So, You Want to Outsource...Now, What Do You Do?

Apr 21 / Pam Walrod
Making the decision to outsource projects can feel overwhelming and your mind may be reeling with all the questions and unknowns. But, if you want to continue to grow and scale your business, there’s no way you can (or want to) do it all alone.  So how do you start the process of outsourcing? To help you with your initial decision to outsource, here are some questions you can ask yourself:
  • What is taking me too much time to do?
  • What may be able to be automated with a system or process?
  • What work do I no longer want to be doing or don’t want to learn?
Once you have made the decision to outsource some projects or tasks, there are some things you will want to keep in mind. It’s important to figure out what your goal is when outsourcing. Is it a one-off project? Do you need help with setting up systems and automation? Are you getting ready to launch a course? Do you need ongoing help?

If you can be as specific as possible about what you may want to outsource, it gives you and the project specialist clarity on what it is you are looking for and they are more able to outline how long it may take, etc.

If you are looking for more ongoing assistance, take a look at your daily “to-do” list and determine what is on there that’s difficult for you to manage? Is it something you simply don’t have time for or don’t want to do?

Project specialists (also known as Virtual Assistants) specialize in the “behind-the-scenes” work on your business and love to do all the things that seem time-consuming for you as a business owner. It’s their superpower!

Next, you want to make sure that you bring on a person who aligns with your energy, vision, and values. For example, if you are a business coach, it would be helpful to outsource to someone who is familiar with your niche and serves clients similar to your business services already.

You don’t always need to have someone whose “niche” is the same as yours. But, it helps when you are planning and strategizing with your project specialist because they already know how to help you and have experience with the type of tasks you may need taken care of so it can make the process more easeful for you.

A big thing you want to make sure you keep in mind is what budget you are working from. If you know how much you can spend on getting help each month, a project specialist can help guide you on how to prioritize your projects. Some project specialists offer monthly retainer packages that are based on the number of hours of the tasks. Others may have project-based package pricing. Or, they may have a combination of both.

How Can You Prepare to Outsource?

If you are looking to outsource work on your various platforms and accounts, it’s a great idea to gather all of the login info they’ll need to get started ahead of time. You can outline all of these on a simple Google Doc (or you can create access through LastPass Password Manager). The point is to have all of this information ready to go all at once instead of needing to keep going back and forth when new projects come up. Another piece of this is getting your brand information ready to go. This will include a .png file of your logo, what your brand color Hex codes are, and if you have certain fonts you use (and how/where to use each of them). Plus, any resource or reference materials such as your website or a brochure could be helpful in getting started with your projects.

Last but not least, you want to determine how you are going to communicate with your project specialist. Project specialists are pretty independent and specialize in what they do. However, they do rely on feedback and consistent communication. If you give them a “to-do” list and disappear for days or weeks, their efficiency will not be optimal as well as it being difficult to develop a smooth working relationship. If you don’t know how you want to communicate, let your project specialist know. This is also an area where they can give you some suggestions.


The list of what a project specialist can offer is pretty much endless as well as the types of project specialists. Some are more general and some (as mentioned earlier) have niched down to a specialty service or services that are offered. But, the main thing is that you can most likely get this off your list quickly because they can do it in less time and with less worry on your part. During the first month, they’re working with you, you may need to allow them to take time to figure out how you like things, dial in your brand, etc. Taking a bit of time upfront can help you feel more comfortable and at ease with outsourcing projects. If you are not sure what to outsource, start small with one project. It allows you time to get used to what it’s like to outsource as well as how well you work with the person.

Click here to grab your complimentary outsourcing planning worksheet and list of top things you can think about outsourcing.

The way I work as a project specialist is unique in that as a certified Numerologist, I like to provide my clients with a snapshot of what your Ruling Number means, how it can guide you along your path, and how it relates to your Organizing Style! We go over this on our initial strategic planning session and you also receive a written report. Time Creators specializes in:

  • Client Management Systems: Honeybook

  • Project Management Tools: Asana

  • Scheduling Tools: Acuity Scheduling and Calendly

  • Course Platforms: Kajabi 

  • Email Marketing Tools: ConvertKit, Get Response

  • Google Workspace Applications

  • Business Organization: SOPs (Standard Operating Procedures) 


Is it time for us to chat? Schedule your consult call today. For more blog articles and helpful tips, visit my website at In the next article, we’ll go over what questions you can ask a project specialist.

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