business tips

  • 6 tech tools to manage your remote team like a boss

    Since bringing on a team, I have had a newfound respect for tech tools and the role they play in managing a remote team in business. Here are the top 6 tech tools you need to manage a remote team.

    This topic always gets me excited because tech tools have played such a big role in my business, in being able to run it on a completely limited time schedule. Since bringing on a team to help me run my business, I have had a newfound respect for tech tools and the role they play in managing a remote team in my business (I have a team member in the US, Philippines and Kenya).

    While we have a tech stack of around 10 core tech platforms in my business, I wanted to share the 6 tech tools that my remote team utilizes the most. And as always, remember that it’s more about what goes into the tech tool than which one you decide to choose.

    If you want to learn more about how to grow a team and bring on the dream team that will catapult your vision, you can check this blog, or this one, or even this one.

    Here are the 6 tech tools I use to manage my remote team like a boss

    1 Task management – Asana

    Asana is a task management tool that you can use to keep track of your upcoming tasks, in an organized way. It’s user-friendly and allows you to stay on the free version for as long as you have less than 15 team members.

    This is the tech tool we use the most with my remote team because it’s how we manage our workflow and stay on top of due tasks. You can do so much with Asana when it comes to team management, but my favourite features are:

    • Team communication using the chat functionality in each task card. This helps us keep our work conversations in one place.
    • Creating workflows for processes that involve more than one team and more than one subtask
    • Assigning people and due dates to tasks
    • Linking a task to more than one project
    • Creating a mini workspace for each of my team members, allowing them to manage their workflow from one place. 

    Read this blog to get more details on how we use these functionalities in our team.

    2 – Slack

    Slack is a complementary tool that we use for conversations that require more urgent attention or aren’t necessarily related to a specific task. My team also uses this tool to follow up with any questions regarding their task allocations.

    I still use the free version and love that Slack allows you to organize conversations by channel. You can also restrict who gets access to which specific channels. This makes it a safe space for your team members to communicate with you in private as well.

    Best thing: you can schedule when you send out messages to your team members, And you can share just about anything on the app – images, videos, etc.

    3 Document storage and collaboration – Google workspace

    I love the versatility of Google workspace because it feels like a business in a box. If you sign up for Gmail with a custom domain web address, you get access to all Google workspace features & 30GB of storage on Google Drive, without having to pay more for your monthly subscription.

    At team Rebecca Kay, we use Google workspace to:

    1. Work on documents simultaneously
    2. Upload files that multiple team members need to work on simultaneously, or one after the other
    3. Insert comments within Google documents for team members to address
    4. Keep all the important IP of our business in one ‘easy-to-access’ place
    5. Keep our SOPs in one place
    Since bringing on a team, I have had a newfound respect for tech tools and the role they play in managing a remote team in business. Here are the top 6 tech tools you need to manage a remote team.

    4 Time track – Toggl

    I love how straightforward it is to use Toggl. The integration feature with Asana has made it so much easier to log time and include the relevant details for each task.

    This tool allows you and your team members to track the time spent on different tasks in your business. You can download reports and analyze time spend for the business as a whole, split by team members, split for different weeks and months.

    Toggl is particularly useful if you have contractors in your team that are paid on an hourly basis.

    Toggl also comes with work management and hiring functionalities. Definitely check it out if you want to make use of all these features. Best thing? You can start using it for free!

    5 Processes – Loom

    Loom is one of my favourite tech tools ever. Aside from Asana and Canva, Loom is amongst my most-used applications.

    It is extremely useful in creating and maintaining SOPs in our business. In less than 5 minutes, I can screen record and add notes to my video, share it with a client or the team. And now we have a library of SOPs showing how different processes are performed.

    You can download your videos or edit them within the Loom platform. 

    If you haven’t as yet, definitely sign up and get a discount using my affiliate link over here. P.S There is no additional cost if you use my link, but full disclosure, I do get a commission for it 🙂

    6 Virtual Meetings – Zoom

    Last but not least, how many virtual meetings have you had over the last year? Probably more than you had in the previous 2-3 years combined.

