BlogOctober 2, 2024

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

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!

BlogJuly 5, 2024

Essential Leadership Skills Every Business Owner Should Develop

Why Business Owners are NOT Instant Leaders

Photo by Lukas

Just because you’re the owner of the business, doesn’t automatically make you a great leader, or a manager. There’s a whole lot more you need to develop! Ready to transform your leadership skills game? Let’s dive in!

This may come across harshly, but just because you’re the owner of the business, doesn’t automatically make you a great leader, or a manager.

If you’re scratching your head, you’re not alone!

The line between these roles can blur, but understanding the difference is crucial for driving your business to success and helping you step into your role as a Leader.

So, what’s the difference between managing and leading?

While both are essential for organisational success, they involve different approaches and skills which, once developed, can be foundational to an organisation’s success.

In this article, we will explore what sets managers and leaders apart and why balancing both is key to effective team performance.

Building your own power team? Find the perfect Champion fit for your business and your goals, or speak to our Growth Strategist today!

Leading VS. Managing – What’s the Difference?

To draw the line, let’s define what management and leadership is.

Photo by Andrea Piacquadio

What is Management?

Simply put, management is all about organisation and coordination.

This means that managers are focused on setting, measuring, and achieving goals by managing situations to reach or exceed their objectives.

The tasks are technical, involving planning, budgeting, staffing, and problem-solving.

Essentially, a good manager is task-oriented and process-driven.

As business owners, this is very important, right?

We’d say that many business owners begin with this quality — the need to ensure that your day-to-day operations run smoothly and efficiently.

What is Leadership?

Leadership, on the other hand, is about inspiring and motivating people.

Leaders are visionaries who create a compelling future that others want to follow.

The unique thing about it is that you don’t have to be up in the ladder to be a leader. You don’t even need a title – it is not based on the hierarchy of the organisation.

Good leaders have a quality that allows them to influence and guide individuals and teams to achieve that vision by encouraging innovation, fostering collaboration, and building strong relationships.

In short, leadership is people-oriented and it relies on emotional intelligence to connect with and inspire team members.

Leadership VS Management at a Glance

Here’s a quick comparison to help you envision the fine line between management and leadership skills.

leadership vs management table comparison

Need help in finding the perfect fit team members for your business? Speak with our Growth Specialist today and be paired with one of our Champions!

Why Should You Maintain a Balance of Management and Leadership Skills?

Photo by Fox

However, we sometimes tend to lean more on one side than the other.

If you’re striving to be a great manager, you might find yourself stressing heavily on your SOPs and organisation, overlooking the fact that you are working with human beings.

Focusing too much on managerial aspects like reaching goals and quotas can lead to a cold, burned out relationship with work, your team, and with yourself.

On the flipside, just focusing on inspiring people without the right push to the goals won’t be very productive too.

It can lead to disparaged, disorganised and missed out processes, which can cost the business too much in the long run.

So, why should you, as a business owner, aim to develop the right balance between managing and leading?

The first reason is, of course, to keep your team happy in their work. When your team members feel that they are guided, valued, and heard, their productivity increases and your goals are achieved.

Second is that with the right balance of managing and leading, you can make more sensible choices for the business, knowing that the technical and the emotional aspects of being a business owner are thoroughly studied and considered.

Imagine an organisation that has its goals, tasks, systems, and processes solidly in place, running smoothly, and each team member is motivated and inspired to roll up their sleeves everyday because their voice is heard in each meeting.

Or an organisation that uses data analysis, policies and procedures while also taking calculated risks and making bold moves that can drive significant progress and innovation for the business.

That’s the ideal one!

A workplace where team members can grow and flourish, without micromanagement or fear, because everyone practices accountability in their roles.

But of course, it’s not done in a snap of your fingers. Nope, no instant skills here!

It happens as you actively practice and aim to change for the better with each experience you face.

When you learn how to practice both management and leadership skills, you create a healthy work environment for your team members and the business itself.

You’ll know where to steer the wheel into the road to success.

