five
fatal mistakes people make
when they don’t delegate
page 2
welcome
So you’ve finally decided you’re
ready to delegate some of the tasks
TABLE OF CONTENTS
required to keep your business WELCOME MESSAGE FROM TODD LAY - 2
running smoothly. Now you’re GETTING CONSTANTLY INTERRUPTED BY TAKING YOUR OWN PHONE CALLS - 3
probably faced with the problem
HANDLING EVERYDAY ADMINISTRATIVE DUTIES THAT DON’T MAKE MONEY - 6
of choosing exactly what tasks
DELEGATING OUT OF YOUR HEAD - 8
you can let go of and hand off to
others. I think the hardest part for USING UP TOO MUCH TIME ON SOCIAL NETWORKING ACTIVITIES - 10
many people is the mere fact of just STRUGGLING WITH BOOKKEEPING - 14
letting go and trusting someone SCHEDULE A FREE DELEGATION STRATEGY SESSION - 17
else to do a good job for you. This 5 KEY AREAS COVERED DURING YOUR FREE SESSION - 19
report highlights just a few of the
MEET TODD LAY - 20
most common situations that hurt
businesses that don’t delegate.
Todd Lay
Author, Speaker &
Business Leverage Coach
DelegateWhatYouHateToDo.com 1(800) 482-5339
page 3
getting
constantly
interrupted
by taking your
own phone
calls
mistake #1
Have you every sat through a In his book The No-B.S. Approach • What if it’s someone I need to
for Time Management, Dan Kennedy speak with right away?
meeting with someone who’s
preoccupied by their phone? says that you need to create a buffer
around you to get things done. But what if someone else can do it
For a few bucks a month, I highly better, faster or for less money than
It’s a common habit that’s extremely
you can? What if you could really
distracting to everyone and it does
Stay focused on the important have all of your calls answered and
little to build rapport, confidence and have strategies for the
urgent you didn’t have to check caller ID
or professionalism. But what if a
every time and wonder,
client needs to contact you urgently?
The solution—delegate your calls! suggest getting someone to answer “Do I take this one?
Now consider how effective you your phone for you. At first it may be What if it’s urgent?”
would be if your attention wasn’t hard to cope with, since you’re used only to find that someone needs to
constantly side-tracked by every text to doing it yourself.You will likely confirm your fax number?
or phone call. worry about the following things:
• What if the person can’t answer
the callers questions like I can?
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page 4
“either you run
the day or the
day
runs you”
Jim Rohn
the solution
Get someone else to answer freeways to take.You could also From there, the receptionist will call
your phones. furnish your team of live receptionists my assistant and tell her who is on
with a list of basic questions to ask or the line and what the call is regarding.
Modern reception services and simple replies to common questions We also have an internal VIP list,
call centers have software that is prior to connecting the call to you.
programmed with business details.
When you open an account you All of my calls ring into my live
will be provided with a unique toll- reception services, where there are
free number. So when someone four people who can take the call. Something To Consider
calls your business line, it will I pay a little over $2/hr for
automatically roll to the answering They answer calls with, a receptionist to cover the
service.Your receptionist will know phone every day. Are the
“Thank you for contacting
the call’s for you and will greet your activities in your business
SimpleBackOffice.
callers appropriately.Your account worth more than $16 a day?
How may I help you?”
can also include directions to your
office, including landmarks and what
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page 5
these people will At the end of the
always get through to “The first rule of day, my assistant will
me, no matter what. management is give me a list of calls.
Everyone else will be delegation. Don’t try She will return many
advised that I’m not and do everything of the basic calls on
available and will return yourself because my behalf, everything
calls within 24 hours. you can’t” else, I will return the
next day.