    The world has changed significantly, and Zoom has become a household name in how we communicate with each other. We love using Zoom for our meetings. It’s easy to collaborate, share screens and record meetings as necessary.

    Zoom is a great application to facilitate meetings even without your laptop nearby. 

    You can also use it for team feedback meetings, training sessions and virtual team parties!

    How have you utilized Zoom in your business?

    Bonus: Team communication – Voxer

    While our main communication platform at team Rebecca Kay is Asana & Slack, there are times when a conversation over the phone is more efficient than typing the message. This happens when team meetings are missed, or a team member wants to express themselves in a different way (besides written form).

    Voxer is a ‘walkie-talkie’ app that allows you to record your voice and send it to an individual person or group. This makes our communication so much personable when needed.

    Do you use any other tech tools to manage your remote team? I would love to hear! Comment below & tell us what’s your all-time favourite team management tool?

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  • The top 4 tasks to outsource and take your business to the next level

    Is your to to do list overwhelming and not sure what to outsource first? Here are the top four tasks you can outsource and take your business to the next level.

    Letting go of doing all the things in your business is one of the hardest things. I completely get it. But what happens in between trying to get your Instagram post out and finding time for the new business idea that’s been on your list for the longest time? Burnout or delegation. Because once you have your core systems set up and working for you, you’ll still get to a point where you can’t do everything yourself. This begs the question which tasks should you outsource first?

    There is a reason why companies hire experts to do specific tasks. They even go to the extent of outsourcing when their core staff doesn’t have the expertise. This is when you truly know you are in your zone of genius. When you have outsourced everything that’s out of your specialty and core CEO tasks and focused on what you do best.

    But this is also not where you want to start. Going on a hiring spree could be extremely distracting for your business and revenue flow. So which tasks should you outsource first?

    First, check out my blog here and here where I talk about why you should grow your business with a team and how to know you’re ready for one. 

    Here are the top 4 tasks that I see my clients & other entrepreneurs outsourcing first.

    Task 1: Social media admin

    Creating content is an income-generating activity, and that’s why the admin bit is what you would typically outsource first. I know many 7 and 8-figure entrepreneurs who still create their own content because it’s the only way to infuse their personality and way of thinking. And this is also how they attract their ideal clients.

    Think of things like scheduling, collecting statistics, creating archive content banks, engaging with potential leads, tracking leads, etc. A social media manager could easily do this for you.

    If you have a blog, you could type it out and let your virtual assistant do everything else including SEO optimization, formatting, creating blog graphics.

    Task 2: Copywriting

    This is big because there are different types of copywriting in an online business. There is the copy you create for your social media, but there’s also copy that’s generally geared towards converting followers into paying customers. 

    Copywriting also takes a heck lot of time! Having someone else do it for you, could lift a big load off your shoulder. You don’t have to have a full-time copywriter, you could simply outsource as needed. For instance, before a big launch, when you create a new offer.

    Task 3: File & inbox admin

    Email is probably one of the most underrated areas where entrepreneurs spend ‘dead’ time. I call it ‘dead’ time because

    • It’s responsive, and you are really working on someone else’s agenda
    • It’s usually used as a distraction or procrastinating tool to get away from something else you really need to get done

    If this sounds like you, then you definitely want to consider having someone handle your inbox. Especially if you have a large membership or group course with a high influx of incoming messages.

    Before you hire someone, definitely get your inbox and digital workspace cleaned up first. Check out this blog for some tips or apply for my VIP Day where we focus on a framework that will keep you organized and out of your inbox for good.

    You could definitely automate a huge aspect of your inbox management. Only delegate what can’t be automated such as; replying to client inquiries or handling complaints or questions from clients in a membership. 

    Task 4: Graphic creation

    How many graphics do you create in a day? Or a week? Anyone else who constantly has Canva open (raise up your hand 💁🏽‍♀️)? While this may be something enjoyable for you, graphics ALONE will not get your business to the next level. Going to the next level is a combination of your strategy, consistency, copy & branding. 

