Get ALL The Tools You Need To Succeed With A Business + Blog!GET FREE RESOURCES
GET FREE RESOURCES

hey friend!

I HELP ENTREPRENEURS MAKE MORE & WORK LESS SO THEY CAN SPEND MORE TIME WITH THEIR LOVED ONES!

Join 1,000's of others and get FREE access to literally dozens of workbooks, planners & cheatsheets to shortcut your success!

SIGN UP NOW
 

GET MY 5 PROVEN STEPS

These are the EXACT same steps I used to 10x businesses just like yours and generate new customers on autopilot!

it's free!
100% privacy guaranteed, no messin' around!

When I graduated high school, I started working for my dad in his elevator business. And through the years, I had watched him try to scale his business, hiring more people, only for those employees to not work out.

Simply put, it had put a bad taste in my mouth for hiring a team. At that point, I didn’t envision myself starting my own business, and the stress of hiring certainly didn’t make that idea stand out as a good one.

But I will never forget my first taste of freedom. It was a couple of years after I’d been working on my business and I was struggling to keep up. I was working way more hours than I wanted to in order to get everything done.

But what other option did I have?

Then I finally bit the bullet and did it: I hired a virtual assistant. And I discovered that hiring someone to help in your business doesn’t have to be all bad. Tasks could get done, without me having to do it.

It was strangely freeing. But I also had the lingering feeling and tingle down my spine, wondering if things were getting done right.

After all, I’d seen employee after employee fail in my dad’s business. How could I ever do it and succeed? Especially since I couldn’t see the people helping me; they were literally on the other side of the globe.

Fast forward a few years later, and it’s literally one of the best decisions I’ve ever made.

First of all, anyone who has read my other blog posts knows that at this point in my life and in my business, I am a huge proponent of outsourcing pretty much everything you can.

Second of all, it’s helped me to make exponentially more money, even though I am paying a team to assist me in my tasks. It means that I can focus more on what actually brings in money, prospecting for and working with clients!

[INSERT BLOG GRAPHIC]

Although I’ve certainly had team members who haven’t worked out, I’ve still managed to put together a really great, completely virtual team, who helps me to manage various projects surrounding my business, as well as the day to day tasks that I just don’t want to do.

^^ Me, basically.

There are ups and downs to having a virtual team, but I honestly wouldn’t run my business any other way.

Perks of a Virtual Team

First things first, let’s talk about a few of my favorite things about having a virtual team.

No Office Overhead

If you’re still new in your business, you probably don’t have, or simply don’t want to spend the money to rent out an office space. Office real estate is not cheap, my friends.

If you hire virtual team members to assist you with tasks, you don’t have to worry about that cost. They simply work from their own homes, coworking spaces, or coffee shops.

Flexibility

Not only is this a perk for your team members, but it’s a perk for you. No one is confined to the “typical 9 to 5” work day. They’re able to work on their own time, from wherever they feel like working that day.

Plus, I have team members scattered all over the world, so we don’t have to worry about time zones, either. People work during their designated hours, some even working for me in addition to their full time jobs.

Location Independent

This means that you can hire talent without having to make sure that they live in or are relocating to where your business is based. It opens up an entirely new pool of candidates to hire, making it easier to find the best people possible.

No Commute

I’m not sure where you’re located, but around here traffic is insane. When I was working with my dad, I was dealing with three hour round trip commutes every day, and I knew I couldn’t keep doing that for the rest of my life.

With a virtual team, none of us have to deal with commutes. We’re able to get out of bed, get ready at a leisurely pace, then head to our home offices to get started working. Living our best lives, really.

Cons of a Virtual Team

Like I said, there are ups and downs. And even though all of the perks really are worth it, you have to be aware of the cons to determine if a virtual team really is right for you and your business.

You Have to Be Selective

It’s essential to be selective in who you choose to hire. Not everyone handles a remote situation without managerial supervision well. So you have to vet them in your interview to ensure they know how to work remotely. It’s best if they do this kind of work often so you know they’re used to it.

Company Culture

You have to work much harder to cultivate company culture and create an environment your team is happy in. You can’t have team happy hours and in-person team building events.

Instead, you have to get creative. One thing that my project manager has implemented in the past is the HeyTaco bot on Slack so we can give each other kudos for a job well done. I also give out bonuses and gifts for holidays and birthdays to make the team feel appreciated.

Communication

Repeat after me: communication is essential.

You cannot have a successful virtual team if you do not have a plan in place for communication. My team uses Slack, but there are other options out there that could better serve you and your business. We also use a project management tool, online documents for projects, and Loom for sending videos back and forth to communicate more effectively.