Anthea Turner
I realize what I have just shared may not connect with some people, and that
is fine. Either way, I suggest that at the very least, make sure someone else
answers your phone, and stop being interrupted every five minutes. After all, is
DAVE & MICHELLE LOVETT
your time more valuable as a CEO or as a secretary? MASTER CONSULTANTS
TOP EARNERS
Todd has done it again. A
home run on helping all
three us free our business lives
Essential Questions Your Receptionist Should Ask and leave the small stuff
to others. As always,Todd
1 Name of
2 Name of
3 Reason
delivers a down to earth,
practical 21st Century
solution to delegating to
others and to focusing on
caller business for call the important items.
When your assistant receives this information, she can decide whether to
accept the call or set a later time to get in touch with the caller.
DelegateWhatYouHateToDo.com 1(800) 482-5339
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handling
everyday
administrative
duties that
don’t make
money
mistake #2
Have you stopped to think The obvious solution is to delegate some items off your list so you can
about what you’re really doing focus on the high pay-off activities. But how you approach delegating your
throughout your day? administration work is a vital step in the solution.
• Do you still have a stack of Can you justify delegating?
business cards sitting on your Say you work 2,080 hours a year. Minus 2,000 HOURS A YEAR
desk from the last business mixer two weeks for vacation that is 2,000
you went to? hours a year. So if you earn $50,000 a year,
$50,000
your time is worth $25/hour. If you earn
• How often are you sending thank- $75,000 a year, your time is worth about
you cards to the people you meet $37.50/hour. It’s costing you money to do
and do business with? activities that you can pay someone else $25 PER HOUR
to do for less than $25 an hour. So ask
You’re very busy and have good
yourself, “Am I working like a CEO or
intentions, but there always seem to
a secretary?”
be certain items that remain on your
to-do list.
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“Time is more valuable than
money. You can get more
money, but you cannot get
more time”
Jim Rohn
the solution
For one week, record Once you’ve documented your tasks After you’ve crossed out the items
everything you do. Keep track for the week, go through your list and you must do yourself, anything that
of each task and how much cross out the items you MUST do remains on the list can be passed to
time you spend on them. For yourself. your virtual assistant.
example, at the end of the week, your
tracking might look like this: Your list might look like this: What
gets measured
• Answering phone - 3 hrs.. • Answering phone - 3 hrs
• Customer e-mails - 4 hrs • Customer e-mails - 4 hrs gets done”
• Social networking sites - 2 hrs • Social networking sites - 2 hrs
• Sales calls: 10.5 hrs • Sales calls: 10.5 hrs Peter Drucker
• Data entry: 6.75 hrs • Data entry: 6.75 hrs
• Struggling with internet marketing: • Struggling with internet marketing:
Now you have more time to focus
9.5 hrs 9.5 hrs
• Blog postings: 2 hrs • Blog postings: 2 hrs on high pay-off activities such as sales
• Cold calls (yikes!): 10 hrs • Cold calls (yikes!): 10 hrs calls and building partnerships.
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delegating
out of
your head
mistakes 3
Whenever you delegate tasks, In his book, Millionaire Real Estate
don’t just shoot random Agent, Greg Keller of Keller Williams
Brent Gove, CEO
instructions out of your head Real Estate observed that people Keller Williams Realty,
Roseville California
and expect other people to often manage using the “seagull”
Tired of the inefficiencies
immediately understand what approach. This involves the person that plaque your business?
you want done. Productive flying in the door with a latte in tow, Todd Lay’s new book is
the perfect
delegation requires a little in an obvious hurry, running late,
step-by-step guide
planning ahead. making a ton of noise, dumping all on how to
over their team or assistant, then fix it fast!
Frequently business owners will give flying out the door, gone the rest
ambiguous instructions and fail to of the day. Later, this person gets
check that the person they are frustrated with the assistant or team
handing off to understands what because the task was not completed
needs to be done. according to his expectations.