    And if this is not your strong point, definitely consider getting someone to create templates that you (or a virtual assistant) can re-use easily.

    Bonus task: Podcast editing

    This only applies if you have a podcast, but outsourcing the entire podcast workflow to my podcast manager has been a game-changer. I’ve been able to literally brainstorm podcast ideas, repurpose from my blog,record and hand over everything else to my amazing podcast manager, Leah.

    Side note: Hiring a virtual assistant is not always the first hire you need. You should always look at what’s keeping you away from your zone of genius and outsource from there first.

    You want to outsource the things that are farthest away from your expertise (that need to get done) first. 

    If you’re not sure what these are in your business, let’s have a chat.

    You can learn more about my Solo to CEO VIP Days where you walk away with a systems plan & the clarity on what you should outsource next so you can optimize your daily method of operation and achieve your ideal workweek.

    Is your to to do list overwhelming and not sure what to outsource first? Here are the top four tasks you can outsource and take your business to the next level.

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  • How to know if you are ready to build your team

    Are you at a point where you have no time to work on the things you enjoy most in your business? It's time you started thinking of how to build a team. This post will help you determine if you are ready to build a team.

    Your business is growing, clients are coming in, and you’re almost feeling like you’ve reached your capacity. You are inundated with so much admin and details that you almost have no time for the things you love doing in your business. It’s probably time to start thinking about how to build your team.

    And this looks different for everyone. Imagine how it would feel having someone else take care of your inbox cleanup, posting, and formatting blogs. And writing out a copy for the sales page you’ve been procrastinating for a month. This is where outsourcing and building a team can help you grow your business. Once you delegate these tasks to someone else, you can free up your time to master your expertise and serve more clients. Essentially, you want to keep close to the money-generating activities in your business and outsource the rest.

    But maybe you aren’t even sure that you’re ready to start growing a team?

    Before we get into the details, what exactly is a team, you may ask?

    A team could be as simple as signing up for a software to manage your client admin. And relying on their support service to help you out. You could hire out a specific task on an as-and-when-needed basis through Fiverr. You could have a done-for-you service provider (like me) help you with the systems strategy in your business. The highest (and most expensive) form of a team is a permanent hire. But you definitely do not need to start with a permanent team member. And this is often where entrepreneurs postpone the process of building a team because they don’t feel ready to hire. 

    So now that you know what a team could look like for your business, here are a few signs that you are ready to build a team for your business:

    1. You are busy with a lot of details

    If you find yourself spending more time on the busy side of your business than on the things that you do best, the things you love doing, and the things that actually = money in the bank, it’s time to build a team for your business.

    As our businesses grow, so do our responsibilities. Particularly when you start serving more clients or create an offer that results in a greater influx of clients than usual. This often results in you taking time off your business to focus on all the admin and operational tasks. If you do not have the systems to automate some of these tasks, you could easily spend 80% of your time doing the things that bring only 20% of the revenue to your business.

    So why not free up your time to focus on the business growth activities, and let your team run your business?

    2. The more clients you have, the longer your working hours

    If you are constantly telling your audience that you are fully booked, you are not only putting a cap on your revenue potential, but you’re also putting a limit on the impact that you could have on your business.

    I am not here to tell you that you can make more money while working less and spending the rest of your life on a beach somewhere. I believe that money takes work, but you have to work smart. Working longer hours is not sustainable. So instead of putting in more hours, you could leverage someone else’s time and use it to grow your business.

    You could leverage the power of systems to do the admin and busy work in a fraction of the time it usually takes you to do it manually.

    Are you at a point where you have no time to work on the things you enjoy most in your business? It's time you started thinking of how to build a team. This post will help you determine if you are ready to build a team.

    3. Your business is making money every month

    This is a limiting belief that a lot of entrepreneurs think that you have to be making thousands and thousands before your first hire. But what people don’t see is that when you are doing everything on your own, you are limiting the amount of money you can make, and slowing down the rate at which your business can scale.

