business property tips for the holiday downtime

BlogDecember 13, 2024

Property Business Tips: What to Do During the Holiday Downtime

business man looking at laptop christmas decors

Taking a break? Your business doesn’t have to! We’ve gathered the best property business tips to keep your business fresh during the holiday break and return better in the new year!

Ah, the holiday season in Australia—a time for sunshine, beach trips, backyard cricket, and, for most businesses, a well-deserved two-week break. It’s the perfect chance to relax and recharge after a year of hard work.

But for property business owners, this downtime can also bring a twinge of anxiety. What happens to your business when you’re not actively driving it forward? Will leads cool off, or will clients forget about you entirely?

Many business owners search “Holiday season business tips Australia”, because of that!

The truth is, a holiday doesn’t mean your property business has to take a complete backseat. With a little foresight and strategy, you can keep your brand visible, your audience engaged, and your operations ticking along while you enjoy your break.

Here are some holiday downtime strategies to keep things fresh and top-of-mind, even when you’re sipping cocktails by the pool!

Property Business Tips to Keep Fresh During the Holiday Downtime

Photo by Julia Volk

Top 1 holiday downtime strategies: Keep your business presence running.

The holiday season is prime time for engaging with your audience—if you do it right. Schedule blogs, social media posts, and email campaigns in advance so your business stays in the spotlight without you lifting a finger. Think about topics that resonate with your audience during this period: tips for preparing properties for holiday rentals, predictions for the new year’s property market, or even fun posts about festive décor ideas for homes. A consistent stream of content shows that your business is active and engaged, even when you’re not.

2. Automate to Stay Present

Here’s a Property business holiday marketing idea: go on autopilot.

Automation tools are your holiday best friend. Use a CRM like Go High Level (GHL) or social media schedulers like Buffer or Hootsuite to line up posts, and set up auto-responders for emails to let clients know when they can expect a reply.

Automated email sequences can also keep leads warm—think holiday greetings, helpful resources, or reminders about upcoming property opportunities. This ensures your business remains visible and professional, even while you’re catching up on some much-needed rest. That’s how to keep a property business running during the holidays!

Need help with automations and CRMs? Hop on a call with our Growth Strategist to learn more about our CRM and ClickUp Build Service.

3. Run Limited-Time Holiday Offers

Photo by RDNE Stock project

Who doesn’t love a good holiday deal? If you’d still like to entertain calls, you can use this time to highlight properties ideal for festive getaways or create a limited-time offer to encourage inquiries during the break.

For instance, you could promote discounts on property management services for new clients who sign up before the year ends. These offers create urgency and keep your audience engaged while providing an opportunity to generate leads, even during the quieter weeks.

4. Send Personalised Greetings to Clients and Partners

The holidays are an excellent time to show appreciation. Send out personalised holiday greetings to clients, partners, and collaborators, thanking them for their support over the year. Trust me, that’s how to keep a property business running during the holidays… on autopilot!

Whether it’s a heartfelt email, a festive card, or even a small token like a digital gift card, these gestures help nurture relationships and keep your business at the top of their minds. Adding a personal touch can set you apart from competitors who remain silent during the holidays.

5. Showcase Your Success Stories

Photo by RDNE Stock Project

The end of the year is the perfect time to reflect on and share your wins. Use this opportunity to showcase your success stories— a standout property sale, a rental transformation, or glowing client testimonials. (You deserve the shoutout!)

Share these on your website, social media, or email campaigns to remind your audience of your expertise and the value you bring. A strong track record builds trust and keeps potential clients interested in what you’ll achieve next.

6. Highlight Virtual Tools for Convenience

With people browsing properties from their phones while relaxing on the couch, virtual tools can be a game-changer. Ensure your website is updated with high-quality photos, detailed listings, and virtual tours to keep potential clients engaged. Offer online consultations or virtual property viewings as a way to stay accessible without sacrificing your downtime. These options make it easy for clients to connect with you, even during the holiday lull.

It’s also a good move to stay accessible, strategically. This means you send out a communication about your availability during the holidays. You can also offer limited virtual consultations or emergency support to maintain trust with existing clients.

7. Prepare for the New Year’s Market

Photo by David McBee

Use the slower holiday period to work on your business, not just on it. Review your processes, analyse your performance over the past year, and set goals for the next. You could even plan a webinar or workshop for January to reignite interest in your services.

By preparing now, you’ll be ready to hit the ground running when business picks up again in the new year. This article can be helpful to begin with!

8. Keep Your Audience Engaged with Fun Campaigns

The holidays are a time for celebration, so why not make your campaigns festive? Run a social media contest, such as asking followers to share their favourite holiday memories or dream property features. Offer a small prize to keep engagement high. You could also encourage your audience to share their property goals for the new year, creating a sense of community around your brand.

A Bonus Tip and a Final Word

Photo by Mâide Arslan

Here’s a little extra tip we love doing at TGH and an important core value for us.

The holidays are all about community, so why not team up with other local businesses? Partner with holiday-related services like decorators or event planners to cross-promote each other’s offerings. You could even feature local attractions in your content to make your properties more appealing!

What I love about these collaborations is that they keep your business visible and also position you as an active supporter of your local economy. It builds credibility!

You know, taking a break doesn’t mean your property business has to go on holiday too. With a bit of planning and creativity, you can maintain a strong presence, nurture relationships, and even generate leads—all while enjoying your well-earned downtime.

So, go ahead, relax, and let these strategies keep your business fresh and thriving through the festive season!

Ready to keep your business fresh, up, and running even during the holiday season? Set your systems and processes in place so you can autopilot!

Speak with our Growth Strategist to find out how!

Note: Portions of this article were generated with the assistance of AI.

BlogDecember 4, 2024

10 Signs That You Need to Hire a Virtual Assistant

Overwhelmed by tasks? Discover 10 signs it’s time to hire a virtual assistant and reclaim your time for what truly matters!

As a business owner, your time is one of your most valuable assets. You need to make sure that the most important things are taken care of.

But what happens when your workload starts to feel overwhelming and growth seems out of reach?

Most likely, you’ll think of ways to delegate… a Virtual Assistant (VA)!

But it’s not very easy.

The temptation to believe that “I can still do it!” lingers, and it adds to the stress, deadlines, and overwhelm.

Most of the time, the reason behind this is that some business owners are not aware that they’re already in need of help!

So, here are 10 signs that you might need to watch out for yourself, so you’ll know if it’s the right time to bring a virtual assistant on board.

And gain a wider perspective on how they can support your business.

Curious about how a virtual assistant (AKA Champions) can transform your business? Book a FREE diagnosis call with our Growth Strategist!

Photo by Kaboompics. com

1. You’re Drowning in Admin Tasks

If you’re spending most of your day on repetitive admin work like answering emails, scheduling appointments, or managing invoices, it’s a red flag. These “low-value tasks”, while important, don’t directly contribute to your business’s growth.

A VA can handle these responsibilities efficiently, giving you more time to focus on strategy and big-picture goals.

Imagine the relief of knowing your day-to-day admin is taken care of without your constant oversight. And you can focus on the dollar-raking tasks.

It’s not just a time-saver—it’s a sanity-saver!

2. Deadlines Keep Slipping Through the Cracks

Do you find yourself struggling to stay on top of projects, missing deadlines, or forgetting follow-ups? These small misses can add up to big problems, like frustrated clients or stalled progress.

A VA can keep your calendar, tasks, and projects organised, ensuring nothing falls through the cracks. With their support, you’ll have the structure needed to consistently deliver on time.

And did you know that you can have a CRM that you won’t have to touch? With the help of a VA, you can make that happen!

Plus, your clients will love the newfound reliability!

3. You’re Constantly Firefighting Instead of Strategising

Photo by Mikhail Nilov

Does it feel like you’re always putting out fires instead of focusing on long-term goals? If you’re stuck in the weeds of running your business, it’s hard to see the bigger picture.

