How to Delegate to a Virtual Assistant

My name is Danny Nappi and I am the CEO at, a virtual assistant company, and over the last year, it started to do really well and consequently took more and more of my time to manage. I was onboarding new customers, managing the virtual assistants and project managers, answering emails, the online chat, and the phones. I was sitting at my desk for 8-12 hours and by the end of the day, I was exhausted. I can’t complain, I love what I do, but I was getting overwhelmed with the mundane day-to-day tasks of running a business. I needed to figure out how to delegate and focus on the big picture but didn’t have the time or energy. While banging my head on my desk one day, it hit me;  I run a virtual assistant company and I’m not even using it. How could I be so dumb!?

We service clients all across the globe and they love us, they tell us we have the best system of any virtual assistant company, and yet we aren’t delegating to our own VA's. I set out to put our VA’s to work for us. I set up systems to run as efficiently as possible, created SOPs (standard operating procedures), and made video tutorials of what I was doing every day. Here are the things I needed to delegate: add clients to Intercom, harvest, basecamp, Mailchimp, send out welcome emails, assign them their project manager, man the online chat, answer emails, answer the phone, send out renewal emails, add new hires to basecamp, set up their new company emails, and create google doc’s with all new hire information. All the while I was trying to stay on top of other big-picture responsibilities: creating a new website, improving the customer experience, resolving customer concerns, training the VAs and managers, putting in standard operating procedures, and improving our own systems. Needless to I was struggling to find the time to do it all.

I spent about 2 weeks making screencast videos of everything I was doing and started the delegation process. I spent the next 2 weeks training and checking that everything was being done correctly. Now I sit by the pool, well not really, but I could. I went from 8 to 12 hours a day to have the time to focus on more important things, like growing the business.

About this time my brother was wanting to sell MerchHero a CD and DVD duplication company that he’s had for the past 12 years because he didn’t want to manage it anymore. With the success of our TaskBullet delegation fresh on my mind, I said, “let’s set up MerchHero the same way we set up task bullet” so we spent the next 2 weeks making training videos, SOPs, and prepared to successfully delegate everything. Our MerchHero VA now takes the orders from the email and: puts them into QuickBooks, creates the estimate, sets up the art for in PhotoShop, sends the proofs to the customer, sends the P.O. to the warehouse, answers all the emails, answers the phone, sends invoices and more. I again have nothing to do and it feels great. We are now starting our next company called SwingEasy Hammocks that we will eventually delegate to a VA.

BUCKET SYSTEM vs. Employee

Sure, you could hire an ordinary employee to help grow your business, but do you really have enough small tasks to fill up 40 hours per week or even 20 hours per week every single week? If not, that employee will be spending downtime on your dime.

TaskBullet has eliminated this problem with what we call the BUCKET SYSTEM. Your remote employee will clock in when you need them and clock out when you don't. (Learn how it works here) With a remote personal assistant, you pay for the hours you need and nothing more. You'll save money on not having to provide employee benefits, office space, office supplies (computer, desk, coffee, etc.); oh, and did I mention downtime?

Your remote personal assistant will come with his or her own supplies, a strong education (TaskBullet virtual assistants have university degrees), and deep professional background. When you hire a virtual sales assistant from TaskBullet, you are also assigned a project manager to ensure that everything runs smoothly. What are you waiting for? Hire a remote personal assistant today and get your time back!

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