    As long as you are making a minimum amount of revenue consistently in your business, you can build a team. Let’s say your revenue looked like this in the past 3 months:

    • 1st Month: $3000
    • 2nd Month: $1000
    • 3rd Month: $1500

    At a minimum, you are making $1000 consistently. This is the number you want to work with when deciding how much you can afford to hire and automate your business. If you want to get my full formula on how to prepare your business financially for a team, check out this free training over here.

    4. You’ve hit an income ceiling

    Most of the time when this happens, people look to their marketing and launch strategy to troubleshoot. But realistically, even if you employ a new marketing strategy, it won’t work unless you devote enough time and effort to making it work.

    And if you’re already stretched as it stands, you won’t have enough time and energy to make it work. Instead of trying to look for the latest marketing strategy out there, look at how you are spending your time in your business, and what you could possibly offload to someone else.

    If you’ve been at the same monthly income for a few months, with no signs of growth, then you are probably spending way too much time on admin. Or you have too many clients to have the time for the CEO activities that are required for growth.

    Do any of these signs resonate with you? You might want to check out this free training to prepare your business so that you set up your team for success from the get-go. But before then, here are a few tips to get started.

    Tips to build your team

    • Create the systems that you will use to manage your team before you start the hiring process. Your team can’t thrive if you don’t have the systems to give them the best chance of succeeding
    • Start thinking of hiring before you’re even ready. Do not hire when you are completely overwhelmed and frazzled. Create your outsourcing wishlist today
    • Be clear on what you are hiring for. Look at where you are spending a lot of time with a low return on your time spend. You want to think of hiring these tasks out as soon as possible
    • Look at your finances, and check that you can afford your hire for the next 6 months

    Wanna know the 4 secrets on how to design and build your dream team? Check out my exclusive free training over here and let’s get you from a 1-woman show to CEO for good!

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  • Four mistakes to avoid when hiring and growing a team

    Are you looking to hire a team member and not sure where to start? Here are four mistakes to avoid when hiring.

    If you’ve been in business for a while then you know that the things you handle today look very different from what your schedule used to look like when you were starting out. At some point, every business owner needs to face the reality that their business can’t just be their baby. It needs to grow and become a fully-fledged company with a team to support its growth and objectives. And this is what inspired me to highlight these four mistakes to avoid when hiring new talent for your business.

    But most often, entrepreneurs will leave this hiring decision until they are completely overwhelmed. And worse off, the panic hiring that follows actually makes the situation worse, and not better.

    So what pitfalls and mistakes should you avoid when hiring, if you know that you can’t continue trying to handle things on your own?

    First of all, please read this blog to find out how to prepare your business for a team. Because it’s not just about finding the right person to support you.

    Ok, let’s look at the 4 common mistakes to avoid when hiring. And I don’t just mean a permanent employee. It could be a contractor, a once-off done-for-you service provider, anyone you outsource work to.

    1. Waiting until you are completely overwhelmed

    The problem with this is that you end up having to take time off everything else in your business to focus on finding and onboarding a new team member. And most likely you end up taking shortcuts to get someone because you don’t have the time (or the clarity) to look for the right person.

    Instead, start putting your outsourcing wishlist together. What are some of the tasks in your business that you wish someone else could do at the wave of a magic wand? 

    Start preparing now. Even if you still have a couple of months or milestones to hit before you can accommodate a new team member in your business.

    2. You are not clear on what you’re hiring for

    Another mistake to avoid when hiring is lack of clarity. Often when I speak to entrepreneurs about hiring they are usually thinking about hiring a virtual assistant first. But this is not always what you need when you are starting to expand your team.

    Let’s say you spend a lot of time creating content. Maybe you need a copywriter or a content manager instead of a virtual assistant. But you won’t know this if you haven’t properly assessed what happens and what you do in your business that is taking away from the time you have to grow and serve more clients.