Case Study: Leadership Impact on a Champion’s and Business’ Growth

So, how does this look in action? Let Dina help you paint the picture for you.

Dina, one of our fantastic Champions for a few years now, loves her role with her client, a property developer, and her experience at The Growth Hub.

As a property Champion, her tasks include researching off-market properties, conducting deep dive analysis, and preparing these properties for marketing on her client’s website.

Those have nitty-gritty details, which make them both challenging and rewarding!

But because she’s surrounded with supportive people – those who have the right balance of management and leadership skills – she was able to enjoy her work and be productive at the same time.

Dina appreciates the balance of freedom and responsibility she has, which allows her to achieve not just work-life balance, but work-life harmony!

Watch her full story here:

In Dina’s point of view, it is the positive and supportive work culture at TGH that plays a big part of this, with training and development opportunities that help her excel in her tasks.

“REAL-ationships” and accountability? Those are her favorite work values as she works with her client and with TGH.

These values mirror both the exceptional management and leadership skills of the organisation she is in.

Lead and Manage Your Team Effectively!

Photo by Andrea Piacquadio

So, if you want to grow your business and your team, it’s high time to develop both management and leadership skills.

Get your tasks, processes, and systems in place so that everything in your business runs smoothly and your efficiency is increased.

Hint: our Grow With the Flow program can help you with that!

Then be sure to help your team members hit those goals and progress by inspiring them with the vision of the future.

And don’t forget to strengthen relationships as colleagues too. Trust is big in building relationships, and that’s where the growth begins!

As a successful business owner, remember that you’re not just looking after the numbers, you’re also looking after the people.

It’s this blend of skills that sets the stage for long-term success.

If you’re ready to build your own team and begin to develop these fantastic management and leadership skills we mentioned, let’s connect!

Our Growth Strategist can help you find the right person for your business and begin building your team.

Book a free 15-20-minute call with our Growth Strategist today and let the growth begin!

BlogJune 25, 2024

3 Most Important Things to Prepare When Planning for Business Expansion

Photo by Tima Miroshnichenko

Looking for the most effective way to grow your business? Here are 3 things you must prepare for before diving headfirst into the idea of business expansion!

Business expansion.

This magic word might be in every business owner’s vocabulary, and goals!

Business expansion involves the process of growing and extending a company’s reach.

Unlike the common belief, there are various methods a business can use to expand.

Examples of this are having another office site or growing geographically, hiring more people into your team, introducing another product/service, or partnering up with strategic partners.

The bottomline is that as your business expands, so does your potential income.

While the thought of expanding and growing your business is very promising when it comes to return on investment, it still comes with a price which should not be trifled with.

That is why you should do proper due diligence before jumping right into the water!

So, in this article, let’s talk about the top 3 most important things you should prepare when planning for your business expansion.

Streamline your business systems and experience smoother business expansion with TGH services!

Three Business Expansion Tips for Business Owners

Number 1: Do Comprehensive Research and Development

Photo by fauxels

Any decision or big move in your business should start with comprehensive research and development. In the context of expansion, you should spend a great deal of effort on market research.

Why? Because this will be the foundational baseline of the next steps you will take!

Will this move be feasible?

What are my edge compared to my competitors?

Will I be able to follow all the legal standards around the business if I proceed with this decision?

What are the pros and cons of this expansion?

These are just some questions that you might want to add as you consider a business expansion.

The most important thing is that you don’t neglect research!

Innovation and wiser decisions in the business begin when you are equipped with the right knowledge to help you navigate the complexities of the market.

Having the right information at hand will give you the proper guidance in growing your business and transform your setbacks into success.

Number 2: Financial Planning and Budgeting

Photo by Tiger Lily

After doing your thorough research for your next steps, the next thing to do is to plot the finances, which will should also be seen in your research.

In the context of business expansion, it is important your financial planning should cover a thorough cost analysis, including hidden expenses.

With these data, your business can better forecast profits and identify the funding options available to support your growth and expansion.

You can also set realistic revenue targets and perform break-even analysis to help you ensure that the expansion is financially viable and sustainable.