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“Surround yourself with
the best people you can
find, delegate authority
and don’t interfere as long
as the policy you’ve decid-
ed upon is being carried
out”
Ronald Reagan
the solution
Delegation is a learned skill. • I can do it better myself. decide what to delegate? Remember
It feels awkward and requires • By the time I’ve explained it... the task list you created in step 2?
practice and as with many • Nobody will do it as well me!
activities, delegation does not • I tried it once and it was a Review the items left on your list and
happen in a vacuum. It’s success terrible disaster! ask :
comes combining many other skills • I don’t have anyone to delegate Are there activities that you shouldn’t
such as clear communication, strong to! be doing? If so, don’t delegate, delete!
time-management and a dash of self-
awareness. Do these responses sound familiar? The next step is to create a plan
They are all natural reactions for each task. Don’t give out tasks
Clients use many reasons to avoid to change, and again a little time without clear instructions, deadlines
delegation, this is where a little self- exploring fears and assumptions will and most of all, expectations for
awareness helps. Over the years I help. quality, scope or outcome.
have heard a variety of reasons for
not delegating: So, once you’re ready to connect with
the idea of delegation, how do you
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using up too
much time
on social
networking
activities
mistake #4
In recent years, joining on-line Think of twitter as a great way to
Eric Smith
social networks has been all promote your hot offer. Just like
TeamWorks International
the rage. classified ads, signage or a thirty Founder and President
second spot on TV or radio. Todd knows how to
A man who dares to integrate current and
Sites such as Facebook,
leading-edge technologies
LinkedIn,Youtube, and Twitter are just waste one hour of life with practical business
some of the most popular brands. has not discovered the approaches to create
value of life major performance
improvement and
This report does not cover strategies significantly expanded
for marketing through social Charles Darwin potential
networking. However, it is important As in any other elevator type pitch,
to have at least a basic understanding it is important that your headline
of some social networking. speaks to the customer. And the
most important part of that is
Let’s look at the basics of two of a recognizable name or tag line.
them: Twitter and Facebook. Smoochie-boy-cutie might do for
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part of your social network. It’s not and I have season tickets, 26J and 27J. • Let your heart show. Twitter is
going to get the attention you want We loved Carmina Burana. I must admit great for specials and epiphany
in a business world. My suggestion, I don’t know anything about the ballet type messages and getting people
because of character limitations on as a business.Tell me a little bit about it” to read the rest of the story.
twitter, is to follow the old
make—model—year Rapport building and relationship • Twitter is also a great feedback
philosophy from the newspaper days. building require a plan and execution. tool. Use Twitter to invite people
Be very careful about what you put to a tips session at your local
This catches my eye: on Facebook. HR and purchasing coffee shop, for example, at the
“35% off and bonus book to the first managers are now searching social same time gather feedback on
100 sign-ups to our Delegation skills networking sites to check out your products and services.
webinar on August 30th.” potential hires and vendors. A picture
of you from your college days using Don’t be fooled. Social networking
A ninth reminder with a coupon at a beer bong probably won’t help is still marketing. Plan and execute
the end wont’ get read. you get business. Unless it is with a a smooth connection of all your
fraternity house. And then they might marketing - virtual and traditional.
Facebook is more like a networking hide the beer when you show up.
or Chamber meeting. This is where Now we will show you how you can
you initiate and build relationships It doesn’t matter which social delegate tasks that will efficiently
and gain and give significant useful networking platform you choose: maintain your social networking
knowledge. It takes a while to build Here are a few tips. accounts.
relationships.You don’t walk up to
someone at a chamber mixer and ask • The right people on your list are Being relevant is vital. Keeping your
“Are you buying printing services?” better than lots of people. Make social networking sites fresh and
sure your tweets and updates updated requires time-consuming
What do you do? You say... connect with your audience. attention to detail. Which is why
“Howdy, my name is Joe from Joe’s Remember WIIFM? What’s in it there are social networking tasks
Printing. I see by your name-tag that you for me? that can be better managed by your
are the head of the ballet here. My wife assistant.