A VA can help you delegate operational tasks so you can spend more time strategising and less time troubleshooting. With their help, you can finally shift from reactive to proactive.

And that’s where the magic of growth really happens.

4. Your Work-Life Balance Is Nonexistent

When was the last time you enjoyed dinner without checking your emails—or took a weekend off without feeling guilty?

If your business is eating into your personal life, it’s a clear sign you need support.

A VA can help take some of the workload off your shoulders, freeing up time for what really matters—whether it’s family, hobbies, or simply catching up on rest.

Because burnout isn’t good for anyone, especially your business.

5. You’re Missing Opportunities to Grow

Do you keep saying, “I’ll get to that later” when it comes to new ideas or opportunities for growth? If operational tasks are consuming all your time, you’re likely missing out on big chances to expand your business.

A VA can take over the routine stuff, giving you the freedom to pursue new partnerships, markets, or projects.

They don’t just free your time—they unlock your potential. And that’s priceless.

6. Customer Support Is Falling Behind

Photo by Kindel Media

If responding to client inquiries feels like a never-ending task, it might be time to ask for help. Delays in communication or unresolved issues can lead to unhappy customers and damaged relationships. (Oh, no!)

A VA can handle customer support, ensuring every client feels valued and heard. From responding to emails to addressing concerns, they can keep your clients happy while you focus on growth. After all, happy clients are loyal clients.

BTW, you can also set up your own Client Portal – a one-stop place where your clients can go for the basic needs they might have with your service!

7. You Feel Like You’re Doing Everything Yourself

Does your business feel like a one-person show? Wearing all the hats might have been fine in the beginning, but as you grow, it’s not sustainable.

A VA acts as an extension of your team, handling tasks that don’t need your direct involvement. This allows you to focus on your strengths and spend your time where it matters most.

Remember, delegation isn’t a weakness—it’s a strategy for success.

8. Your To-Do List Feels Never-Ending

Does your to-do list just keep growing, no matter how much you tackle? This is a clear sign you need help managing your workload.

A VA can prioritise, organise, and even complete tasks for you, so you’re no longer overwhelmed. With a helping hand, you’ll finally see progress and regain control over your day.

Plus, it feels amazing to tick things off without doing them yourself!

9. You’re Spending More Time Managing, Less Time Doing

man in maroon shirt talking with colleagues

Photo by Fauxels

Are you constantly managing tasks, people, or projects, leaving little room to get actual work done?

This is where a VA shines—they can take over task coordination, scheduling, and other managerial duties. This gives you the bandwidth to focus on delivering value to your clients and driving your business forward.

It’s like having your very own project manager to lighten the load.

And the best part? They’re just as invested in your success as you are.

10. You Want to Scale, But You’re Stuck

If you’re ready to grow but can’t imagine taking on more without breaking down, you need help. A VA can create the breathing room you need to expand by handling the operational side of things.

From managing processes to onboarding new clients, they can keep your business running smoothly as you scale. With their support, growth becomes exciting—not overwhelming.

Is It Time to Bring on a Virtual Assistant?

Photo by Sora Shimazaki

If you nodded along to any of these signs, it’s probably time to hire a VA.

At The Growth Hub, we specialise in matching business owners with skilled Virtual Assistants trained to hit the ground running. We call them Champions – systems and processes-trained individuals who can help you scale up.

Because we know that just having an assistant won’t cut it. You have to make sure that your VA knows your systems, processes, and understand how you work, so you can collaborate better!

So just like any other service, you have to do your due diligence– to know if you’re choosing the right VA agency.

Delegation isn’t just smart—it’s necessary for growth. Let’s make it happen!

💡 Ready to reclaim your time and focus on what you do best? Speak with our Growth Strategist to find your perfect match!

Note: Portions of this article were generated with the assistance of AI.

BlogNovember 20, 2024

The Hidden Costs of Not Having Proper Systems Implementation

Photo by Thirdman

Know the hidden costs of running a business without proper systems implementation and how a structured approach like Systemology can set you up for effortless growth.

When you think about scaling your business, what comes to mind?

More clients? Bigger revenue? A thriving team?

While these are exciting goals, one crucial ingredient often gets overlooked: systems.

Without the right processes in place, scaling can feel more like spinning your wheels than driving forward.

Discover how our Grow With the Flow service can help you sort out the much-needed systems in your business!

The Hidden Costs of No Proper Systems Implementation

Imagine running your business like a high-speed car without brakes. Sure, it’s thrilling—for a while. But eventually, the lack of control catches up.

When you don’t have systems in place, small inefficiencies quietly eat away at your time, energy, and profit margins.

Here’s a closer look at the price your business pays:

1. Wasted Time

One of the most obvious costs is wasted time. Without documented processes, tasks take longer to complete, and new team members have to “reinvent the wheel” with every project.

How many hours do you spend searching for documents, clarifying instructions, or fixing avoidable mistakes?

Every moment lost to disorganisation is time that could have been spent strategising, innovating, or driving growth. Not to mention the going to and fro of instructions if you are also managing your team.

2. Inefficient Use of Resources

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Another often overlooked issue is the inefficient use of resources. When workflows aren’t streamlined, redundancies and duplicated efforts creep in.

This wastes valuable team energy and increases operational costs. Tools and software subscriptions frequently overlap or go underutilised, leading to unnecessary expenses.

Projects may stall because they lack clear ownership or direction, resulting in delays that frustrate both your team and your clients.

3. Inconsistent Client Experiences

Clients themselves feel the impact of poor systems through inconsistent experiences. A lack of standardisation can lead to errors or uneven service delivery, undermining trust.

Dissatisfied clients are less likely to return or recommend your services, which directly affects your bottom line. Worse yet, acquiring new clients to replace them is both costly and time-consuming.

4. Bottlenecked Decision-Making

The absence of systems also creates a bottleneck in decision-making. Without clear processes, the burden of every small and large decision often falls on you, the business owner.

This slows down operations, leaving team members disempowered and hesitant to take initiative. Over time, this bottleneck not only limits productivity but also stifles innovation and team morale.

5. Burnout and Stress

Photo by Cottonbro Studio

As the constant chaos takes its toll on everyone involved, it eventually leads to burnout and stress. Without clear structures, you and your team are left firefighting daily issues rather than focusing on long-term goals.

This constant state of overwhelm might lower job satisfaction, increase turnover rates, and add recruitment costs to your growing list of problems.

6. Missed Revenue Opportunities

Finally, the cumulative effect of these inefficiencies results in missed revenue opportunities. Without proper systems to capture and nurture leads, potential clients fall through the cracks.

Delayed responses, forgotten follow-ups, and a lack of visibility into your sales pipeline all hinder growth. Scaling becomes an uphill battle when your existing operations are already stretched to their limits.

Each of these costs might seem minor in isolation, but together, they form a significant barrier to growth.

Without systems, the very foundation of your business becomes fragile, unable to support the weight of scaling.

The good thing is that you can address these inefficiencies and unlock the time, energy, and resources needed to grow sustainably and confidently!

How Systemology Creates Smooth Scaling

Photo by Mikhail Nilov

Here’s where the magic of Systemology comes in. This framework is designed to take the chaos out of your business by creating streamlined processes that work even when you’re not there.

Here’s a breakdown of how it works:

Simplified Workflows: Systemology helps you map out every step of your business operations, so tasks don’t rely on memory or micromanagement.
Consistent Delivery: With systems in place, your clients experience the same high-quality service, every single time.
Empowered Team: Systems free your team from the guesswork, enabling them to focus on what they do best.

It is tedious work, but you don’t have to do it alone!

The Growth Hub recently became Systemology-certified, which means we are your Systems Implementation Specialists who can help you put our systems in place.