This is very crucial, as many things are on the line. We wouldn’t want to lose fortune with one misstep, right?

That’s why you need careful financial planning and allocate resources efficiently and make informed decisions that drive long-term success.

Number 3: Plan Your Operational Strategy

team looking at the computer for strategy

Photo by Cottonbro Studio

Now that you have your research and financial forecasts at hand, the next important step is to plot how your operations will work.

Are you going to open another physical office, or just a virtual one?

If you’re adding a new product or service, how will be the production or marketing done?

Who are the people involved in this move?

Do they need additional training?

How are you going to oversee the expansion?

There are so many more questions that you will need to consider when expanding the business, so it is imperative that you have the right guide and processes in place.

In our fast-paced business world, having all things just in your head won’t cut it.

Take time to sit down, discuss, and polish your systems, so that when the expansion season comes, you’re saved from the stress and you will witness a smoother flow in your business growth.

Planning to expand your business but still have unclear systems and processes? It’s time you sign up for our Grow With the Flow program.

Cheers to Growth and Expansion!

Photo by Tima Miroshnichenko

You might realise that there are a whole lot more to consider in business expansion, but these three are foundational and are the pillars of your next big move.

This journey is all tricky yet exciting, sometimes difficult yet very rewarding.

So make sure that you do your due diligence, have a thorough financial plan, and get a solid operational strategy to set your business up for growth and success.

Now is the perfect time to start planning and take action toward your business goals!

If you need further guidance and support, especially in putting your systems in a solid place for expansion, we have a free consultation to help you navigate the expansion process.

Let’s grow together! Sign up for our Grow With the Flow program and continue expansion your business!

BlogJune 20, 2024

Top 5 Small Business Trends and Opportunities You Need to Know

Photo by Fauxels

In this article, let’s talk about the top 5 latest business trends you should know – from embracing AI to continuing smart innovations – to keep your business updated.

Staying updated with the latest business trends and new opportunities in your business isn’t just a nice thing to do. It’s ESSENTIAL!

This is because it’s not just the technology that’s evolving — it’s also the technology and consumer preferences that change from time to time!

So, to stay on top of your business game and be able to seize more growth opportunities, be sure to always stay informed of the latest business trends.

In this article, let’s talk about the top 5 latest business trends you should know to keep your business updated.

Want to get the right guide to propel your business in the right direction for the next financial year? Speak with our Growth Strategist to avail our Grow With the Flow service!

Updated Business Trends for Startups

Utilise AI and Automation

Photo by ThisIsEngineering

Number one on the list is the trend of leveraging the use of AI and automation in streamlining business operations.

The Boston Consulting Group (BGC) forecasts that “to be an industry leader in five years, you need a clear and compelling generative AI strategy today.”

Because of the fast-paced and ever-shanging technology, we can observe that there are a lot of tools that have emerged to make things a little bit easier for business owners.

You can efficiently enhance your business’ performance with AI, minimise turnaround time responses using chatbots on your business website, and even get insights for better decisions when you see the analytics embedded within the tool.

That’s with minimal human error!

Utilising AI and automation tools will still be a trend in the next years.

So if you’re a business owner who’s still thinking twice about it, now is the time to dive knee-deep.

Otherwise, you might find yourself in a huge innovation disadvantage.

Take Advantage of Social Media Marketing

Photo by Cottonbro Studios

Next up: get your business social media presence UP!

According to Common Sense Marketing, 99% of Australians have access to the internet, and 87% of them are online EVERYDAY.

What does this imply?

It means people are looking more and more on their screens, most likely on social media, exchanging thoughts, feelings, point of views, and more.

So be where your target audience is!

Establish your presence on various social media platforms like Facebook, Instagram, TikTok, and LinkedIn by posting relatable contents for your audience to see.

One hack: run paid advertisements too! That’s a good investment when it comes to gathering leads and converting them into long-term clients (hopefully!)

The Rise of Remote Work and Delegation

As a post-pandemic aftermath, employees are now more leaning toward work-from-home or hybrid set-up jobs, and it has impacted a lot of big and small businesses.

