5 Administrative Responsibilities to Start Delegating Today

Lakesia Wimberly

2020-07-30

The popular term “to wear many hats” refers to an individual who carries out the responsibilities of several different positions. They may have been hired to work in marketing, but because of a small team and fast-paced business, they find themselves working in operations, project management, and sales. This term almost always applies to new business owners, striving to scale and grow their business.

 

When you are first starting out, you do whatever it takes to keep the lights on and your company moving in the right direction. Since the budget is usually low, or non-existent, you find yourself with either a very small team or as an army of one. Your survival instincts kick in, and you begin taking care of various administrative tasks. The problem is that even as your company becomes profitable, you never take off any of your hats.

 

Once your company begins to grow, it’s time to start delegating some of your administrative tasks to other people. This will free you up to focus on big-picture items such as sales targets, marketing strategy, and company culture. Focusing on those items will help you scale your company even further. For those of you who agree but do not know where to start, we have listed out five items you can begin delegating today.

 

#1 - CUSTOMER SERVICE

We can all agree that customers are the lifeblood of your organization. Without them, there wouldn’t be much of a point in moving forward. We also know how hard it is to attract and retain customers. It’s quite tempting as an owner to want to control the entire customer experience. This includes answering any question, comment, or concern a customer may send in via the website, e-mail, or social media.

 

This is a flawed system on a few levels. First, responding to your customers should be delegated to someone who can dedicate the appropriate amount of time and attention to it. Second, your customers do not want you to spend your time answering them. What they really want is for you to focus on improving your processes, launching new products, and finding new ways to solve their issues. When it comes to communicating with your customers, there should be a set process in place being run by a trained individual who can answer in a timely manner. 

 

#2 - INTERNAL AND EXTERNAL MEETINGS

Meetings are a workplace necessity that can sneak up on you if you’re not careful. At first, you schedule meetings to pitch to new clients and check in with team members. These meetings are essential, so you take it upon yourself to gather all parties involved and find a time that works for everyone. Then, you take notes so nothing gets lost, and you follow up with the participants to ensure what was assigned in the meeting is being taken care of. Before you know it, you are spending several hours a week completing meeting-related items.

 

This is a commonly overlooked but equally vital responsibility that should be delegated to someone like a trained virtual assistant. You are too busy to be manually trying to schedule meetings. Also, it would be best if you were focusing on responding to what is being said in a meeting, not writing it down. Lastly, the VA that sets up the meeting and records the minutes can complete the job by sending out a follow-up e-mail outlining everyone’s deliverables and due dates. This ensures nothing gets missed, and you are able to shift focus to the next big project or idea.

 

#3 - MARKETING AND BRANDING

When you are planning to launch a new company, there are two marketing-related items at the top of your list: create a website and start your social media channels. Once again, since these are viewed as vital, you take it upon yourself to make sure they are done right. This is understandable in the beginning, but once they are up and running, they really should be transferred over to someone else.

 

When it comes to updating your website to add things like new products, blog posts, or company updates, there should be a set process created for someone like a virtual assistant to follow. In terms of social media, it is essential to have a basic organic strategy that keeps your audience engaged with your brand. Your customers expect your social pages to provide consistent information and value in the form of blog posts, infographics, and general company updates.

 

#4 - OFFICE PAPERWORK

You started your own business because you had a great idea you wanted to share with the world. You may have also started your company because you want to be your own boss and focus on the stuff that matters. Regardless, you did not get into this to be your own secretary and handle things like filing, invoicing, and order processing. You are a smart and talented individual whose expertise should be focused on growing your brand, not administrative paperwork.

 

Let us be clear, the items listed above are essential and should not be forgotten. However, there needs to be a foolproof system to ensure that invoices are sent out and orders are processed on time. To avoid mistakes or delays, you will need to appoint a designated individual to oversee all of this. They can review your entire system and use their experience to implement better processes and procedures. 

 

#5 - EMPLOYEE ONBOARDING

When you are finally able to hire employees, they must be onboarded correctly. You may be very excited to get them started, but this does not mean you can throw a bunch of projects and tasks at them on day one and hope for the best. There should be a standard procedure that is created and implemented. This will include all information the new employee needs to excel in their new position.

 

The employee onboarding process is crucial for the long-term success of your business. An experienced Virtual Assistant can walk each new hire through all steps to ensure they have everything they need. This includes but is not limited to equipment, logins, and the company directory. They can also perform daily check-ins throughout the first week in case they have any questions or concerns.

 

CONCLUSION

It’s time to focus on the health and growth of your company. You did a great job wearing many hats for the past few months or years. However, if your business is going to achieve the goals you set out for it, it will require your full focus and attention. Hiring a Virtual Assistant will allow you to transition these vital but time-consuming tasks off your plate and help you push your brand forward.

 

LET’S TALK

If you are ready to begin delegating these items and focusing on the growth of your business, we are here to help!

The HR Agent Admin was designed to match you with a trained and experienced Virtual Assistant to take care of all your administrative needs.

To book your FREE introductory call, please e-mail us at contact@thehragentadmin.com.