Why a recurring task list is the ultimate gamechanger with virtual teams
Virtual Success Show
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Episode breakdown
In this episode, we dive into the nuts and bolts of the ‘recurring task list’ concept and why it is such a game changer for those that want to achieve entrepreneurial freedom using virtual teams. This episode is jam packed full of actionable tips and tricks from Barbara on exactly why and how to build a rock solid recurring task list for your business …. So you can do more of the things you love.
- Why the recurring task list is THE ultimate game changer if you want to achieve entrepreneurial freedom
- Why keeping it simple and basic is the key to getting started with a rock solid recurring task list.
- Why delegating correctly actually gives you control rather than taking it away.
- How the belief that you can do it faster is the thing that’s keeping you stuck in business.
- How to run multiple businesses and look super-human while doing very little yourself.
- Why this strategy will bring you more enjoyment, fulfillment and success in business.
If you delegate correctly, use processes and the proper format for delegating, you actually gain control.
In this episode
00:00 - Introduction
Barbara and Matt open the episode by sharing how much they enjoy hosting the show and learning from both their guests and each other. Barbara mentions that the insights have even shaped the way she grows her own business, The Virtual Hub. They highlight that the podcast not only benefits listeners starting out with support assistants but also continues to be a valuable and evolving learning experience for themselves.
01:36 – Keeping it simple – The recurring task list
Barbara introduces the idea of a “recurring task list,” which she believes is crucial for success with virtual teams. She explains how the concept came from her own struggles when she first hired a support assistant. Initially, she felt stressed about assigning daily tasks and often left her support assistant underutilized. Over time, she realized that certain tasks repeated regularly, so she built a recurring list in Asana, eventually organizing tasks into daily, weekly, monthly, and quarterly categories with process maps. This system eliminated stress, gave her support assistant clear direction, and transformed how they worked together. She emphasizes starting with simple, everyday tasks like answering phones, handling messages, managing Facebook groups, and monitoring a Meetup group. By creating processes for these recurring responsibilities, Barbara was able to reduce pressure and improve efficiency, showing how small steps can make a big difference in managing virtual teams.
06:46 – Delegating correctly
Barbara explains that her support assistant was mainly an admin assistant, not highly skilled, but that didn’t matter because proper processes made delegation effective. She emphasizes that many people fear losing control when delegating, but with clear processes, you actually gain control—your support assistant executes the system you design, giving consistency and confidence. She also highlights that while individual recurring tasks may only take a minute, having 20–50 of them quickly consumes hours. Delegating these small admin tasks frees up valuable time to focus on higher-level activities that drive business growth. Matt reinforces this by citing Siimon Reynolds’ advice: even tasks that take just a minute are worth delegating, as each saved minute translates to money and productivity.
08:15 – “…but I can do it faster myself”
Matt points out that many resist delegation because they feel they can do tasks faster themselves, but when you calculate even small time savings across a year, the value adds up significantly. Barbara adds that even if a support assistant takes longer, their cost is far less than your own hourly worth, and if you’re not making more than a support assistant’s hourly rate, you may need to rethink your business. Both stress that the bigger issue is mindset—seeing delegation as a cost instead of an investment harms the relationship and prevents success. Changing this mindset is key to making delegation work effectively.
10:00 – You can be superhuman
Barbara explains that support assistants can handle a wide range of daily, weekly, monthly, and quarterly tasks, and she provides her The Virtual Hub members with extensive lists and project ideas. Simple tasks like retweeting mentions, giving daily social media updates, managing inventory, reconciling basic invoices, handling calendar and email management, following up on documents, and creating content calendars can all be delegated. She emphasizes that well-trained processes allow a support assistant to execute tasks confidently and professionally, giving the business a polished appearance. Matt adds that a mindset shift is key—constantly asking, “What could my support assistant do for me right now?” helps identify tasks to delegate. He also stresses the importance of good systems, processes, and accountability, and inspecting work to support learning. Together, they highlight that with proper delegation and management, a support assistant can run essential tasks efficiently, allowing the business owner to focus on growth and even manage multiple businesses.
15:11 – Gain more enjoyment, fulfillment and success in business
Matt emphasizes that without clear task lists and guidelines, whether for virtual or in-office teams, a business sets itself up for failure, as even great organizations operate like well-oiled machines. Barbara adds that once systems and recurring task lists are in place, onboarding new support assistants becomes seamless, reducing stress for both the support assistant and the business owner. She cautions that creating these processes requires focus and effort upfront, but the payoff is enormous, enabling scalability and the management of multiple businesses. Matt adds that even for those not seeking massive growth, delegating “energy vampire tasks” to people who enjoy them allows business owners to focus on what they love, bringing more fulfillment and joy. Barbara notes that having solid systems in place frees up time for creative and high-value activities, like podcasts, which wouldn’t be possible if they were stuck in day-to-day admin.
18:23 – The ultimate ‘What to outsource’ guide
Barbara shares that they have a simple PDF for listeners to help start the outsourcing process. It’s not the full detailed daily, weekly, monthly task list, which can be overwhelming, but a basic list broken into five segments with around a hundred examples of tasks a support assistant can do. This helps people realize what they can outsource. The full list is available later for The Virtual Hub members. Matt adds that listeners should also start by identifying five tasks they disliked doing in the past week, and Barbara agrees.
19:24 – Wrapping things up
Matt emphasizes that even saving a single minute through outsourcing can significantly benefit a business and improve success with virtual teams over time. Barbara adds that investing one to two hours upfront to teach a support assistant or develop a process for a small task pays back exponentially in saved time later. They both agree on the importance of the topic and encourage listeners to continue learning, sharing, and contributing ideas for future episodes.