Experts are foreseeing that this will still be the trend in the coming years.

Many business owners have discovered that delegating tasks to virtual assistants can positively impact their business, freeing a lot of stress and chunks of time out of their plate.

Aside from this benefit, business owners can also give significant cost savings (because you won’t have to rent a physical office, for example), and increased productivity because you’re on flexible work schedules.

Case Study: Samantha Rush of Legion Consulting Group

Take Samantha Rush for example.

She began her business in 2028, and in just 3 years, things have grown pretty fast, and that’s great. But here’s the good problem: she realized some things weren’t done, slipping away, dropping some tasks here and there.

She was doing so many things that weren’t adding too much value (money-wise) to the business. She needed help, an extra set of hands!

She worked with VAs before, but it wasn’t very effective for her. She needed help across her two businesses, and because of the complexity of the tasks, she thought she wouldn’t find someone who could help her in her business.

Then she heard about the Growth Hub from her client, about the fantastic support he’s getting from his Champion, and so she reached out to our Growth Strategist.

From there, her biggest win was that she reclaimed a LOT of her time back, freeing her to do more income-generating tasks for her business.

Watch Samantha’s story here:

She also was able to execute the ideas in her mind, because she had a Champion to do them excellently.

Additional win: She enjoys working with her Champion, and gets updated with the latest, good shows on Netflix!

If you’re keen to onboard a reliable Champion to help you out, check out our Virtual Assistants service details here.

Delivering Personalised Services/Products

Photo by Jopwell

We know that businesses should always tailor their messaging and marketing to appeal with their target market.

The customer data, with all their behaviors and preferences don’t lie!

And in the coming years, personalisation will not be in marketing, but also in the actual delivery of the service.

By personalisation, we mean hopping on discovery and consultation calls to better understand the individual needs of clients.

Together, you will formulate personalised action plans for the client’s next steps.

With this trend, your business can differentiate yourself from the competition and build stronger, long-lasting relationships with your clients.

Continued Smart Innovations

Photo by Pavel Danilyuk

Last but not least, keeping yourself updated on the latest innovations will never go out of style.

To keep your business on top, continual innovation is a must!

Innovations might be in technology, processes, or products— and keeping yourself and your business updated can lead to major improvements and efficiencies.

This will help you enhance your operations, offer better products or services, and stay ahead of the competition.

And remember to document your processes each time you change them, so you and your team are on the same page!

This trend helps you stay relevant and enables you to capitalise on new opportunities as they arise.

Be on Top of the Trend!

Photo by RDNE Stock project

And there you have it, the 5 business trends you should know and apply to keep yourself on top of your game.

If you’re still unsure how to apply these trends to your business, our Grow With the Flow program can help you out.

This program has a personalised and in-depth approach to your business, and will help you formulate a 30-60-90 day gameplan so you can achieve your business goals.

With the right guide, plans, and strategy, your business can scale and grow as you start acting right away.

Ready to grow and incorporate these trends in your business? Sign up for our Grow With the Flow service today!

BlogJune 7, 2024

3 Efficiency Strategies for Sustainable Business Growth

Photo by ThisIsEngineering

What is scalability, and why do many business owners aim for it? Let’s talk all about it, and three key efficiency strategies to help you achieve sustainable business growth while maintaining high standards!

When you start your business, the goal is to serve clients and keep growing. It would also be fancy if you could have branches in different parts of the world, right? The key is to know how to scale.

But what is this big word, “scalability”?

Scalability is the ability of a business to grow and serve more clients while maintaining its efficiency and good customer feedback.

Most businesses usually become stagnant because their workflow is not sustainable. The systems are not in place to cater to more clients, decreasing the level of customer service.

The prospect of growth is there, but is it sustainable?

Can you picture that in 10 years time, your business workflows still allows you to run efficiently, like when it was new?

Knowing that you can scale up without sacrificing quality requires careful planning and strategic execution.

That’s why it’s crucial to ensure that growth is both sustainable and efficient!

