Episode breakdown
How often do you get caught up with small business overwhelm? Barbara Turley, CEO of the Virtual Hub, is a true expert when it comes to hiring and on-boarding staff for small businesses. Barbara is an investor and entrepreneur with a keen interest in scalable business models, systems, processes and automation, content marketing and the power of inspired and empowered teams.
The mission of the Virtual Hub is to eradicate small business overwhelm by simplifying the offshore outsourcing process and facilitating cost-effective business scalability. Hiring support is not easy, so I’m excited to hear what Barbara has learnt from hiring some of the best support assistants.
Delegation is overwhelming. But it’s an essential part of any business.
- The simple steps to overcoming overwhelm
- The story behind The Virtual Hub
- A long-term thinking mindset
- Busting the common myths behind ‘I can’t delegate’
- Procrastinating behind busy work
- The most effective way to recruit and onboard a support assistant
- Providing structures through tools
- The first step of delegation
"“If you want to be more productive, learn to delegate, because then you will actually focus your time on the really high-value stuff”"
In this episode
00:00 Overcoming Overwhelm Through Delegation
Barbara Turley and Mike Vardy begin their conversation by discussing the challenges small business owners face with overwhelm. Barbara emphasizes that while delegation is a key strategy to reduce overwhelm, it is often perceived as overwhelming itself. She outlines a foundational approach: identify business departments, list recurring tasks, and outline simple processes before hiring a support assistant. This preparation allows for smoother delegation and avoids creating more chaos.
06:09 The Misconception of the “Generalist Support Assistant”
Mike shares his experience of hiring support assistants and the tendency to look for a “do-it-all” assistant. Barbara explains that this approach often leads to frustration because such expectations are unrealistic. The discussion highlights the importance of specificity in delegation and the need to break down tasks clearly so others can follow them—mirroring best practices in task management.
08:07 The Origin of The Virtual Hub
Barbara recounts her transition from the corporate world to founding The Virtual Hub. Initially a business coach, she started connecting her clients with support assistants to help them focus on strategic growth. Over time, she realized the real issue wasn’t hiring, but the lack of delegation skills and systems. This realization led to the development of a more structured, supportive service model within The Virtual Hub.
10:29 The Role of Patience in Delegation and Business Growth
Barbara and Mike explore the necessity of patience when integrating support assistants into a business. Barbara stresses that it typically takes at least eight weeks for a support assistant to be fully effective. Many entrepreneurs resist this timeline, believing they don’t have time to train someone, but Barbara argues that without investing this time, long-term business growth is unlikely. Effective delegation is positioned as a long-term productivity strategy.
13:56 The Value of Delegation for Sustainable Productivity
Barbara shares her personal story of building a 150-person company while working part-time and raising two children. She credits her success to mastering delegation. Delegation allows business owners to focus on high-value activities rather than getting bogged down in operational tasks, reinforcing the idea that strategic delegation is essential for scaling a business efficiently.
16:27 Addressing Common Misconceptions About Hiring Help
The conversation touches on biases and false beliefs that prevent entrepreneurs from hiring help—such as needing to have a large budget or thinking they should wait until their business reaches a certain size. Barbara and Mike discuss how these misconceptions create a cycle of stagnation. They emphasize that successful delegation starts with systems, not size or money, and that overcoming these mental blocks is crucial to business growth.
21:11 Breaking Delegation Biases
How business owners can overcome biases around delegation, particularly fears around losing control or mistrusting remote workers. A personal anecdote illustrates the transformation in mindset when delegating podcast editing, leading to increased focus on higher-value tasks.
23:10 The Business as a Machine
Reframing the business as an independent entity rather than a personal extension. A business should be designed to function without the founder, emphasizing systems, scalability, and legacy over personal involvement.
25:07 Mindset Over Mechanics
The importance of adopting the right entrepreneurial mindset. Delegation isn’t just about tactics but a shift in how entrepreneurs value their time and responsibilities. Busy work is not the same as productive work.
26:59 Economic and Social Responsibility of Entrepreneurs
Business owners have a broader role in economic ecosystems, providing jobs, paying taxes, and contributing to local and global economies. Even solo entrepreneurs play a critical part in economic resilience, especially in uncertain times.
29:00 Global vs. Local Hiring Realities
Addressing the tension between hiring locally versus offshore. Emphasizes the value of starting with what’s feasible, such as offshore support assistants, to eventually scale and possibly hire locally.
31:15 Long-Term Benefits of Offshoring
The substantial returns that come from successfully integrating offshore support assistants. When done correctly, offshoring frees up time, improves business efficiency, and creates opportunities for broader growth and local reinvestment.
32:26 When Support Assistants Don’t Work Out
Recognizing that not all support assistant relationships succeed. Tips for improving outcomes include hiring for character and training for skills, staying persistent despite failures, and continually refining the delegation process.
33:58 Setting Expectations and Communication Systems
How to avoid delegation breakdowns through clear expectations, structured communication rhythms, meeting routines, and reporting systems. Delegation is about structured oversight, not abdication of responsibility.
37:23 Importance of Tools and Processes
Effective use of productivity tools like Asana and clearly defined processes are crucial for managing remote teams. Systems should dictate tool use to ensure consistent workflows and communication standards.
39:19 Synchronization of Systems, Teams, and Tools
Emphasizes the harmony between systems, processes, and people. Building a system where everyone operates in sync leads to seamless operations. Misalignments often reflect system issues, not personnel problems.
41:10 The First Action Toward Effective Delegation
A call to action: shift your mindset as the first step toward mastering delegation. Accept it as a necessary skill, commit to refining it, and persist even after setbacks.