We call it Grow With the Flow 2.0 – service that supports you in building a system that you don’t have to touch (just your team!) to save you more time and increase your profitability!

When your business runs like a well-oiled machine, scaling becomes not only possible but sustainable.

Curious to know how it works? Let’s hop on a free diagnosis call today!

Get Started with Grow With the Flow 2.0

Photo by Fauxels

Ready to stop running on fumes and start scaling with intention?

With Grow With the Flow 2.0, we’ll help you implement systems that take care of the small things, so you can focus on the big picture.

The best part? You don’t have to figure it out alone.

Let’s chat and see how we can support you—our slots are limited, so make your move before the year ends.

It might just be the smartest investment you make for your business this year.

Start scaling smarter. Speak with a Growth Strategist today!

Note: Portions of this article are generated using AI.

Why you shoud invest in client portal for your business

BlogNovember 7, 2024

Why You Should Invest in a Client Portal for Your Business

Photo by RDNE Stock project

Is communication with clients feeling chaotic? A client portal can help you build trust and save time all at once! Let’s talk about this the game-changer tool for efficiency, transparency, and a better client experience!

Running a business today isn’t just about delivering a great product or service; it’s about providing a seamless, transparent workflow experience that keeps clients coming back for more. Clients have grown to expect easy access to updates, secure file sharing, and reliable communication.

This is where a client portal comes in! If this is the first time you heard about it, a digital workspace that gives clients on-demand access to important information, whenever they need it.

If you haven’t invested in a client portal, it might be the missing piece to make your client experience top-notch.

Looking into building your own client portal? Check out how you can start here!

Top Benefits of Setting Up Your Own Client Portal for Your Business

Here’s why a client portal could be one of your business’s smartest investments this year:

1. Streamlined Communication and Easy Access to Everything

woman wearing white blouse holding a tablet and phone

Photo by Andrea Piacquadio

Ever found yourself going back and forth in emails, trying to find that one attachment or project update? We’ve all been there!

With a client portal, both you and your clients have one central, organised space for all documents, messages, and updates. Instead of digging through inboxes or re-sending files, everything is right there, easy to find, and accessible anytime.

Clients can log in at their convenience to check updates, view files, or send a quick message—all in one place. This means less time hunting for information and more time for meaningful, productive work.

A client portal reduces communication clutter, keeping everyone on the same page and making life easier for both you and your clients.

2. Builds Transparency and Trust

Trust is everything in business, and transparency is a key ingredient for building it.

With a client portal, clients don’t have to guess what’s happening with their project—they can see real-time updates, view progress, and stay in the loop.

This openness is invaluable, as it shows your clients that you’re committed to keeping them informed and involved.

Clients love knowing what’s happening without having to ask. Providing that extra level of insight shows that you’re working with them, not just for them.

3. Better Security for Client Data

Photo by Kindel Media

In today’s digital landscape, data security is a huge priority. Protecting client information is essential, and client portals offer a secure way to share and store sensitive data, with features like encryption, password protection, and restricted access.

This extra layer of security is especially important when handling confidential documents, payments, or personal information.

Not only does a secure portal give clients peace of mind, but it also strengthens your business’s reputation as a responsible and trustworthy partner.

4. Saves Time, Boosts Productivity, and Reduces Repeated Tasks

Let’s face it—time spent answering the same client questions or re-sharing files adds up. With a client portal like Motion.io, clients can simply log in, find the information they need, and carry on without needing to send an email or wait for a reply.

This kind of self-service not only saves time but also frees up your team to focus on bigger priorities.

For your clients, the convenience of instant access means fewer delays and a more satisfying experience. Plus, they’re empowered to take control, which is a huge advantage in client satisfaction

5. Enhances Your Professional Image

Photo by RDNE Stock project

In a world where first impressions count, a client portal adds a layer of professionalism that shows you’re serious about your business and your clients.

A well-organised, user-friendly client portal demonstrates that you’ve invested in tools to provide the best possible experience. This kind of attention to detail reflects positively on your brand and can set you apart from competitors.

A client portal isn’t just a convenience; it’s a reflection of your business values and a sign that you care about providing clients with an organised, efficient, and top-tier experience.

6. It’s Cost-Effective in the Long Run

While a client portal requires an initial investment, it quickly pays off by streamlining processes, saving time, and reducing the need for other communication tools.

By consolidating everything into one platform, you reduce costs associated with scattered services or tools, which can add up.

The time you and your team save, coupled with the enhanced client satisfaction, makes a portal an investment that quickly returns value in terms of efficiency, professionalism, and client loyalty.

So in short, investing in a client portal saves money in the long run, reducing the need for multiple tools and allowing you to focus on what truly matters—your clients.

Client Portals for a Better Client Experience

team in front of a laptop showing thumbsup sign

Photo by Andrea Piacquadio

So, here’s the takeaway:

Investing in a client portal isn’t just about meeting client expectations; it’s about exceeding them and making clients feel valued and in control.

From stronger communication to improved security, efficiency, and professionalism, a client portal is more than just a convenience—it’s an asset that can enhance the way you do business.

A client portal could be just the solution to keep your business running smoothly, helping you deliver the best service and creating lasting, trusting relationships.

Take your business to the next level with a client portal—because a little organisation goes a long way!

Ready to make life easier for you and your clients? Our Client Portal Build Service is your ticket to that next level!

Note: Portions of this article were generated with the assistance of AI.

BlogOctober 21, 2024

5 Ways CRM Systems Boost Productivity and Client Relationships

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Can CRM systems boost productivity and client experiences? If you’re still sceptic, read on these 5 benefits your business can achieve with proper CRM systems and tools.

Running a business can sometimes feel like trying to juggle flaming torches. If you’ve ever felt like you’re drowning in emails, missing important client details, or wondering how to keep your team on the same page, you’re not alone.

Between managing clients and your team, keeping track of sales leads, and trying to follow up with everyone, things can get a little chaotic!

But here’s the good news: modern times provide modern solutions – CRMs!

A Customer Relationship Management (CRM) system “refers to the principles, practices, and guidelines that an organization follows when interacting with its customers.”

With a reliable CRM tool and seamless systems in your arsenal, your productivity and efficiency will definitely go up!

In our case, we use ClickUp as an “all-in-one productivity platform”, serving both as CRM for our client tracking and a project management tool for our internal team. And it’s a game-changer for everyone in our team!

Here’s the thing: contrary to the common belief, CRMs are not just a fancy tool for managing contacts—it’s a game-changer for productivity, communication, and building better client relationships.

Let’s dive into five ways a CRM system can help you regain control of your business and boost your success.

Note: Portions of this article were generated with the assistance of AI.

5 Benefits of Having CRM Systems

1. You will have a centralised customer information for streamlined interactions

man working on laptop, tablet and desktop

Photo by Mikhail Nilov

Ever spent ages hunting down a client’s phone number or trying to remember what you discussed last time? It’s painful, right?

With a CRM system, all your client details, notes, and communication history live in one place—no more bouncing between emails, spreadsheets, or your memory.

Centralising this info doesn’t just save time, it makes client interactions smoother. You can jump into conversations already knowing the context and build stronger relationships because you’re not asking clients to repeat themselves.

2. You can automate sales pipelines and marketing follow-ups

Chasing up leads can easily become a full-time job if you don’t have a clear process in place. Many business owners lose potential customers simply because they didn’t follow up on time! Ever experienced that?

This is where a CRM systems really shine. With the proper CRM system build, you can automate reminders and follow-ups, so no lead slips through the cracks.

So, whether you need to send out a follow-up email or nudge you to make that call, a CRM keeps everything ticking along. You and your team can focus on high-value tasks without worrying about manually tracking every step of the process.

This is our favorite benefit of having CRM Systems Build:

Reduced human error, more consistent client communication, and improved conversion rates!