So, here are 3 efficient strategies to help you keep yourself on track to the road of scalability!

Need help in polishing your business workflows? Explore Grow With the Flow and enjoy the journey of growth.

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

4 Strategies to Ensure a Sustainable Business Growth

1. Streamline Your Operations with Technology

Photo by Mario Ame

We live in the age of technology, and as business owners, this is one of the best things to use!

Leverage technology and improve your business efficiency by automating repetitive tasks and using softwares for seamless project management.

This minimises human errors and speeds up the process!

Want to streamline your operations and refine your workflows? Sign up to the Grow With the Flow program and start sharpening your business operations!

2. Practice Lean Management Principles

Photo by Artem Podrez

First time hearing this term? Let’s define it for you!

Lean management is focused on maximising value by minimising waste and optimising business processes.

This practice means you:

Regularly review your processes to identify and eliminate unnecessary steps, excess inventory, and time-wasting activities.
Encourage a culture of continuous improvement where employees are empowered to suggest and implement process improvements.
Develop and document standard operating procedures (SOPs) to ensure consistency and efficiency across the organisation.

This approach can help businesses improve efficiency and maintain high quality during growth!

If you’re not sure how to begin, you can start with our Task Shredder!

Doing a consistent check on your processes will help you know which branches to prune, nurture, let go, or delegate to someone else.

The result?

A more agile and responsive business, capable of scaling efficiently while maintaining customer service quality!

3. Develop and Maintain a Culture of Collaboration and Employee Growth

Photo by Yan Krukau

We’ve heard it said that people stay in a company not just because of the pay, but because of the culture in the workplace.

This might be an unpopular opinion, but investing in your company’s culture and people is one effective strategy to increase efficiency.

Does your company culture embrace collaboration or competition?

Can you talk openly and comfortably, hearing out suggestions and thoughts of each other?

Do you promote skills and knowledge development for your employees by letting them join training, courses, and mentorships?

You see, investing in employee development and having a positive work culture not only improve individual performance but also boosts overall organisational efficiency.

Skilled and motivated employees are better equipped to handle the challenges of scaling a business.

And when you have a collaborative culture, you are sure that your organisation will consistently have enhanced creativity, speed up problem-solving, and improve overall efficiency.

Aren’t all these essential for sustainable growth?

Cheers to Your Sustainable Growth!

Photo by Min An

Imagine a business where operations run smoothly, team members work together seamlessly, and everyone is continually growing and improving.

That’s the kind of environment where sustainable growth flourishes!

And it all starts with taking those strategic steps to refine and enhance the way you work.

But we understand that sometimes, the hardest step is the first one. Most business owners need a guide to know how or where to begin.

This is true, that’s why we furnished the “Grow With the Flow” program!

This program is designed to help you identify any workflow pain points you may have and improve them, or if you’re starting from scratch, we’ll help you put efficient processes in place.

Now is the time to focus on growth and can focus on what really matters — growing and succeeding in the business.

Ready to transform your business? Sign up for Grow With the Flow today and start your journey towards a more efficient and successful future with our experienced business growth strategist.

BlogMay 31, 2024

4 Key Ways to Systemise Your Business Operations – A Case Study

Photo by Kindel Media

Do you want to put your operations in autopilot and focus on more income-generating aspects of the business? Keep your business operations optimised and systemised with these 4 key tips!

We all know that running a business can be incredibly rewarding, but it often comes with a significant time commitment.

The good news is this: systemising your operations can help you reclaim your time and improve efficiency.

Keith Chen of MORC Interiors is a testament of that!

In this case study article, we’ll explore three methods which helped Keith to streamline his business and enjoy more free time, especially as a new dad.

Plus one more tip from us, so you can scale your business up!

How Keith Chen Put His Business Operations Into (almost!) Autopilot Mode

Keith is a business owner and a wonderful family man. At the time of this interview, he and his wife are expecting their baby.

His main problem? He didn’t have a system or procedure to transition the business smoothly from marketing to sales to operations.

