages, giving encouragement, building systems etc etc.
Team supports the customer with great sales skills, great service, great quality and great consistency.
Customers support the business by coming back more often, spending more on each visit and telling their friends about you.
And in the turn the business supports the owner through profits and over time less hours worked.
3 Mins
Customers

10. Work out your hourly rate
How much profit do you want to make in the next 12 months (include money you would like to pay yourself)
Divide this amount by 52
Divide this amount by 25 hours
STICK THIS FIGURE IN FRONT OF YOU SO YOU SEE IT ALL THE TIME
List as many tasks that you can think of that are worth more than this

11. The power of the time study

12. DESIGN YOUR ORGANISATIONAL STRUCTURE
CEO
Marketing
& Sales
Operations/ Productions
Human Resources
ADMIN & IT
Finance
PA/VA

13. Case Study – Richard Wallace (Greenline Shade and Shelter)
Read the E-myth
Created job descriptions for everything, and created a future organisational chart
Made a decision to free himself out of ALL functions of the business (instead of the CEO) in 2 years
Grew his business from $200k in sales to over $3m in 2 years
Went from working 70 hours per week to less than 20 hours per week

14. Keep making Decisions
MAJOR
85%
MEDIUM
50%
MINOR
25%

15. So why do people stay where they are?
alse
xpectations
FEAR
ppearing
Without changing your identity or the identity of this company you will be prone to going into a state of FEAR … which means …
Explain that fear is just a though of WHAT IF I CAN’T etc … Have you handled everything in your life to date … YES … Great then we can assume you’ll handle everything else that comes your way … so your new saying should be … I CAN HANDLE IT …
2 Mins
eal

16. Liz Parker 30 years experience in Business
CEO of 70 staff, 20 committees and members
Started her own business 3 years ago (121 temps)
Starting with 1 VA and 1 client, now has 387 VA’s and 1200 clients
12 months in the business, went on an overseas trip for 8 weeks – delegating everything to 4 VA’s
In 2011 – works just 30 hours per week, having a great team of VA’s supporting her amazing growth rate

17. The Art of Delegating and Outsourcing
Liz Parker, CEO, VA Placements and Our One Team

18. Topics What is delegation/outsourcing
Sample tasks to delegate/outsource
Effects of poor delegation and good delegation
Common Problems
5 keys to being a good delegator
Definitions of Responsibility: Authority: Accountability
Topics

19. Topics Kolbs Learning Styles 10 levels of delegation
How to delegate successfully
Case Studies
Gotcha Kids
A-plus Carpet Cleaning
Topics

20. What is Delegation/Outsourcing
When you decide to give someone the authority to carry out work that you could have held on to and done yourself.
What is Outsourcing?
Outsourcing refers to the practice of using independent contractors or virtual staff instead of an employee to perform tasks or projects.
What is Delegation/Outsourcing

21. Sample tasks to delegate/outsource
Accounts / Payroll
Product development
Project management
Sales and Customer care
Marketing activities (both online and offline)
Web development, desk top publishing and other creative tasks
Social Media and online reputation management
Sample tasks to delegate/outsource

22. Effects Poor Delegation: Good Delegation Frustrates you
Demotivates others
Confuses others
Fails to achieve task or purpose
Good Delegation
Saves you time
Develops your people
Grooms a manager or successor
Motivates others
Effects

23. Common Problems Lack of monitoring / supervision Insufficient training
Communication
Low morale and demotivated team
Inefficiency
Reduced profitability
Common Problems

24. 5 Keys to being a good delegator
Examine your motivation (do you really think someone else can do it as well as you can??)
Allocate appropriately, negotiate deadlines
Communicate what is required
Provide supervision and support
Reflect after completion and provide feedback
5 Keys to being a good delegator

25. Responsibility (The work that is delegated, the task, the job, the duty, the work being done)
Authority (The power or right to make decisions and take action to enable the responsibility to be successfully discharged)
Accountability (the results and outcomes for the responsibility concerned (being ultimately held to account for success or failure)
Definitions

26. Kolb’s Learning Styles

27. Delegation is not just telling someone what to do.
There is a wide range (variance) of freedom or control that you can confer on the other person
For critical tasks you need to be cautious about the level of freedom that you extend
Remember to ask the person about the level of authority that they would be comfortable with.
9 Levels of Delegation