3. You will have enhanced team collaboration and project management

Photo by Mikhail Nilov

Ever felt like your team is all working in different directions? Miscommunication, duplicated tasks, or worse—something important falls through the cracks?

In the earliest days of running a property business for example, systems is one thing that’s normally skipped. But as the business grows and expands, things become more complicated and there will be dropped balls here and there for sure.

This is where a good CRM with built-in project management tools, like ClickUp, changes the game.

In our experience, ClickUp doesn’t just track client relationships; it keeps your team aligned. You can assign tasks, track project progress, and share updates in real-time.

Everyone has access to the same information, reducing those frustrating miscommunications and bottlenecks that slow things down. You’ll notice a real difference in how smoothly things run when everyone is on the same page!

4. You’ll have better actionable insights through the CRM’s analytics

Photo by Artem Podrez

Do you have a clear picture of your sales pipeline or how well your marketing is performing? Without data, it’s hard to know what’s working and what’s not.

That’s one of the best things about CRMs – ANALYTICS!

A CRM gives you access to insights and analytics that can transform how you approach your business. From tracking client engagement to measuring your team’s performance, a CRM can show you where to make tweaks and improvements.

We’ve over and over again that comprehensive research and development is one of the mosst important things to do when considering a business expansion. That includes the data of what’s happening inside your business.

If you’re a business owner who’s just basing your moves on your guts and feelings, you might need to change that a little bit and throw a bunch of research and data before your make your next move.

Trust us, it can save you a lote of headaches and dollars.

If you have a CRM built and running, you’ll know exactly where to focus your efforts for the best results.

5. You can send personalised communications, strengthening your client relationships !

Clients love feeling like they’re more than just a number. But with everything going on in your business, keeping that personal touch can be hard.

A strategic CRM systems build helps by giving you the tools to personalise communication—from remembering birthdays, to sending targeted emails, or tailoring your follow-ups based on past interactions.

When clients feel seen and valued, they’re more likely to stick around. This is where your CRM becomes your secret weapon for turning one-off transactions into long-term relationships.

And what’s the proof of a 5-star customer service experience?

They begin to refer you to their friends!

As you continue to keep them feeling important and seen, you’ll not only retain clients but also build trust and loyalty over time.

The Difference Of Just Having A CRM And Having A Good CRM Systems Build

Having a CRM system is a great first step in streamlining your business processes, but there’s a world of difference between just having a CRM and having a good CRM systems build.

Simply having a tool in place might help with basic tasks like storing client information or tracking communication. But if the system isn’t customised to fit the unique needs of your business or aligned with your processes, it’s like having a car with no fuel—it’s there, but not driving you forward.

A well-built CRM, on the other hand, is designed to work with your business, integrating your workflows, automating repetitive tasks, and giving you insights that help you grow.

That’s where our ClickUp and CRM Build Service come in! We have an in-house, verified ClickUp expert who specialises in building and customising CRMs to suit the way your business works. We help you not just implement the tool, but transform it into a system that drives productivity and builds stronger client relationships.

Here’s what one of our clients had to say:

If you’re ready to take your CRM to the next level and unlock its full potential, we’d love to help through our ClickUp and CRM Build Service!

Don’t let the business run YOU.

Photo by Andrea Piacquadio

Running a business doesn’t have to feel like an uphill battle. With the right CRM system in place, you can streamline your processes, improve client relationships, and get back to focusing on what really matters—growing your business.

If you haven’t already, it’s time to look into a CRM system like ClickUp to help your team collaborate better, track your clients more efficiently, and boost your productivity.

Trust us, you’ll wonder how you ever managed without it.

Learn more about our ClickUp and CRM Build Service today and see the difference a well-built system can make!

BlogOctober 2, 2024

Systemising Your Business: Signs That You Need a Process Workflow System

Photo by Andrea Piacquadio

Wondering why your business isn’t growing as fast as you’d like, after putting in countless hours? Joe’s story will show how systemising your business can help you get out of that cycle!

Maybe you’re constantly chasing leads, but feel like you’re running in circles, never really getting ahead. The truth is, many business owners face this issue—and more often than not, it boils down to one thing: a lack of systems.

Systemising your business means establishing a set of documented processes that allow your operations to run smoothly, whether you’re directly involved or not.

It’s the difference between doing everything yourself and having a business that works for you. More importantly, it’s the foundation of scalability, helping to streamline tasks, reduce errors, and free up your time for strategic growth.

When to Know That You Need to Systemise Your Business: Joe Tucker’s story

For Joe Tucker, a property business owner, the tipping point came when he realised that his business was running in a repetitive, inefficient cycle.

Leads came in, operations paused, sales were pushed hard, and once a deal was closed, the process reset—creating a bottleneck that prevented growth.

He noticed he had no systems in place to ensure that tasks could continue running simultaneously, which left him constantly overwhelmed.

In this case study, we’ll explore Joe’s journey from disorganised chaos to business clarity and how systemising his workflows through the Grow With the Flow 2.0 service from TGH not only relieved the pressure but also unlocked new levels of growth for his business.

Need clarity in systemising your business? Sign up for our Grow With the Flow Service!

Sign #1: Overwhelming Workload

Photo by Yan Krukau

Tasks keep piling up, and you’re constantly playing catch-up. This is the normal scenario Joe noticed in many businesses. And he saw this in how own business too.

Without a structured system, Joe’s property business had him running in circles. Every time a new lead came in, he would drop everything to focus on it, neglecting other business tasks.

Then, after closing the deal, he had to start from zero again, repeating this exhausting cycle.

After quite a while, he realised that without a proper system, he couldn’t handle the workload, and everything became overwhelming, causing him to lose time, focus, and energy.

If you are feeling the same in how your business operates, it might be best to pause and take a look at your processes. Chances are you don’t really need more effort in your marketing – but you do need to sit down and document your processes.

When an influx of clients come in, you and your team will know exactly what to do without pausing other efforts, making your system a well-oiled machine.

Sign #2: Inconsistent Results

Photo by Andrea Piacquadio

If you’re running a business, of course you have goals! However, if you’re noticing that projects or services yield varying results, it’s probably because your procedures are not streamlined.

In Joe’s case, he realised that his business lacked a standard operating procedure, meaning that every deal required different efforts and strategies.

With no streamlined process, the results were inconsistent, making it difficult to predict success or replicate past wins.

Here’s the thing: if you have a refined systemised business, you could create consistency, allowing your team to follow the same steps, ensuring smoother operations and more predictable outcomes.

If things don’t turn out as they’re expected, you can just revisit your processes and polish them, instead of guessing which way to turn next. This can save you so much time and energy!

Sign #3: Difficulty Delegating

Photo by Cotton Bro Studio

The third sign is that your team members struggle to understand their roles, and you’re frequently stuck micromanaging.

Many business owners think that when they get someone to work with them, they will immediately know what to do. That’s a myth!

With Joe’s experience, he admits, “Everything was in my head,” so delegating tasks was near impossible without constant supervision.

He used to talk with his team in different times of the day just to ensure that they’re doing things the right way, which was not only frustrating but also inefficient.

When he signed up to our Grow With the Flow service, he was able to map out his processes, refined them, and then documented them.

Once he had this systems in place, a miracle happened! His team could now operate independently, following clear steps without needing him to check on them everytime.

Imagine the chunk of time and stress he was relieved from!

Sign #4: Repeated Errors

Photo by Poppy Thomas Hill

This sign is closely related with the inconsistent results. The same mistakes keep happening because there’s no standard documented process.

This was what Joe noticed: repeated errors in how tasks were handled because there was no formal system in place.

Without a documented workflow, your team will also often make mistakes, leading to delays and confusion. And who would want that, right? It is a business owner’s worst nightmare to commit repeated mistakes over and over again.

These errors can be costly – both in money, time, effort, and focus. So avoid these mistakes by having a properly documented system for your business today!