Not to mention the important but nitty-gritty tasks which need to be done at the backend (AKA admin tasks!).

Closing deals are challenging, as he was running a one-man show in his business, and it was overwhelming him.

Fortunately, he met The Growth Hub!

With the guide of our Growth Strategist, he was able to organise and systemise his processes, leading him to let go of the chains that tie him down.

Watch Keith’s story here.

Now, he is able to enjoy more free time with his family, focus on more income-generating tasks in his business, and not worry even if he goes on holidays!

The wheels are continually turning for him and his business.

So, what changed?

Let’s breakdown 3 of the most important things Keith did, plus one additional tip from us!

He started automating repetitive tasks

Photo by Miguel Á. Padriñán

Let’s face it, repetitive tasks can eat up a lot of your time.

In Keith’s case, most of the repetitive tasks revolve around sending followup emails to leads, maintaining his marketing funnels, and stuff like that.

The good news? Automation tools can handle these tasks for you, giving you more time to focus on what really matters!

Routine tasks like email marketing, invoicing, and customer follow-ups can actually be done with automation tools.

When you set up automated workflows, you can ensure that these tasks are done consistently and efficiently without manual intervention.

If you’re feeling uncertain, you can start small by automating one task and gradually expand as you get comfortable.

Read our article, 5 Best Automation Tools to Use for Business Growth, for our top 5 suggested automation tools you can use!

He learned to implement standard operating procedures (SOPs)

Photo by Fauxels

You see, Keith’s main problem is that his processes are all over the place.

Being a one-man-show, one moment he’s doing sales, the next moment he’s in marketing, and so on. It’s so easy to get lost in the workflow.

The solution: have a clear standard operating procedures or workflow.

When he spoke with our Growth Strategist, they were able to lay down his workflow, devised a game plan on how it can be improved, and refined who’s going to be doing which. Like a map of how his business works!

Enlisting to our Grow With the Flow service, he was able to polish their processes, and his team is now not getting lost in the hurdle.

If you’re not familiar on how to do it yet, you can start by documenting the tasks you perform most frequently, then break each task down into simple, step-by-step instructions.

You can also use templates to maintain consistency and make it easier to create new SOPs as needed.

And do you know that AI can also be used to create templates for your SOPs?

Read our article, 3 AI Tools For Creating SOPs For Your Business, here!

He embraced delegation and found his Champion

Photo by Julia M Cameron

When Keith started working with TGH, there’s one thing that our Chief Freedom Officer, Cheryl, said that stuck to his mind:

“Yes, I know you can do it. But let’s try to get someone else to do it for you. So you can focus on more important tasks for you in your business.”

Keith realised a truth: You don’t have to do everything yourself.

In fact, trying to handle every task can lead to burnout and inefficiencies. That’s where delegating and outsourcing can help you focus on your core responsibilities.

According to Keith, this thought changed his mindset, and he learned how to let go.

This freed up not just his time but also his mind! He now knows that with the right people, his business will keep on running, even when he’s away.

But here’s the challenge: how to know where to find the right people to outsource tasks to.

Fortunately for Keith, TGH has a vast pool of talented virtual assistants (we call them Champions!), to tap into!

With his Champion, Michelle, he was able to cover more ground than ever before.

If you’re wondering how you can know if a VA agency is a good fit or not, our article, “5 Green Flags: How to Know You’re Choosing the Right VA Agency” can shed you some light!

Bonus Tip: Utilise Project Management Tools

Photo by Ono Kosuki

Being able to set up workflows and processes is one thing, but staying organised to be consistent with your business tasks and systems is another thing.

If you want to be consistent, you’ll need to stay organised.

That’s where project management tools come in!

When you have project management tools in your business, they can help you keep track of and assign tasks, deadlines, and progress, from start to finish – ensuring that nothing falls through the cracks.

There are a lot of popular project management tools out there, like Trello, Asana, ClickUp, and Monday.com.

Choose one that fits your team’s workflow and start by using it for your most complex projects. You can then gradually expand its use to other areas of your business as you go.