How to Manage a Virtual Team

What is the first thing you have to do when building a virtual team?

Hire your peeps!

And I’ve already created a seriously awesome blog post all about making that first hire that you can go check out right here.

How to Hire

First off, you need to ask the right questions.

  • Have you worked for a remote team before?
  • What is your process for getting a project done remotely?
  • What is your favorite method of communication when working remotely?
  • What does your workspace look like?
  • What technology do you use in your remote work?

These are questions that can help vet people who don’t have remote work experience or a remote work process.

You also want to make sure that you talk to references. You have to know your people are ambitious go getters who ARE going to work for you.

Hire people you trust, and trust the people you hire. You cannot micromanage a remote team. That kind of defeats the purpose; plus it stresses you out, and it stresses your team out.

And finally, you have to hire people who are okay with the remote aspect of the job, or else they’re not going to enjoy the work, and they’re probably not going to get it done on time.

Tools

You have to have the right tools if you’re going to successfully manage a virtual team. Here are the tools my team uses:

Slack:

This is our number one communication tool. Any time anyone in our team needs to chat with someone else, we do it via Slack. We have channels for different facts of the business, but we’ll also direct message anyone we’re working one on one with.

In fact, our team pretty much never uses email. All communication is done exclusively through Slack. It’s nice to keep everything in one place and not have to worry about clogging up everyone’s email inboxes.

Dropbox:

Since my team works on a lot of content creation, we use Dropbox and Dropbox Paper to create and share virtual documents and files. We have a dedicated KevCharlie folder that we then break down into different folders for different projects.

My project manager does a great job of keeping this organized so that we can quickly and easily find anything that we’re working on.

Asana:

This is the project management software that we use to keep track of deadlines and who is doing what on each project.

Having a project management tool for your virtual team is essential to keep projects running smoothly and repeating tasks streamlined and taken care of on time.

Zoom:

If you need to set up a one on one call with a team member or have a conference call with multiple team members, Zoom is the perfect software for this. It’s better than Skype because you don’t have to have an account to make or accept a Zoom call, which is nice for client calls as well.

PayPal:

And then, of course, there’s invoicing and paychecks. PayPal makes this extremely easy, but there are several different payment processors out there for you to use in your own business.

Processes

The next step is determining your processes within your business and how every member of your virtual team plays into that. We have our own processes for getting tasks and projects completed, especially when multiple hands are involved. Learn more about our content creation system by reading this blog post here.

Project Management:

I have an incredible project manager who is just always on top of her stuff. She creates our processes in Asana, helps to communicate deadlines to team members, adjusts processes as they adapt, and more.

She helps the business to run smoothly and ensures that everyone fully understands their part in every project. If someone has missed a deadline, she facilitates the conversation to get them back on track and make sure it doesn’t affect anyone else on the team.

Communication:

We have six different Slack channels, with regards to content creation, marketing, graphic design, IT, and more. Only the people who are relevant to these channels are in them and chat in them. This way we aren’t bogging down notifications of team members unnecessarily.

We also direct message when working one on one with a team member, or sometimes we’ll create group chats. Slack is so versatile so it completely covers all of our communication.

I also love to use Loom to create quick videos to send to my team members to quickly explain something rather than having to type it out, as I’m more of a verbal person. And, when we need to do a call with a team member, we use the online calling software Zoom to do a voice call.

Checking In:

You have to decide how you want to go about checking in, especially if you have a team member who relies on another team member’s task before they can start their own.

What we’ve done, is we have the person who’s currently working on a task ping everyone in the channel associated with their task to let them know their progress, ETAs, or when they’ve finished.

My project manager is also in charge of checking in with the team on project deadlines as well so that I don’t have to worry about that myself. I only check in when something is pivotal to my business’s next stage in business, or next business or marketing strategy.

Deadlines:

We keep track of deadlines in our project management tool, Asana. Everyone is assigned a task and a due date for that task. We ask that our team sticks to the deadlines given as most of them must be completed before the project can be passed off to another team member.

If you have a team member who is consistently missing deadlines, it’s important to have a one on one conversation with them about why the deadlines are there, and why they need to be met. And if they’re still unable to do so, you need to let them go. You cannot have a successful remote team if you consistently have someone messing with the flow of things.

Managing a virtual team may seem like hard work, but it has actually made running my business so much easier. And it has given me even more free time to focus on making more money and spending more time with my friends and family.

Do you manage a virtual team? What are the biggest pros and cons you’ve come across?

 

GET MY 5 PROVEN STEPS

These are the EXACT same steps I used to 10x businesses just like yours and generate new customers on autopilot!

it's free!
100% privacy guaranteed, no messin' around!