Sign #5: Business Growth Stalls

woman in the middle of the board room meeting

Photo by CottonBro Studio

Your business can’t scale because workflows aren’t defined.

Joe realised that his business had reached a plateau because he was stuck in the cycle of working on individual leads with no room for growth.

The lack of a proper workflow made it impossible to scale, as he had no time or capacity to bring in new clients.

This scenario is common with many business owners who thought they’re already doing fine. The truth is – they’re not.

These signs are important to be watched out, to avoid mishaps and bottlenecks in your business success.

The Grow With the Flow 2.0 – Systemology Service

So, how did Joe get out of the cycle? He found out about our Grow With the Flow service, signed up for it, and now he’s reaping the results!

Grow With the Flow is the solution to those everyday headaches: team members constantly coming to you with questions, the feeling of being stuck at capacity, and systems that no longer serve your growing business.

We’ve improved this since we first launched it, and we’re now officially partners with Systemology – so we definitely KNOW how to help you scale.

The goal of this service is to help you:

Fully document your core business processes to create consistency and reduce reliance on any one individual.
Identify inefficiencies and operational gaps that are costing you time and money.
Recommend improvements that boost productivity and increase your bottom line.

Now, nothing falls between the cracks, because there won’t be any cracks at all!

After implementing a process with TGH, Joe could finally step back and focus on scaling his business, confident that his systems were handling the day-to-day operations.

As he constantly says now:

“Get it all mapped out or documented, because without that, it becomes incredibly difficult to try and onboard someone and for them to understand. You will spend hours talking to them at different times to try and help them understand your systems that’s all in your head. So map it out on a piece of paper!”

(Or in our case, a Systems Hub!)

Watch his full story here:

Want to get down with your SOPs? Book in a time to speak to our Growth Specialist today!

Systemise Your Business with Grow With the Flow

Photo by Burak The Weekender

Through automation and optimised workflows, your business can operate efficiently, even with more clients, while giving you back time to focus on growth and strategy.

Joe Tucker’s transformation is a testament to the power of systemising your business.

Most of the time, it’s not the marketing efforts that hold businesses back—it’s how you do things within.

By taking the time to build a process, document workflows, and onboard efficiently, you can unlock incredible growth potential.

So stop spinning your wheels—get systemised with TGH and watch your business accelerate to the next level!

Take the time to set up these systems now. Speak with our Growth Strategist to learn more about our Grow With the Flow 2.0/Systemology Service today!

BlogSeptember 11, 2024

3 Most Important Things to Include in Setting Up Your Business Systems

woman discussing about workflow to a colleague

Photo by Christina Morillo

Having proper business systems isn’t just for big corporations – even if you’re just starting out, they’re essential. Let’s discuss the 3 must-haves when you’re setting up or refining your business systems.

Marshall Goldsmith, a business coach and educator said, “We don’t get better without structure.”

In all aspects of our lives, this is absolutely true!

While others believe that having rules or structures restrict creativity and freedom, it actually does the exact opposite.

Well, honestly maybe at first, we’ll feel restricted. But overtime, as these systems are documented, and refined, it actually helps you create a life of freedom.

Freedom from worrying the most minute matter about your life or business, because your system is so seamless that nothing falls into the cracks.

But first, let’s understand what systems is.

As defined by David Jenyns, a system is “a series of steps when taken… can produce a consistent outcome… Whether you’re conscious of these systems or not; you’re still affected by the result.”

So basically, everything that happens around us has a system – a pattern that they follow, that’s why we are seeing results or consequences.

Now, let’s take that into the concept of business.

Running a business without solid systems in place is like trying to build a house without a foundation.

It might work for a bit, but things will start getting wobbly, eventually crumbling sooner or later.

That’s why you need to have good systems – to help streamline your operations, improve efficiency, and, most importantly, help you grow without constantly putting out fires.

3 Essential Components for Building Effective Business Systems

If you’ve been running a business for over a year now and are not seeing your desired results, chances are there must be something to revamp in your business systems set up.

However, if you’re a startup business, this is a good time for you to think about your systems and get them right early on.

As David Jenyns discussed in his TedTalk a few years ago, there are three stages or components a person must set for a good system to take place:

Be aware of the system
Improve it
Move out of its bounds

So, what are the must-have components when setting up your business systems? Let’s break it down.

Number 1: Have Clear Goals

Photo by Markus Winkler

First things first, you’ve got to know where you’re going, so you’ll become aware of the system you need to build in your business.

Without clear goals, you’re just spinning your wheels, eventually running out of fuel, and then you’ll find yourself quite lost in the middle of the road.

So, the first component for a successful business system starts with knowing exactly what you want to achieve.

Make sure that you plot it in a year, in 5 years, and so on.

Having these goals will serve as a roadmap – the direction and help you need to figure out what steps you need to take to get there.

When you’re setting goals, remember to keep them SMART – Specific, Measurable, Achievable, Relevant, and Time-bound.

With a compass, you are now aware of the direction and possible steps to take.

The clearer your goals, the easier it’ll be to create processes that work and, ultimately, grow your business.

Number 2: Get Your Processes Defined and Documented

Photo by Startup Stock Photos

Next up is defining and documenting the actual processes. It might sound a bit boring, but trust me, this is where the magic happens.

Once you know your goals, it’s time to figure out how things are going to get done.

The first part of this means creating consistent workflows and properly document them for everyday tasks, so everything runs like a well-oiled machine.

Once you’ve documented your process, you will be able to test, re-test, adjust, and refine it, until you find the right process recipe.

And eventually, you can share this documented process with your team to ensure that you’re all in the same page!

You don’t want everyone doing things differently, right? That’s how things fall through the cracks, so make sure you improve your system.

By mapping out your processes (using flowcharts, checklists, or whatever works for you), you can make sure everything is done properly and efficiently.

Plus, when the time comes to scale, you’ll already have everything in place.

The Grow With the Flow 2.0 – Systemology Service

That’s what our Grow With the Flow 2.0 – or Systemology Service is all about.

Let me share with you the behind the scenes of our Grow With the Flow session with one of our clients, Sid.

Sid has an awesome new Property Management agency he’s launched.

Now, he wants to systemise it from the start so he can build a scalable business that also allows him the freedom he wants.

He’s no newbie to this space, having sold his PM business in New Zealand a few years ago.

So he knows how to run a PM agency and how to scale it – with the right systems and a superstar team.

So here we are, having determined the workflow for New Landlords and New Tenants, we’re extracting what processes need to be created for each ‘department’.

(Yes, there’s only one of him for now, but he’ll be building a team with departments)

From here, he’ll create a video for each process which we, the TGH team will automagically turn into step-by-step SOPs (standard operating procedures).

During these sessions we’re also identifying where we can optimise his systems through automating things like, creating a handover form from his referrals into his CRM for example.

We are so excited to see all his processes documented and refined, so he can press the “Go” button and create that freedom he aims for!

That’s the lesson: If you want freedom, you CREATE it.

Want to get down with your SOPs? Book in a time to speak to our Growth Specialist today!

Number 3: Set Performance Metrics to Measure Success and Adjust as Needed

Photo by Lukas

Finally, let’s talk about measuring success.

Having a system is great, but how do you know it’s actually working?

That’s where performance metrics, or KPIs (Key Performance Indicators), come in.

Based on your goals, setting these metrics helps you track how well things are going, and if something’s off, they give you the insight to tweak your processes before things go sideways.

Then you go to the second component, re-test the process, document it, and the cycle goes on. This is how you seek to improve your process ans systems within the business, and scale up!

By regularly checking your KPIs, you can spot bottlenecks, make improvements, and ensure your business keeps running smoothly.

Bringing It All Together for Long-Term Success

Photo by Gerd Altmann

So you see, these three components – Clear goals, defined processes, and performance metrics – the three essentials for setting up solid business systems work hand-in-hand.