Turn the Keys to Scale Your Business!

Photo by Aphiwat chuangchoem

When Keith started his business, all they were thinking about was to get more sales, get more sales, get more sales.

Little did he know that the more sales they get, the more burned out they become. That’s because they didn’t understand what SCALING the BUSINESS means.

When he partnered with The Growth Hub, he was able not to just free up more time, but also to understand what scaling means and how to actually DO IT.

With his workflows securely in place and the support of his ever-reliable Champion, he’s now on the next level of scaling his small business and reaching bigger dreams for it!

Do you need help to free up your time so you can focus on growing your business and spend more time living life like Keith?

Speak to our Growth Strategist today! Your business’ pivotal moment might just be one click away.

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 $$. 🤣

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

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

Sign #1: Overwhelming Workload

Sign #2: Inconsistent Results

Sign #3: Difficulty Delegating

Sign #4: Repeated Errors

Sign #5: Business Growth Stalls

The Grow With the Flow 2.0 – Systemology Service

Systemise Your Business with Grow With the Flow

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

3 Essential Components for Building Effective Business Systems

Number 1: Have Clear Goals

Number 2: Get Your Processes Defined and Documented

The Grow With the Flow 2.0 – Systemology Service

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

Bringing It All Together for Long-Term Success

Case Study: How To Learn To Trust And Let Go

5 Tips on How to Delegate Tasks to a Virtual Assistant

Tip 1: Start with Small Tasks

Tip 2: Clearly Define Tasks and Expectations

Tip 3: Trust the Process, HAVE a Process

Tip 4: Establish a Communication Routine

Tip 5: Use Collaborative Tools

Case Study: Ashish Maholtra

Let’s Hustle and Partner!

Most Common Mistakes To Avoid in Hiring a Virtual Assistant

4 Common Errors to Dodge When Hiring a Virtual Assistant

Unclear Job Descriptions and Expectations

Inadequate Training and Onboarding

Rushing the Hiring Process

Micromanaging or Lack of Trust

Have a Rockstar Champion on Your Team!

How to Avoid Overwhelm and Get More Done in Your Day

Four Tips To Avoid Overwhelm For Business Owners

One: List down all the tasks you need to do

TWO: Rank them by values

THREE: Delegate/automate/remove tasks

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

Bonus Tip: Refine your Systems and Processes with AllSystemsGo!

Client Case Study: Sid

Why Business Owners are NOT Instant Leaders

Leading VS. Managing – What’s the Difference?

What is Management?

What is Leadership?

Leadership VS Management at a Glance

Why Should You Maintain a Balance of Management and Leadership Skills?

Case Study: Leadership Impact on a Champion’s and Business’ Growth

Lead and Manage Your Team Effectively!

3 Most Important Things to Prepare When Planning for Business Expansion

Three Business Expansion Tips for Business Owners

Number 1: Do Comprehensive Research and Development

Number 2: Financial Planning and Budgeting

Number 3: Plan Your Operational Strategy

Cheers to Growth and Expansion!

Top 5 Small Business Trends and Opportunities You Need to Know

Updated Business Trends for Startups

Utilise AI and Automation

Take Advantage of Social Media Marketing

The Rise of Remote Work and Delegation

Case Study: Samantha Rush of Legion Consulting Group

Delivering Personalised Services/Products

Continued Smart Innovations

Be on Top of the Trend!

3 Efficiency Strategies for Sustainable Business Growth

4 Strategies to Ensure a Sustainable Business Growth

1. Streamline Your Operations with Technology

2. Practice Lean Management Principles

3. Develop and Maintain a Culture of Collaboration and Employee Growth

Cheers to Your Sustainable Growth!

4 Key Ways to Systemise Your Business Operations – A Case Study

How Keith Chen Put His Business Operations Into (almost!) Autopilot Mode

He started automating repetitive tasks

He learned to implement standard operating procedures (SOPs)

He embraced delegation and found his Champion

Bonus Tip: Utilise Project Management Tools

Turn the Keys to Scale Your Business!

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