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? DelegateWhatYouHateToDo.com 1(800) 482-5339 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 DelegateWhatYouHateToDo.com 1(800) 482-5339 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 page 6 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. DelegateWhatYouHateToDo.com 1(800) 482-5339 page 7 “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. DelegateWhatYouHateToDo.com 1(800) 482-5339 page 8 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. DelegateWhatYouHateToDo.com 1(800) 482-5339 page 9 “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 DelegateWhatYouHateToDo.com 1(800) 482-5339 page 10 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 DelegateWhatYouHateToDo.com 1(800) 482-5339 page 11 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. DelegateWhatYouHateToDo.com 1(800) 482-5339 page 12 “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 page 13 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 DelegateWhatYouHateToDo.com 1(800) 482-5339 page 14 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 page 15 “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. DelegateWhatYouHateToDo.com 1(800) 482-5339 page 16 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. DelegateWhatYouHateToDo.com 1(800) 482-5339 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. DelegateWhatYouHateToDo.com 1(800) 482-5339 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 DelegateWhatYouHateToDo.com 1(800) 482-5339 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 firstname.lastname@example.org 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
"5 Fatal Mistakes"