28. Follow my instructions to the letter
Follow my instructions to the letter. There is no delegated freedom at all.
“Do this in this way within this timeframe”
Require an investigation and analysis only with no recommendations. Delegator decides and retains the responsibility.
“Provide me with an analysis of this and I will decide on the next steps”
Level 1 and 2

29. Request an analysis so that decision can be shared
Request an analysis so that decision can be shared. Often used in coaching and development.
“Analyse this and let me know the outcome so that we can decide together on how to progress”
Provide a certain level of freedom – report back on a given situation, advise what help you need and then we will decide together.
“Make an analysis of this situation, advise me on the details of any help that you will need and then we will decide on any progress”
Level 3 and 4

30. Limited authority provided
Limited authority provided. Analysis and recommendation as well as reasons, options, advantages and disadvantages with recommendations provided and delegator will retain responsibility for going ahead.
"Give me your analysis of the situation (reasons, options, pros and cons) and recommendation. I can then let you know whether we will continue or not”
The person you are delegating to controls the action. The subtle increase in responsibility saves time.
"Decide and let me know your decision, then go ahead unless I say not to"
Level 5 and 6

31. Enables a degree of follow-up as to the effectiveness of the delegated responsibility.
"Decide and take action - let me know what you did (and what happened)."
The most freedom that you can give to another person. A high level of confidence is necessary, assessing quality of the activity after the event according to overall results. Feedback & review remain helpful & important
"Decide and take action. You need not check back with me“
Level 7 and 8

32. The most freedom that you can give to the other person is the delegation of a strategic responsibility. This amounts to delegating part of your job - not just a task or project. Used when developing a successor, or as part of an intentional and agreed plan to devolve some of your job accountability in a formal sense
"Decide where action needs to be taken and manage the situation accordingly. It's your area of responsibility now"
Level 9

33. How to delegate successfully
Define the task
Select the right individual or team
Assess ability and training needs
Explain the reasons
State the required results
Consider resources required
Agree deadlines
Support and communicate
Feedback on results
How to delegate successfully

34. Case Study: Gotchakids
Background: Gotchakids is a kids photograpy service that travels around shopping centres and takes photographs of children only. They have grown substantially in the last 12 months and now employ more than 100 staff. They service the Gold Coast and all areas of Brisbane.

35. Issues:
Their target market uses the online environment and in particular, social media, to comment on their services. Their clients expect a high level of online presence and opportunities to discuss their kids and participate in online competitions. A scan of the online environment has shown that in over 25 online forums their product has been mentioned negatively many times over many months.

36. Gotchakids’ online reputation was taking a hammering on forums, online directories and facebook pages. Their IT support was focussed on hardware and operational software with a fairly basic web designer in place.

37. For less than $50 per week, Gotchakids retained the services of Our One Team to manage their online reputation.
The service has been outsourced to specialists in providing these services
The service was documented with expected outcomes.
Measurements and reporting schedule agreed
Facebook editorial guidelines developed
Twitter plan created
Linkedin strategies agreed

38. Case Study
Carpet Plus Services
Background A carpet cleaning business that hires several cleaners to use the machines and do the work. Domestic and Commercial.

39. Issues:
Owner was losing repeat clients and when contacted the clients advised that they were not happy with some aspects of the service. The owner did not know about this until it was time to re-visit the client and then it was too late to recover as the client had hired someone else.

40. The owner hired a virtual assistant to do a quality check on all visits. The VA telephones the client within 24 hours and asks them a few simple questions. As a result customer retention has increased substantially and a few changes made to the service delivery model based on direct client feedback.
Solution

41. Owner used the services of a VA with excellent telephone skills.
A Position Description was completed with expected outcomes included.
1 hour information session for the VA on the business and its goals and objectives
Online survey used and report created at the end of each period.
Repeat bookings taken at the time of the phone call.
Send Out Cards used to thank customers.
Outcome

42. Return on Investment Scenario Your hourly rate is $100 per hour
VA works 20 hours per per hour.
Possible ROI of $82,200 per annum
Return on Investment

43. Next Steps Visit : www.vaplacements.com Visit : www.ouroneteam.com.au
Download Position Description Template at:
Contact me for a free consultation
Next Steps