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“the key is in
not spending
time, but in
investing it”
Stephen R. Covey
the solution
For every on-line site you My assistant also manages Facebook Twitter groups. I respond to inquiries
join, there are vital tasks you in the following way: and comment on posts when I can.
can delegate. Reviewing • Creating albums
All other tasks are automated or
requests from people wishing delegated.
to join your contact list is one • Adding pictures to profiles “Know the value of your
example. hour”
• Consistently updating my profile
across all sites Todd A. Lay
To clarify expectations with my
virtual assistant, I have established • Thanking people for adding me to I have a list of people whose Twitter
a set of criteria to follow before their network content I really enjoy so I have
adding names to my contact lists. For documented that my virtual assistant
example, I do not accept contacts In Twitter, I have another set of is to RT or ReTweet them. This is
that post indecent pictures or procedures. It is very important a manual process of copying their
profiles that are unprofessional, and I to retain your own voice. That’s message to my post on Twitter. This
will not allow sales spam. why I personally want to maintain promotes the profile of the person
contact with people in each of my that I have “retweeted”.
DelegateWhatYouHateToDo.com 1(800) 482-5339
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Post links to various landing
pages we have created, such as
DelegateWhatYouHateToDo.com.
My assistant schedules posts through
sites like Twittertise.com. This is
a repetitive and time-consuming
activity, but it is a necessary part of
on-line marketing.
My Virtual Assistant also logs
in everyday and post thank you
messages to people who are
following my Twitter feeds, for Post upcoming events I will attend
example or host. Example - conference calls
with the date and time included Joy Klepac
“Thank you @EricLofholm or thank and countdowns to an upcoming Klepac enterprises
you @Keithhugget for following me on Business Consultant
conference call.
Todd has been specifically
Twitter.”
helping me with speaking
The most recent task I’ve assigned engagements, book
When I meet someone for lunch or writing and aside from the
my assistant is to post a link to a quiz
business I do as a coach.
partner with them on a conference or a survey on SurveyMonkey.com. Todd has been extremely
call, I ask my assistant to thank them This is valuable feedback for various helpful n sharing the
publicly. I include the person’s profile concept and going over all
projects that I involved in and that
of the particular avenues
in my message to further promote too can be posted in Twitter. of available thru his service
them in Twitter. and been very clear on
how the operations works
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struggling
with your
bookkeeping
mistake #5
We’re all bombarded with understanding of accounting? everything, so that’s exactly what they
statements from the bank, • What is a journal entry? do. They then show up at my office
personal credit cards and • Do you know all the ins and outs with a grocery bag containing all their
business credit accounts. of your accounting software? receipts. What a disaster!
• Do you actually enjoy
We must keep receipts needed bookkeeping? Keeping your accounts in order
for tax purposes, and then is much easier if you consistently
there’s invoicing, accounts payable, It makes sound business sense to pay manage the process on a weekly, or
reconciling and generating end of someone else (at a much lower rate monthly basis rather than leaving it to
month, quarterly and end-of-year than your marketing time is worth) the end of the year.
financial reports. to provide bookkeeping services for
your business. Now, with so many transactions being
• How much time are you spend captured through on-line banking,
on bookkeeping activities? I’ve seen many business owners it’s easy to delegate and monitor
• How much is your time worth? continue to struggle in this area. accounting duties.
• Do you have a clear Some people are told to save
DelegateWhatYouHateToDo.com 1(800) 482-5339
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“as a rule, we find
what we look for; we
achieve what we get
ready for”
James Cash Penney
the solution
Get organized and find a virtual private clearing house for scanning
bookkeeper.
Here’s my system: Within two to three days, I will receive a confirmation e-mail. This tells
me that the scanned receipts are now available as a c-s-v file. The scanning
clearing house also returns my original documents and includes a postage
1. Since I want to know where my
paid envelope for my next shipment.
money goes every month, I save
all my receipts.
I then send a copy of the confirmation message to my virtual bookkeeper.
2. I have two envelopes on my I can either e-mail a PDF statement, or scan my bank, credit card, and any
desk, one for personal items, the other statements at the end of the month.
other for business. I label the
envelopes with the month when My bookkeeper imports and enters all of the transactions into our online
the transactions took place. version of Quickbooks.
3. Once the month is over, I seal
If my virtual bookkeeper needs added information about a particular
the envelopes and send them to a
transaction, she just logs in to view the details of my scanned receipts.