Whether you’re just starting or looking to level up, these are the building blocks, when properly put into place, will help you streamline your operations and grow without all the stress.

Here’s the real skill as a business owner: Be able to identify the inefficient systems in your business, and change them for the better.

If you feel like your business is getting out of hand, it’s time you take a deeper look into HOW you’re implementing things.

Most of the time, you’ll be surprised by how huge the cracks are. Especially if you don’t properly document your processes.

It’s all about continuous improvement – making sure your systems evolve as your business grows.

Here’s what we found out: Systems give you a high level of control.

So take control! You don’t get derailed when you stick to your systems.

Take the time to set up these systems now. Speak with our Growth Strategist to learn more about our Systemology Service today!

BlogAugust 21, 2024

How to Delegate Tasks: Learning to Trust and Let Go

Case Study: How To Learn To Trust And Let Go

Photo by Sarah Chai

Letting go of tasks and letting someone else do them for you is NOT an easy feat. Here are five practical tips how to delegate tasks to your VA, ensuring both productivity and a positive working relationship.

If you’re a business owner trying to juggle countless tasks on everyday basis, chances are you are feeling overwhelmed and too stressed, right?

The good thing is that more and more entrepreneurs and small business owners are turning to virtual assistants (VAs) to help streamline their operations, and you can do that too!

But another concern arises: it’s not easy to let other people do the things you’re doing in the business.

What if they can’t do the things I do the way I do them?

I don’t think I’m ready to delegate.

I DON’T know how to delegate.

We hear you! It’s not easy, but it’s doable.

Think of this: With a virtual assistant on board, you can offload time-consuming tasks and focus on what really matters—growing your business.

But as with any working relationship, the key to success lies in how effectively you delegate.

So to help you with that, here are some practical tips that you can practice so that you can learn how to trust and let go… and ge the freedom you have always dreamed of!

Need a reliable Champion in your team? Our Rockstar VA Service is perfect for you and your business. Speak to our Growth Strategist to learn more!

Note: Portions of this article were generated with the assistance of AI.

5 Tips on How to Delegate Tasks to a Virtual Assistant

Photo by Ann H

Tip 1: Start with Small Tasks

When you’re just beginning to work with a virtual assistant, it’s wise to start with small, manageable tasks. This approach allows you to build trust and understanding gradually, both for you and your VA.

Starting small also gives your VA the chance to get familiar with your working style and expectations without feeling overwhelmed!

For example, you may begin by delegating routine tasks such as managing emails, scheduling appointments, or simple data entry. These smaller responsibilities are easier to explain and monitor, helping you gauge how well your virtual assistant handles the tasks before moving on to more complex assignments.

Beginning with the right foot, you can then delegate tasks that play to their strengths. But what if you discovered that your Champion has minimal experience with a tool that you want them to use?

This is where trainings come in. Our program at TGH allows your Champion to grow and flourish, to never stop learning and solidify their strengths so they can support your business better!

And you can be more confident to delegate tasks with your Champion, because they know what they’re doing.

Tip 2: Clearly Define Tasks and Expectations

First things first—clarity. When delegating tasks to your virtual assistant, it’s crucial to be as clear and detailed as possible.

If it’s your first time to do it, here’s a technique: Outline what needs to be done, how it should be done, and when you expect it to be completed. This not only helps avoid misunderstandings but also sets your VA up for success from the get-go.

To make the communication and task tracking easier, you may opt to use project management tools like ClickUp, Asana or Trello to break down tasks into manageable steps.

This way, your VA can easily follow along and tick off each step as they go, keeping everything on track.

Tip 3: Trust the Process, HAVE a Process

woman working on a laptop while drinking coffee

Photo by Sarah Chai

If you’re still starting out in delegating tasks to your VA, you might want to have a system in place for doing things and for tracking progress.

Aside from project management tools mentioned above, you can set clear milestones for tasks and use tracking tools like Clockify, Toggl, HubStaff, or Time Doctor to monitor progress.

But hey, just to clarify – this doesn’t mean micromanaging! Rather, it’s about finding a balance between trust and accountability, especially if it’s your first time to get someone else work for you virtually.

Of course, as the trust and the work relationship thrive, you may feel loosening up a bit and remove those strict time-keeping tools as you feel so.

Also, remember that it’s hard to delegate tasks to someone else if you don’t have a system/process in place first. So make sure that you have defined your processes before having someone else do them for you.

This way, you can keep an eye on things without hovering, giving your VA the autonomy they need to thrive.

Tip 4: Establish a Communication Routine

Even in a face-to-face set up, good communication is the backbone of any successful working relationship.

To develop your confidence in delegating tasks to your virtual assistant, it is imperative that you set up a regular communication routine with your VA.

We have observed that when a business owner schedules regular check-ins via Zoom, Slack, or email to discuss progress, provide feedback, and tackle any challenges that may arise with their Champion, their efficiency goes up.

Whether it’s daily check-ins or weekly updates, remember that consistent communication helps both you and your VA stay aligned.

Tip 5: Use Collaborative Tools

Photo by Teona Swift

Tools, tools, tools! In the field of virtual workspace, is the glue that will make things stick together. And it makes collaboration so much easier!

With the right choices, these collaborative tools allow you to share documents, track progress, and collaborate in real time, making sure nothing falls through the cracks.

Examples of these are Google Workspace, Dropbox, ClickUp, Asana, or Trello. Having them in your systems not only streamlines workflows but also improves efficiency, saving you time and hassle.

Case Study: Ashish Maholtra

Such was the case with one of our clients, Ashish Maholtra.

As a startup business owner, he’s working longer hours and sleepless nights to keep the momentum of his business.

He felt like he needed help, but he was unsure whether he REALLY needed a VA or not.

But still, his guts guided him to meet with The Growth Hub and got himself a Champion. But he still felt worried, especially in the first month.

It was quite hard for him to really let go of tasks and trust his Champion at first, but during one of his catch-up calls with our Client Success Heroes, he got the advice to try to give a little trust to his Champion.

It wasn’t easy, but he tried!

He began with a task list and delegated small, monotonous tasks to his Champion first.

Task by task, he began to widen his point of view and gradually, Ashish was able to give almost all of the back-end tasks to his Champion!

In his words, he said, “Now, I don’t think I would be able to do anything without her… I can’t see myself doing all of that by myself!”

Here are some of his learnings in his experience:

If you can, start placing your trust early in your Champion. They KNOW their stuff. you can let them go.
Be as clear in communication as possible. Use tools, hop on calls, and be transparent with each other.
If you don’t have a process defined, you cannot give that to your VA. That’s the importance of having tools and processes in place. Tools first, then process, then come the people.

Now, he feels more confident to expand his business because he knows his processes are managed and there is someone reliable that covers pretty much everything on the back-end.

Where is he focused on now? HUSTLING!

That’s the change a Champion can do to a business. Want the same change in your business? Speak with our Growth Strategist today!

Let’s Hustle and Partner!

Photo by Karolina Kaboompics

Just like Ashish, we know that delegating tasks can be a scary thing to do at first. But as you take the first step, you will discover how it can be a game-changer for your business.

Remember that it requires a thoughtful approach. Start with small tasks, define them clearly, trust the process, have solid communication, and use tools for collaboration! These might seem simple, but they are fundamental to build a productive and successful partnership.

So, start small, delegate a few tasks, and watch as your business—and your peace of mind—grow.

If you are wondering where to get an end-to-end support in finding the right virtual assistant for you and your business, TGH is the right place.

We don’t just look for people to onboard into your business, but we also handle the HR issues, trainings, payroll, and the like.

We’ll take care of your Champion so they can take care of your business. And you won’t have to think about those nitty-gritty details – just go ahead and do the most important things in the business.

Let’s hustle and partner together! Speak with our Growth Strategist today!

