Opening the kimono on how any entrepreneur can use virtual teams to start liberating time … successfully!
Virtual Success Show
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Episode breakdown
On this very first episode, we open the kimono on the key challenges we see people facing when it comes to how to use a virtual team. Liberating time is really the number one reason entrepreneurs look to hire support assistants so they can then utilize their precious time on more high value, business growth activities. Unfortunately, it is not as easy as people think! Often people get tripped up very quickly and can end up getting frustrated and giving up. They throw their hands in the air and decide that outsourcing just doesn’t work for them or their type of business. Sadly, we see these entrepreneurs and their business growth plans suffer when they try to outsource and then suffer again when they can’t get it right. The purpose of this show is:
- To educate more entrepreneurs on how to successfully implement and maximise the use of virtual teams in their businesses
- To provide strategies, tactics and action steps that boost success throughout that implementation process
- To talk about our own experiences and those of our clients case study style
- To interview the many entrepreneurs out there that have achieved success with virtual teams both small and large – the pros and cons, do’s and dont’s.
The reality is, your business already has the people — what it’s missing is the structure that frees them up to do their best work.
In this episode
00:00 - Introduction
The Virtual Success Show helps entrepreneurs learn how to effectively outsource tasks so they can focus on their business. In the first episode, hosts Barbara Turley and Matt Malouf introduce themselves, express excitement about co-hosting, and reflect on how their discussions about virtual team challenges with clients inspired the creation of the podcast.
01:04 – Using virtual teams for business growth
Barbara and Matt discuss the challenges of building and managing virtual teams, noting that while the concept is appealing, there’s little guidance on navigating the common pitfalls. Both share their extensive experience successfully implementing virtual teams in their own businesses and with clients. They explain that the purpose of the podcast is to educate listeners on how to implement and maximize virtual teams, provide practical strategies and tactics, share case studies, and interview other business owners about their experiences. They emphasize that the fundamentals of running teams—systems, leadership, and processes—apply across all industries, and that many businesses can benefit from virtual teams despite initial challenges or doubts. The conversation concludes with a setup to discuss the number one challenge people face when building virtual teams.
06:42 – Being a great communicator
Matt and Barbara identify communication as the number one challenge when working with virtual teams. Barbara notes that while people often believe they communicate clearly, misunderstandings are common and can cause major breakdowns—especially in virtual teams. Matt suggests they explore this topic further by sharing their top three communication tips for working effectively with virtual teams.
08:00 – Create a recurring task list
Barbara emphasizes that the first step in effectively working with virtual teams is documenting business processes. She advises mapping out all recurring tasks—daily, weekly, monthly, and quarterly—so they can be delegated to a support assistant or team with minimal training. Clear, detailed process documentation turns a business into a smooth-running system, reduces stress, and allows team members to step in or be swapped easily. Matt clarifies the task frequency, and Barbara notes that some tasks may be automated or eliminated, but the goal is to free the business owner from routine maintenance tasks so they can focus on growth and projects.
11:25 – Use a project management tool
Matt and Barbara highlight the importance of using a project management tool (like Asana) to manage virtual teams. Matt shares that assigning daily recurring task lists in the tool removes guessing, ensures clarity on expectations, and streamlines communication, as team members can update progress directly in the system. Barbara adds that documenting tasks in detail, including what success looks like, guides team members effectively and prevents pauses or confusion. Both emphasize that investing time in mapping out tasks and processes is key to smooth, efficient virtual team management.
13:10 – Create a meeting rhythm with your team
Matt’s top communication tip is to establish a meeting rhythm with virtual team members based on their role. For close, daily support (like his support assistant Vanessa), short daily check-ins work, while managers handling larger projects may require weekly meetings. Meetings should cover progress, obstacles, and delegation of tasks. He emphasizes visualizing the virtual team member as if they were sitting next to you, then applying that same meeting frequency and communication approach using tools like Skype, Google Meet, or other platforms. Barbara agrees, highlighting the importance of this approach.
15:35 – Build rapport
Barbara emphasizes that building rapport and a bit of fun in virtual teams is important, just like in an office environment, and can be done via chat or video calls. She also highlights the value of structured meetings with a clear agenda to prevent confusion, mistakes, or floundering, and to establish leadership as a business owner. Matt agrees, noting that agendas keep meetings focused and purposeful. Barbara adds that meeting frequency should be role-dependent, with direct reports requiring daily communication, ensuring guidance and connection are maintained.
18:17 – Be direct in your communications
Barbara recommends weekly meetings of 30 minutes to an hour with a clear agenda, focusing on action items and building rapport without wasting time. She emphasizes the importance of direct communication—addressing issues promptly rather than avoiding them—to prevent resentment and misunderstandings. She shares an example where a support assistant’s availability issue was resolved through a short, direct meeting, uncovering personal circumstances behind the problem and leading to a positive outcome for everyone. Matt and Barbara agree that direct communication is essential in both business and personal relationships.
22:06 – Working out your communication style
Matt’s second communication tip focuses on adapting to your preferred communication style while ensuring clarity and record-keeping. He prefers verbal communication, using tools like Asana to document tasks in real time during calls with his support assistant, Vanessa, so there’s a clear record. He also uses Dropvox for voice messages that get transcribed and added to Asana, preventing misunderstandings. Barbara notes this is an effective way for support assistants to help create processes and document tasks without the business owner having to write everything themselves. Matt adds that he uses whiteboards and mind maps to outline systems verbally, then shares photos and recordings with his team to convert into flowcharts, combining visual, verbal, and recorded methods for clarity and efficiency.
26:32 – Slow down to speed up
Matt’s third communication tip emphasizes speaking slowly and clearly, especially with virtual teams where English may be a second language. Rapid speech or industry jargon can lead to misunderstandings, so simple, clear language is essential. Barbara agrees, noting that writing can sometimes be more effective, particularly for those with accents or fast speech. Matt adds that combining verbal communication with tools like dictation software can capture instructions accurately, bridging the gap between spoken and written communication.
29:57 – Wrapping things up
Barbara and Matt emphasize that while bringing virtual teams on board isn’t always easy, it is highly rewarding when done correctly with focus, time, and investment. Matt notes that success relies on simple, fundamental principles that apply to all relationships, not just virtual teams. They express excitement about covering more topics in future episodes and encourage listeners to join weekly, highlighting that effective virtual teams can have a powerful impact on business success. The episode closes with a reminder to share the show and visit their website for more insights on outsourcing.