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Once everything has been settled, we have a 15 to 20 minute conference call
to discuss transactions that need additional clarification. This process is far
more flexible and superior to the bookkeeper driving to our office to collect
everything, and then driving back.
Delegated Bookkeeping Process
Personal Receipts Business Receipts
Lynne Center
Manager
RM Property Management
The starting process
was really great. Sitting
down with Todd and
getting organized and
Scanning Clearing House looking at our business
practices and mapping
everything out. The
system that we’ve put in
place has been a total
lifesaver.
Virtual Bookkeeper
Bookkeeping Done!
DelegateWhatYouHateToDo.com 1(800) 482-5339
free
Are you getting everything done?
Are you in command of your business? Or are you bogged
down with day-to-day details?
delegation
strategy session.
Claim yours
today!
Book your free 30-minute delegation strategy session. We’ll
teach you how to reclaim 2-3 hours every day!
Are you ready to make a commitment to your success?
Only 5 free delegation sessions are available each month.
Call 800-482-5339 to claim your private session today.
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page 18
CLAIM YOUR FREE DELEGATION STRATEGY SESSION
CALL 1(800) 482-5339 TODAY
Imagine you have an extra 2-3 hours each day to work ON
your business, rather than IN your business!
• How many more customers would you be able to serve?
• How much more money would you be able to earn?
Are you ready to learn the secrets that have been holding you back
from serving more customers, and realizing more profitably?
Meet the author of this Special Report, Todd Lay. During your personal,
customized 30-minute phone coaching session, Todd will share his
expertise and insights about how to increase your productivity and
improve your effectiveness.
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page 19
5 key areas
covered during
your free
delegation
strategy
session
take action
During your free session you 5 KEY HOW-TO STRATEGIES YOU WILL LEARN
will learn how to focus on your
strengths and delegate the How to reduce interruptions and distractions so you
can work on your most important tasks and projects
rest.
How to hand off your routine administrative duties so
Also included, when you reserve your
you can focus on revenue-producing activities
session, a complementary copy of my
e-book, “Seize your Opportunities.”
How to implement effective systems and stop flying
This valuable resource is packed with by the seat of your pants
practical tips designed to elevate your
business. Learn potent strategies How to manage your social networking time to
such as the power of documenting increase your return on Investment (ROI)
and tracking your way to success.
How to free yourself from bookkeeping while
BUY HARD COPY FROM keeping your eye on the bottom line
GETOPPORTUNITIESBOOK.COM
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page 20
meet todd
Todd Lay is an accomplished since age 19 and has personally Full-time and part-time virtual
speaker, business leverage experienced, and developed solutions assistants represent significant
coach and author of Seize your to, the business challenges his clients savings over in-house personnel.
Opportunities. face today. Going virtual eliminates frustrations
and inefficiencies when you try to do
As a recognized expert, Todd helps As CEO of SimpleBackOffice, everything yourself.
business owners reclaim their time so Todd’s company proudly provides
they work on their business instead administrative support to busy It’s time to reclaim
your time!
of in it. entrepreneurs who have reclaimed
time by automating and delegating
For more information, contact Todd
By sharing delegation strategies, Todd business tasks such as:
at 1(800) 482–5339
supports clients as they learn how
• ADMINISTRATIVE SUPPORT todd@simplebackoffice.com
to integrate techniques that leverage
• BOOKKEEPING www.simplebackoffice.com
their unique talents and increase
• PAYROLL
their profitability.
• AND MANY MORE
Todd has been an entrepreneur
DelegateWhatYouHateToDo.com 1(800) 482-5339
don’t put this off
any longer!
It’s time to reclaim your time
and benefit from the secrets
that have enabled millions of
entrepreneurs and companies
worldwide to work
SMARTER not HARDER
CALL TO CLAIM YOUR
FREE SESSION TODAY
1(800) 482-5339
OR SEND TODD AN EMAIL
TODD@SIMPLEBACKOFFICE.COM