BlogAugust 9, 2024

Most Common Mistakes To Avoid in Hiring a Virtual Assistant

Photo by MART PRODUCTION

Having a virtual assistant can be a game-changer – but choosing the right one can be very tricky. Here are the top 4 pitfalls to avoid in hiring a virtual assistant into your team!

Imagine offloading time-consuming tasks to someone skilled, efficient, and reliable, freeing you up to focus on strategic decisions. That’s the goal, right?

However, while the benefits are clear, many business owners stumble into common pitfalls that can turn this dream into a nightmare.

In this article, let’s explore the top four mistakes to avoid when hiring a VA.

Note: Portions of this article were generated with the assistance of AI.

4 Common Errors to Dodge When Hiring a Virtual Assistant

It is essential for business owners to understand these common errors not only so they can avoid them, but also to ensure that they will have a smooth, productive, and efficient working experience with their hired VAs.

We all want to start with the right foot, of course. And this will also save a lot of $$$, time, and effort as business owners.

And if you want to know the best place to hire a virtual assistant, our band of Rockstar Champions together with our Growth Strategist can help you there!

Unclear Job Descriptions and Expectations

Photo by Andrea Piacquadio

The number one biggest mistakes business owners do in hiring a VA posting vague and unclear job descriptions. That’s failing to set clear expectations from the start!

It might be because you haven’t clearly defined what kind of help you need, especially if it’s the first time you’re hiring a virtual assistant.

We understand that – how to hire a VA can be challenging!

The thing is, if your job descriptions are vague, the talents who will apply and will be hired VA might not understand their responsibilities, leading to confusion and missed deadlines.

So before you put out a job post, spend time to detail the tasks you need help with, the skills required, and the expected outcomes.

This clarity will set the stage for a successful collaboration with your future VA.

At TGH, we usually meet with clients who are just starting up and have no experience in hiring VAs yet.

Our Discovery Calls help a lot so they get proper guidance in deciding what kind of Champion they need in their business.

This way, they save time, money, and effort in finding the right Champion for their business.

And once you have your Champion, be sure to maintain clear communication. Regular check-ins and updates are essential to ensure everyone is on the same page!

Utilise tools like Slack, Trello, or Asana to keep communication lines open and organised. This not only helps in tracking progress but also builds a rapport, making your VA feel like an integral part of the team.

Here are 3 more tips to enhance your communication with your VA!

Indeed, clear and ffective communication can make all the difference in a productive partnership, even from the beginning!

Inadequate Training and Onboarding

Photo by ArtHouse Studio

Next most common mistake is assuming that a VA will hit the ground running without proper training.

So yes, it’s not just the question, “how to hire a VA?” that should be kept in mind, but also “how to KEEP a VA?”

Every new person in the team needs guidance, right? And remember that every business has unique processes and tools, and your VA needs time to learn these specifics.

It is important to have a structured onboarding process that helps your VA understand your business culture, priorities, and goals.

This can include introductions to key team members, walkthroughs of essential tools, and setting clear performance expectations.

We understand how critical training and onboarding is, that’s why we take it seriously. At TGH, we make sure our Champions are well-equipped, always sharpening their saw with trainings, gatherings, and opportunities to learn and grow.

But of course, if you have specific training that you’d like your Champion to embark on, it’s imperative that you let your Champion know.

Here’s our final say on this: Invest time in training and onboarding your VA on your systems, workflows, and expectations.

This upfront investment will pay off in the long run with a more efficient and effective assistant, trust us!

Rushing the Hiring Process

Photo by Jack Sparrow

If it’s your first time hiring a VA, chances are your emotions sometimes overcome logic.

“Let’s get this over with.”

“We have a lot to do, let’s do this fast.”

We understand the need, but it’s important to remember that rushing through the hiring process can lead to poor decisions.

You might overlook some red flags, like inconsistent communication, unclear responses, or reluctance to provide references. These could indicate potential issues down the line, so be careful when screening your candidates!

It’s essential to take the time to vet candidates thoroughly. Look beyond the resume and assess their skills, experience, and cultural fit through interviews and skill assessments.

This due diligence ensures that you find a VA who is not only qualified but also aligns with your business values.

And it can save you from future headaches and ensure a smoother working relationship too!

The good thing about our Rockstar Champion service is that we do the nitty-gritty details of looking through the thousands of resumes and talents and shortlist them so you will only have to look at the cream of the crop and choose your Champion easily.

We’ll spare you from the stress of interviewing a lot of people – you’ll only just talk to some of our best candidates!

Ready to meet your superstar Champion? Speak to our Growth Strategist today!

Micromanaging or Lack of Trust

Photo by MART PRODUCTION

This might sound a little overbearing, but micromanaging your VA can be detrimental to their performance and your peace of mind.

We understand that working remotely is hard. You probably have heard of stories about VAs not doing what they’re supposed to be doing, right?

That’s why in this venture, trust is a huge thing. Constantly checking in on their work can stifle their creativity and productivity.

Here’s our suggestion: focus on outcomes rather than processes. Provide clear guidelines and then trust your VA to complete tasks independently. That’s one of the leadership skills business owners should learn to develop and love.

It’s said that trust is acquired, not given. We understand that too!

So, if you are still challenged with the trust issue, we recommend that you start with small tasks. Then gradually increase their responsibilities as they prove their reliability.

It is also essential that you regularly acknowledge their contributions and provide constructive feedback.

This approach fosters a sense of responsibility and ownership.

The goal? Be a leader, not just a manager! So go ahead and practice those leadership skills that inspire people, not just manage them.

In our experience, a trusted VA will be more motivated and engaged, ultimately contributing to your business’s success.

Have a Rockstar Champion on Your Team!

We have talked about 4 of the most common mistakes in hiring a VA, and some of our suggested ways to counter them.

Avoiding these common mistakes can help you unlock the full potential of your virtual assistant, ensuring a productive and positive working relationship.

Clear communication, proper training, thorough vetting, and a balanced approach to management are key to making the most of your VA!

But if you’re still thinking how to hire a virtual assistant or where to start, we’ve got an answer for you.

As mentioned earlier, our Rockstar Champion service is an all-in-one package if you want to have a Champion aboard in your team.

With our proven hiring process and expertise in scouting the best talents, you can easily choose the Champion who will fit perfectly to your business and goals.

You’ll never have to ask how to hire a virtual assistant ever again! We can confidently say that best place to hire a virtual assistant is here at TGH.

Ready to take the next step?

Speak with our Growth Strategist to discover how our Rockstar Champions can help you streamline your operations and achieve your business goals.

avoiding overwhelm, business owners, help for business owners, how to conquer your to do list, how to avoid getting overwhelmed

BlogAugust 5, 2024

How to Avoid Overwhelm and Get More Done in Your Day

Photo by Walls.io

Business owners are most stressed and overwhelmed when they try to do EVERYTHING in the business. Here are 4 simple tips you can apply to avoid the ruckus and be MORE efficient everyday!

Taking a wild guess, the main reason you began your business is the attractive promise that business owners hold their own time. In simpler terms, they enjoy more free time to do what matters most for them!

But then reality strikes – you don’t IMMEDIATELY get the freedom you’re expecting. There would be long days and nights, and even work on the weekends!

The pile of work becomes overwhelming, not to mention the personal things and responsibilities you’re holding.

So, how do you avoid getting drowned and overwhelmed with everything that’s happening in and out of your business?

One of the books that inspired the tips we’re discussing in this article is entitled, “Eat That Frog” by Brian Tracy.

In this book, he talked about tackling the hardest, most important things of your day first – or the “frog” – every single day.

And we’re taking it a little notch up with our personalised approach, as business owners. Ready?

Let’s explore 4 simple tricks you can do as a business owner to relieve yourself from the stress and overwhelm, and eventually live the freedom you are aiming for.

