In Part 1 we talked about ways delegating saves you time & money…and how sending the right work to the right person helps get things done. Now it’s time to take it one step further…what if you had processes in place for your daily work or projects you’ve done? Did you know that creating processes can make delegating easier?
Having a process in place for your work; whether it’s your day to day operations or projects you’ve completed, is like a roadmap that you can share with others. It can be fine-tuned and adjusted as needed, but it lays the foundation for someone else to help or take over. When we have clients that come to us with processes in place it’s easy for a VA to jump in and get started.
Define the project.
Let’s say you want to create an e-course. If you continually put “start the e-course” on your calendar, you’ll probably find yourself moving that around every week until next year. Why? Because it’s too broad and doesn’t give you the action steps you need to get it done.
Let’s say you’ve already created an e-course in the past and want to do a new one:
Go back and record the process you used to create your e-course. Creating processes may seem like an extra step you don’t want to take when you’re trying to do something quickly, but think about how much time it will save you later. You will have your process in place to easily go back and do it again, or be able to delegate all or part of the work to someone else.
What if this is the first time you’re doing an e-course and aren’t sure where to start?
If you haven’t created an e-course before and are learning as you go, this is the perfect starting point for creating your process. You can create an outline of the different steps needed and then delegate some of those steps to someone else to complete and create the process as they go. Now you’ve split that work in half and in the end you will have a complete process.
Help create your process with screenshots and videos.
When you’re working on your processes, sometimes it’s easier to show someone how to do something than it is to tell them how to do something. When you’re initially creating a process you can record videos and add screen shots to help explain what needs to be done. There’s a few sites you can use to help with this:
- Jing (https://www.techsmith.com/html) is a free and easy to use software that allows you to take screen shots and use drawing tools. If you want to create a short video tutorial you can use Jing for free (up to 15-minute videos) or purchase a plan if you need to record longer.
- Screencast-o-Matic.com http://www.screencast-o-matic.com You can record videos up to 20 minutes for free or get the pro version with unlimited recordings and direct upload to DropBox or Google for $15/year.
- Camstudio http://camstudio.org is an open-sourced and free screen recorder that works great, is simple and gets the job done.
- Camtasia https://www.techsmith.com/html is for high quality recordings and advanced features like picture-in-picture and captivating transitions.
Creating processes will not only help ease transitions when you’re looking to delegate some of your workload, but will also be a great aid when you need to revisit something yourself. If you need help creating processes and learning to delegate, give Laura at Elite Virtual Assistants a call at (440) 973-7005.