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You've got a million things to do and not enough hours in the day. Outsourcing seems like a quick fix to lighten the load, but it’s not always the answer. While outsourcing certain jobs can be helpful, it isn't always the best or most cost-effective solution.
The key is to optimise your processes first so you can outsource strategically. Concentrate on delegating the tasks that really make a difference, like marketing, while you focus on what you do best - running your business.
Why Outsourcing May Not Be the Answer
The temptation to hand off tasks like inbox management, customer service or bookkeeping to a VA or agency is strong when you're buried in work and need to free up some time. But outsourcing isn't always the best solution and may end up costing you more.
Before you spend time working out what tasks you can give away, take a step back and look at your business processes from end to end. You may find ways to tidy things up instead. Are there ways you can streamline or automate current tasks using technology? You need to understand all the tasks involved in running your business and why you need them before outsourcing. The problem is, many of these tasks are now second nature to you, so you do the work without thinking of it as a task or process.
When you do outsource, choose strategic tasks that will help your business grow, e.g. marketing, public relations or web design. Outsourcing the wrong tasks could compromise quality and damage customer relationships, so be selective. Make outsourcing a last resort, not a first step, and you'll save time and money without sacrificing quality.
Streamline Your Business First
How are you spending your time?
Start by analysing how you're spending your hours. Look for tasks that can be automated or streamlined. For example, can you set up auto-responders for frequently asked customer questions? Or use calendar booking software to schedule your meetings? What about task management software to save endless hours spent in team meetings? Small changes can add up to big-time savings.
Analyse processes and procedures
Next, examine your processes. Are there tasks you can eliminate or routines you can simplify? Are you doing things a certain way because you’ve always done it that way? Are you blindly repeating tasks that are no longer serving a purpose? If you tidy up systems and procedures, you may find outsourcing certain tasks is no longer required.
Prioritise what really moves the needle.
Streamlining and optimising your company will make outsourcing even more effective when you do use it. By automating basic operations, you can focus on outsourcing high-impact areas like marketing and public relations. Doing the work upfront also means that freelancers and virtual assistants can hit the ground running.
Automating Repetitive Tasks to Free Up Time
Automating repetitive tasks is a great way to free up your time as a small business owner. Rather than outsourcing data entry, invoicing or email marketing, look for ways to streamline these processes. Some options to consider:
Set Up Templates
Creating templates for frequently used documents like proposals, contracts, invoices, and email newsletters saves you from starting over every time. Upload your templates to a cloud storage service so you can access and edit them from anywhere. Be sure to review and update the templates regularly to keep the content current.
Use Automation Tools
Services like Zapier can connect your apps and automate workflows. For example, you can set up an automation to add new email subscribers to your email service provider, automatically save email attachments to Dropbox, or send data to a spreadsheet or database. These tools handle repetitive tasks, so you don’t have to.
Integrate Systems
See if the software you’re using integrates with other tools you need. For example, calendar scheduling systems like Calendly can integrate with email marketing tools like Mailchimp to automatically update your mailing list and send automated emails and reminders. Look for integrations that will genuinely save you time and hassle. My blog post “Why Task Automation Will Help You Compete With Bigger Business” delves deeper into the benefits. We look at integration in a bit more detail below.
Integrating Systems to Improve Efficiency
Integrating your systems and software is one of the best ways to improve efficiency in your business. Integrating systems reduces the need to enter information multiple times and cuts down on errors.
For example, connect your CRM tool to your email marketing service. This automatically adds new contacts to your mailing list and tracks email opens and clicks. You'll gain valuable insights into your audience without lifting a finger.
You can also integrate your accounting software with your e-commerce platform. This syncs real-time sales data, invoices, and payments so you have an up-to-date cash flow picture—no more downloading reports and manually entering numbers.
Project management systems such as Click Up, and Asana can integrate with team communication tools like Slack. This means no more copying and pasting updates or re-explaining tasks. Comments and files within the project system are automatically posted to your Slack channel, keeping everyone on the same page.
If you use G Suite or Office 365, take advantage of the built-in integrations. Connect your calendar to your email to automatically add events. Sync files between Drive and Dropbox. Link Sheets or Excel to your CRM to generate reports with live data. The productivity possibilities are endless. My recent blog post “Boost Productivity on a Budget: 12 Best Free Apps for Small Business Owners” is a great place to start.
Tackling the root problems through automation and integration is a smarter solution than paying out month after month to outsource these tasks indefinitely. Spend your time on the work only you can do as a business owner. Let technology and systems handle the rest.
The Right Way to Outsource: Focus on Growth Areas Like Marketing
Now that you’ve taken the time to streamline, automate and integrate your routine and repetitive tasks, you can afford to outsource tasks that will positively impact your business growth.
Choose Wisely
Determine what tasks are most critical for growth and outsource those. For many small businesses, marketing is a key area. Consider outsourcing content creation, social media management, blogging, email marketing, or SEO. These marketing activities drive new leads and customers but can be time-consuming. Outsourcing to professionals allows you to tap into their expertise while you work on other important areas of your business.
Look after your Customers
I remember a conversation with a client. She was frustrated because she booked herself an admin day but was getting sidetracked dealing with customer requests and communications. I reminded her that looking after her customers and building great relationships is the key to driving her business forward. We identified all the tasks she could automate, freeing up her budget to be spent elsewhere. She delegated some of her marketing tasks, leaving her free to concentrate on her customer relations.
Manage Well
When you do outsource, make sure to provide clear instructions upfront regarding quality, deadlines and communication. Check in regularly and give feedback to make sure the work meets your standards. Build a good working relationship with your freelancers or agencies. Well-managed outsourcing partnerships can provide huge benefits, allowing you to scale your business sustainably.
Take Your Time
Outsourcing isn't always the magic pill. Take a step back and look at your to-do list with a critical eye. Outsourcing the wrong jobs often ends up costing more in the long run. Do your due diligence and tidy up first.
Rather than outsourcing repetitive but essential tasks, look for ways to minimise the time you spend on them. Then, when you're ready to hand off work to freelancers, you'll know exactly which jobs to outsource to help your business thrive and grow.
Freeing up your time and mental space will allow you to focus on the work that really moves your business forward.
Once you think are ready to start outsourcing, take a look at my blog post "The 5 Outsourcing Mistakes you Can't Afford to Make" to make sure you get off on the right foot with your new partner.
Do you need help working out where to start? If so, I can help.
My Clarity Call and Action Plan session analyses your current processes to determine the best changes for you and your business. Following our session, I'll determine the strategy best for you and your business and provide you with an action plan to implement it.
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