Discover how our Grow With the Flow 2.0 Service can help you reduce the stress and overwhelm by streamlining your systems!

Four Tips To Avoid Overwhelm For Business Owners

One: List down all the tasks you need to do

First things first, make a list of everything you need to do. Brian Tracy’s book, “Eat That Frog,” swears by this method.

Sounds simple, right?

But there are times that it’s the simplest things that we usually skip, because of the simplicity of it.

Again, it’s the small things that make up the great big things. So if you want to let go of the stress, don’t skip the simple ones!

It’s like a brain dump that helps you see the big picture and plan your attack.

Photo by Karolina Kaboompics

TWO: Rank them by values

Once you’re done with your braindumping your daily tasks, here’s the next tip: Determine your low-level and high level tasks.

You can do this by ranking each task by priority and value.

Here’s a quick breakdown of how to identify low-level tasks versus high-level tasks:

Low-level tasks are the day-to-day, small tasks that need to be completed in order to keep the business running. Admin, marketing on social media, etc. These tasks are usually pretty easy to delegate or outsource.

High-level tasks are the more important tasks that require a lot of thought and usually can’t be delegated or outsourced. These tasks are usually related to strategy and planning and are the backbone of the business.

AND they produce $$$ for the business. An example of this is the handling of discovery calls or meetings with clients.

Go back to your braindump and rate the tasks using the scale of 1-5, with 1 being the least important and 5 being the most important.

You may also consider rating these tasks based on these questions:

How much time do I spend on it?

Do I like performing this task?

Does it need my full attention and expertise?

Is it an income-generating job to spend much of my time on?

Tasks with number 5 rank are the ones that need your immediate attention. The rest? Not so much.

Think of it like if you’ve got children, you will evaluate which of your kids will need the most at the time!

Your 10-year-old probably is a little bit more independent the five-year-old. But the newborn is the one that actually needs you the most.

So, which of your tasks are your top priorities?

This elimination process helps you focus on the things that really matters. It’s like organising your to-do list by what will make the biggest impact!

THREE: Delegate/automate/remove tasks

But don’t just leave them in your to-do list.

Tracy’s idea is to tackle the hardest, prioritised tasks first – the ones you dread – and get them out of the way.

Once those “frogs” are eaten, the rest of your day will feel a lot better!

And here’s the twist that we’re adding in this process – you can delegate, automate, or even remove those “frogs”!

The thing is that most business owners tend to run a one-man show. But there’s a saying that your business is worthless if you’re doing everything in it.

So to regain the power and worth of your business, you should learn how to delegate and automate tasks!

Remember, your business shouldn’t rely on you doing everything.

For your low-value tasks, you can delegate them to someone else – a Champion, for example, to take care of them. They may be low-value, but they are important!

You might want to onboard a Marketing or an admin Champion to help you relieve the stress and burden.

If you’re in search for the right fit for you, our Rockstar Champion Service can help you out!

And another way to get out of the rut is to automate the tasks which repeatedly happens in your processes.

For example, you can automate the sending of onboarding documents and other client reminders by creating a centralised client portal.

This way, you will never forget another important event with your clients again!

FOUR: Put your A’s into your calendar and stick with that schedule!

Photo by Andrea Piacquadio

After identifying your top priority tasks, your list most probably just leaves you less than 10 tasks for the day.

Great job! The next tip is to put them into your calendar, so you won’t forget to do them. When you fail to do that, it trust us, it’s going to be harder for you to make time for it later in the day.

Business owners usually get their calendars all filled out quickly.

But if you already scheduled the specific times when you’re going to do your priority tasks, It would be easier for you to adjust the sudden meetings that usually pop up during the day.

You’ll be more controlled of your time and your focus. It all comes down to discipline of scheduling those tasks into your calendar and identify how long they will take, then filling them up in your calendar.

And then everything else goes in between.

Ah, what a breath of relief!

Bonus Tip: Refine your Systems and Processes with AllSystemsGo!

Sometimes, maybe the reason for the overwhelm is the disparaged operations and processes that some business owners overlook.

So here’s our bonus tip: take time to revisit your systems and processes! At TGH, we take systems seriously, as we know that the way we do things significantly affects the end results.

Perfecting your workflow might be just what your business needs!

Client Case Study: Sid

Let me share with you a Grow With the Flow session with one of our clients, Sid.

Sid has just launched an amazing new Property Management agency.

He’s focused on systemising everything from the get-go to build a scalable business that also gives him the freedom he craves.

For the record, Sid is a seasoned business owner – having previously sold his PM business in New Zealand.

And he knows the secret sauce to a successful running and scaling a PM agency – HAVE the right systems and a stellar team.

With our Grow With the Flow 2.0 AKA Systemology service, we mapped out workflows for New Landlords and New Tenants, and pinpointed the necessary processes for each ‘department.’

It’s just him for now, but he’s planning to grow a team with specific departments, so it’s essential that he’s got the right SOPs in place NOW.

From this session, he created a video for each process in his business. To solidify these processes, we seamlessly converted them into step-by-step SOPs (standard operating procedures).

Our Systemology service have 7 sessions, finding ways to optimise his systems by automating tasks like creating a handover form from referrals into his CRM.

With your systems and processes in place, you’re creating the freedom you’ve been aiming for. Less overwhelm and stress!

Automate – Delegate – Eliminate* is the strategy!

💪🏻Ready to get your SOPs in order? Book a time to chat with our Growth Specialist!

Photo by Ketut Subiyanto

Balancing all the demands of running a business can be a lot, but it doesn’t have to overwhelm you.

By listing all your tasks, prioritising them, delegating the less critical ones, and scheduling the most important ones, you can stay on top of everything.

Remember, refining your systems and processes with tools like our AllSystemsGo! service can streamline your operations even further.

Don’t let the busyness of business hold you back. Take control, find your flow, and watch your business thrive.

Ready to get things moving? Book a call with our Growth Strategist today and learn about our Grow With the Flow 2.0 service!

Superpowers

Negotiating the minefield of parenthood with 2 young children &
Building virtual and physical communities – Cheryl runs Australia’s largest property development Facebook group with over 11k members, she’s also a property investor and developer.

Fun Fact:

Cheryl doesn’t have a sense of smell…and no one knows why!

Why I started TGH:

I started TGH with the vision of connecting people. I believe that amazing things can be created when great synergies happen. I knew what it was like to struggle with building a business and balancing it with growing a family. I also knew that the reason I went into business was to create time and financial freedom for my family which would also allow me to spend more time on passion projects and giving back to the community.

I was fortunate enough to experience the life changing impact that talented and empowered virtual assistants could make to my life and business and wanted other business owners to experience the same.

On the flip side, having grown up in Singapore and seen many Filipinos having to leave their country and families to have better opportunities, broke my heart. I wanted to give people the opportunity to work from home, just like I have for close to a decade, and be globally.

Superpowers:

Faye is in charge of managing our VA’s and client’s to make sure that they receive the best possible service from us.

Fun Fact:

Faye work best under pressure. She joys challenges that force her to step up her game and those situations are when her super power naturally manifest.

Superpowers:.

Raine is what you might call a ‘detail-oriented’ person. She has a knack for taking in large amounts of information and then organizing it in a way that makes sense. Raine always looks for ways to optimize a process and execute it. Not only that… she is also quite creative. She has a knack for coming up with new ideas and solutions, which means that she’s always thinking outside the box.

So, when you put all of these together, you get someone who is pretty darn good at understanding complex technical information and then breaking it down in a way that can be easily understood by others. She’s always loved what she does and gives her full effort into projects and delivers what is expected and more.

Fun Fact:

Raine is a balanced individual that can compartmentalize and think rationally and objectively. She is ready to listen and mentor you for FREE. But if you do love life sessions, she might charge you for it by the thousands $$. 🤣