    Once you have clarity on what exactly you need to outsource at this point in your business, you can then start to put a job description together. And putting a cute post in a Facebook Group that you are hiring is not a job description. You need to have clearly thought out

    • What this hire will be responsible for
    • How they will perform their work
    • How frequently they will work in your business
    • What tools or support they will need to get their job done
    Are you looking to hire a team member and not sure where to start? Here are four mistakes to avoid when hiring.

    3. You hire first then organize later

    This is a common mistake people make when hiring. Because everyone thinks hiring is just about getting someone who’s really great at what they do. But they need to be in an environment that gives them the best chance to succeed.

    And if you think your new team members are going to come to the rescue and organize your business for you, this almost always doesn’t happen.

    Instead, you spend a lot of time trying to handhold and get your new team member up to speed. And sometimes even get distracted from the things that only you can do, as you get used to working with someone else in your business.

    Maybe they even start suggesting different ways of getting things done. But because you haven’t thought through this, you dismiss their suggestions.

    It is so crucial to set up the systems to support your team members before you hire. Once you have a new team member, you are going to have to make adjustments in how you get things done, how you track and delegate, and without the foundational systems in your business, this is going to be an uphill battle that you don’t need right now.

    So if you already had a team and made the mistake of hiring without any organization or systems in place, that’s ok. You can always start putting the systems together, and even co-create them with your team. I always say that yesterday was the best time to set up systems, NOW is the next best time to do so.

    4. Thinking that hiring is a magic bullet

    Yes, hiring someone will definitely make a difference in your business. But if you think that your new team member is going to solve all 55 of your problems in one week, think again.

    The onboarding process alone could take up to a month especially if you do not have a business operating system in place. 

    I also see entrepreneurs not adjusting their ways of working when they hire someone. And then blaming that person when things aren’t going the way they imagined. You are going to have to change your processes and adjust to having someone else in your team. This could mean, 

    • Explaining why you are doing certain things a certain way
    • Getting things done earlier than usual if there are dependencies in tasks that you have delegated to your team

    Let’s say you’ve just hired a podcast manager, and you would easily record and edit a podcast episode the night before it was meant to air. You can’t do this and expect your team member to edit and create a high-quality episode unless you change the way you get things done. 

    So hiring definitely requires some adjustments in how you do things in your business. But it is possible, and it is very rewarding if you set your team up for success. The return on investment is far outweighed by the upfront work, systems, and organization that is needed before you onboard new team members.

    If you want to know my exact method to prepare your business for massive growth, check out this free training.

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  • How to prepare for massive growth in your business with a team

    Are you ready to grow your team? Here are tips on how to prepare your business for massive growth with a team.

    Introduction

    You are doing all the things in your business, but you’ve realized that it’s not sustainable. Most of us start our online businesses as solopreneurs, and I get why it’s not always the easiest thing to let go of doing everything and let someone else do it for you.

    But it’s the key to growing your business. No one has more than 24 hours in a day! At some point, your business responsibilities are going to outweigh the time you can realistically spend on your business on a day-to-day basis. 

    So, if you’ve been trying to figure out how to create capacity to serve more clients and scale your revenue, growing your team is going to be a critical part of your success going forward.

    But where do you even start? With that cute little post on Facebook that you’re looking for a VA?

    No! There is much more to growing a team than finding the right person. And this is often the part that female entrepreneurs miss the most. They wait until they are completely overwhelmed and then start panic-hiring. The purpose of this blog is to help you prepare for your team so you can maximize your return on your team investment.

    But first of all, let’s clear the air on the misconceptions around growing a team.

    Misconceptions around growing a team

    I can’t afford it, it’s too expensive.

    There are so many ways to grow a team. You don’t need to have a permanent employee right off the bat. Instead of thinking it’s too expensive, think “How can I get the help I need with the budget I have?”. I have a team of contractors in my business, and sometimes I get people on a very short-term basis to help me out.  

    Hiring means I am giving my profits away to someone else.

    Think about what it’s costing you to do all the things in your business. Doing all the busy work is taking away from the time you have to do the activities that actually = money in the bank. So would you rather limit your capacity to grow your revenue? Or hire help and free up your time for the money-making activities that only you can do?

