The power of delegation

Mark Struczewski

Mark Struczewski

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Episode breakdown

Barbara Turley is an investor, entrepreneur, and Founder & CEO of The Virtual Hub – a business she started by accident that exploded in its first 12 months to become one of the leading companies that recruits, trains and manages support assistants in the digital marketing and social media space for businesses who need to free up time and energy so they can go to the next level.

“You have to allow this person time to not just learn your thing but to learn to think how you do it because it’s your baby, you know how to do it.”

In this episode

Barbara Turley is introduced as an investor, entrepreneur, and founder of The Virtual Hub, a business that helps manage support assistants in digital marketing. The conversation starts with some light banter about her international background and current location in the French Alps, clarifying that she is Irish, not Scottish.

Mark introduces his ODAE method—Outsource, Delegate, Automate, Eliminate—as a productivity strategy. Barbara agrees and elaborates that elimination and automation should come before delegation. She emphasizes that business owners often do unnecessary or inefficient tasks and use too many tools, which causes inefficiencies and lowers ROI.

They discuss the trend of overusing automation tools. Barbara points out that businesses often adopt new tools without a clear strategy, leading to clutter and inefficiency. Instead of solving problems holistically, companies tend to “band-aid” them with isolated tools, leading to complexity and higher costs.

Barbara introduces the concept of system architecture—approaching business automation with a strategic, long-term view. She explains that effective tool use requires understanding how they interact and whether they fit into the company’s future vision, not just short-term fixes.

Barbara shares a specific example about deciding not to use Slack after thorough evaluation, noting it would have become costly and redundant for her company. She advises people to critically assess new tools and consult peers instead of being swayed by hype or reviews.

The discussion turns to how COVID-19 accelerated digital transformation and the importance of strategic delegation in a remote environment. Barbara highlights the benefits of cost-effective team structures, including offshoring, to reduce operational expenses without compromising quality.

Barbara expands on delegation beyond personal productivity, stressing its role in business scalability. She shares her own experience leading a team of 150 and how her focus is now on mentoring leaders and setting strategy. Delegation, automation, and system architecture are crucial to this shift.

Mark shares his personal struggle with relinquishing control of podcast post-production to his wife. Barbara offers advice on maintaining quality through detailed processes and training. She stresses the importance of process design and gradual delegation to maintain standards while freeing up time.

Mark describes the process of documenting each step of his podcast workflow to train his wife. He was surprised by how complex the process actually was when written down. This underscores the importance of thorough documentation and clear instructions for successful delegation.

The conversation emphasizes the complexity of delegation, noting that people often underestimate the number of steps involved in a task. Delegation isn’t intuitive and requires time, training, and the ability to think like the original task owner. Business owners frequently give up on delegation prematurely because they don’t invest the necessary time to make it work.

Mark shares a personal story about his resistance to process improvement suggested by his wife. The discussion touches on how business owners are emotionally attached to their systems, which can create resistance to feedback and change. There’s a need to foster an environment where team members feel safe giving input.

Barbara expands on the need for leaders to create safe, open environments where feedback is welcomed and mistakes are treated as learning opportunities. She emphasizes that delegation is not just about systems, but also leadership and communication.

The discussion highlights that all businesses, regardless of size, need defined processes. Whether a solopreneur or a corporate giant, structured systems are vital for managing various functions like marketing, sales, and inventory. Delegation is possible and beneficial at any scale.

Mark answers a question about reducing overwhelm by stressing the importance of incorporating breaks and unstructured time into one’s schedule. He argues that fun and downtime are essential for mental clarity and productivity, rather than relying solely on planning tools or apps.

They explore the cultural glorification of overwork, especially among entrepreneurs, who wear their nonstop hustle like a badge of honor. Mark compares this to overworked doctors, suggesting that well-rested individuals are more effective, and entrepreneurial freedom should be the goal—not constant busyness.

Barbara introduces her podcast, The Virtual Success Show, which provides tactical advice on working with support assistants. She also shares resources available at thevirtualhub.com/ski, including a guide and a free course on building a scalable business, plus how to connect with her and her company.

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