    It’s quicker to do it myself.

    While this may be true, it’s certainly not the best use of your time to do all the admin work that’s necessary when you’re running a business. 

    No one does it better than me

    Instead of thinking that only you can do what you do in your business, have you thought about all the skilled people out there that only create graphics or manage digital workspaces or write copy? I want you to start asking yourself how you can hire people that do things better than you so you can focus on your mastery and the things you do best in your business.

    I got to where I am as a solopreneur, I can get to the next level on my own

    This is a very common misconception. But when you started out you probably had half the responsibilities and tasks on your plate than what it looks like right now. So while you may have easily gotten to those 5K months on your own, it’s only going to get harder to get to the next level without any help in your business.

    Why you need a team to grow your business

    As a female entrepreneur, wearing all the hats in your business is not uncommon. But it does become overwhelming when you have more clients to serve and more responsibilities on your plate.

    As your business grows, doing inbox maintenance, social media management, and all the busy work in between can easily become the bain of your existence.

    This is when a new hire can literally save your life. Hiring someone to do this work more efficiently is a much better use of your money and time than trying to do it all on your own.

    Think about it in terms of the opportunity cost. When you spend an hour managing your inbox, you are forgoing the opportunity to spend an hour serving a client and making actual money in the bank.

    And worse off, if you could hire the thing out at a fraction of your hourly rate. It makes no sense to be doing all the things in your business.

    And more time freed up means:

    • More time to focus on your zone of genius and perfect your mastery
    • Increased capacity to serve more clients and give them a world-class client experience
    • Less time spent working in your business and more time working ON your business
    • Protecting your wellbeing by ditching 12-hour work days
    • More time for income generating activities = more money in the bank
    • You can finally take time off your business & feel confident that you won’t come back to chao

    Before you start growing a team

    Before you make that decision for your first hire, there are some adjustments you are going to need to make in your business.

    Adjust your ways of working

    Let’s say you are hiring a podcast manager. The days of recording your podcast the day before it’s meant to be aired are going to be a thing of the past. Adjusting your processes and ways of working is such a critical aspect of your team’s success. And without systems in place, this almost becomes impossible to do.

    Set up a project management system

    If you’re used to keeping sticky notes and notebooks to remember what to do in your business & when then now is a good time to elevate yourself into a more organized system. Read more about how to set up your project management system using my favourite tool over here.

    Your project management system will enable you to easily onboard your new team members, assign them tasks and create workflows that are easy for them to follow, and never have things falling through the cracks.

    Create thorough SOPs

    Your SOPs (Standard Operating Procedures) are going to be so so critical in feeling confident about delegating to new hires, and the actual success of your new hires. An SOP is simply a detailed job description of how to get a specific task done in your business. You can read more about SOPs over here

    Prepare an onboarding pack

    Don’t leave your team members hanging once they are on board. Create an onboarding pack which you can use for every new team member who joins your crew.

    I love using my business dashboard in Asana for team orientation because it has all the important information about my business in one single place.

    Be clear on what you’re hiring for

    Your first hire should not always be a virtual assistant. In order to know what you need to hire for, you need to assess how you are spending your time in your business. And which areas need immediate attention. 

    We cover a number of exercises in my Solo to CEO VIP day, which I invite you to check out over here.

    In conclusion, 

    Growing your business with a team is going to be a game-changer for your business. But before you start looking for team hires, prepare your business so that your team members have the best chances of succeeding.

    Growing a team takes a lot of work, and doing it without the proper foundational systems in place is only going to cause more friction and stress for you than when you were alone in your business.

    So even if you’re not feeling quite ready to grow your team, start preparing before you’re ready. Create your foundational systems, set up your project management systems, put SOPs in place. Then get that dreamy outsourcing wishlist down so you know what your next move will be once you are ready to grow your team.

    Are you looking to scale your business or grow a team? Let’s chat about how to prepare your business today so that you and your team (or future team) can thrive. Book your systems audit over here.

    Are you ready to grow your team? Here are tips on how to prepare your business for massive growth with a team.

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