MBA1373 Guest Teacher: Trivinia Barber – How to Create Business Momentum with Virtual Teams

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Hey oh. Welcome to the Hundred Dollar MBA show, the business podcast that keeps your business pumping every day with our daily 10 minute business lessons for the real world. I'm your host, your coach, your teacher Omar Zenholm. I'm also the co founder of the Hundred Dollar mba, a complete business training and community online and today's episode is a guest teacher episode. On our Guest teacher episodes, I bring on an expert to teach their area of exper. Today's guest teacher is Trevinia Barber and she'll be teaching you how to create business momentum with virtual teams you can trust and she's going to take you step by step. Why you need to hire an executive assistant, how to identify who you need, how to train your executive assistant and so much more. So much value in her lesson. If you feel like your business is not moving fast enough, you're not getting things done quickly, you're not seeing the results you're looking for. You're overwhelmed. You're bogged down. You need today's episode. Can't wait to get into this one. It could be game changing for your business. Let's get into it. Let's get down to business. Trevinia Barber is a real world business expert. Her superpower is helping entrepreneurs scale their business, how to sharpen their leadership and build great teams. If you want to build a great product, you have to have a great team behind it. She's very well known for her framework the Momentum Method and you can learn more about her work at Priority V. And hang on to the end of the episode because Dravinia's got a great gift for You. Without further ado, I'm going to pass it on to your guest teacher, Trevinia Barber, who's going to teach you how to get that momentum in your business by building a virtual team that you can trust. Take it away Dravinia Hey, I am.

Trevinia Barber, Executive strategist and virtual teams expert. My company, Priority Va, has provided executive virtual assistant support to some of the most influential thought leaders and entrepreneurs including Amy Porterfield, Michael Hyatt, Ray Edwards and Herman. Our clients also include numerous small to mid sized businesses as well as high growth corporations. Now, I am also the creator of the Momentum Method which helps businesses navigate the interplay between their products, their people and their processes to achieve greater growth and more efficiency. I am here today to share with you how to create momentum with virtual teams you can trust. So let's dive in. As a business owner that may be overwhelmed working too much in your own business, or for those of you who don't know how to hire or what to delegate, bringing on a team member can feel daunting. But what if you could have support where you needed it that allowed you the freedom to brainstorm, to rest or to lead your business? What if you could have systems and processes to scale and speed? I mean, what if you and your team worked faster with precision to get more done? You can work on that project or that new initiative faster with a team that does well what you don't. Cameron Herald is a mentor and a friend of mine and he said if you don't have an executive assistant, you are one.

Ah.

So here's the deal. You need to ask yourself, who do you have to become to fully embrace being a CEO and let someone else handle the tasks in your business that keep you in the bottleneck role? And instead of the leader seat, you might need to let go of the idea that you can do it all. Because while you can run a successful business, many of you have built great companies but at the expense of your sanity, your health or even your family. I'd encourage you to stop playing martyr and realize you can't own, lead and be the husband, wife, friend or parent that you want to be without getting some support. Now we have to create the vision for your business while ensuring that you deliver it with excellence, right? All while keeping morale up, customers happy and getting home in time for the school play. Right now, here are some action steps to help you get the support you so deserve and need. Let's be honest, an executive virtual assistant can often be your secret sauce. Not only to performance but to productivity in your business and order in your personal life. So first, let's identify who you need by asking these simple questions. What don't I know how to do? What don't I have time to be doing? What am I currently working on that I hate to do? And what should I be doing that only I can do? Boom. Guys, there is your list of what you can and should outsource. So now, do you need this person, virtual or in person, outside your desk? Right. I get asked frequently, do you have anyone that lives in Dallas or West Virginia? See, everyone wants someone local so that they can come to the office. But I can safely say that desire is less about wanting to hang out with someone in person and more about a fear of working with someone they don't know or see the results. Now here's why. That's something we all need to get over if we're going to compete in today's rapidly changing business world. Help Scout says that there has been an 80% increase in telecommuting workforce in just seven years. That's incredible. And it's why there's an ever growing trend to hire virtual support savings for both the employee or freelancer and for you. More than that, smaller businesses like ours don't even need more full or even part time support for the majority of these roles. So what role needs to be filled? I want to dive into that for a minute because not all VAs are the same and the level of support that each offers varies greatly. Think of VA as an industry rather than a title and your mind will be blown at all of the processes that can be outsourced virtually. There are dozens of types of VAs and I'm going to talk to you about a few and I'm going to zero in on a specific position that I believe everyone should have. Entry level folks, guys, they end up being good generalists. They can accomplish tasks like data entry or order processing. They can handle your customer service and then some. Everyone wants an entry level VA because they're cheaper and they fill in a lot of gaps in the business. But there's typically more training involved, so be wary of that. Then there's a specialty, skilled va that's going to be where you find someone great at things like design or maybe ads, funnels, copywriting. These positions are typically project based. They set up a system or a process and then they move on to another client and are usually only hired on project basis. And then there is executive level support. This is actually my favorite type of virtual support. It's where you can find your person. This relationship is crucial to everybody, anyone who's growing a business. Not only because this person is a doer in your business, but they are a partner. They engage and collaborate. They share ideas and create processes. This hire is the person that takes the most off your plate and ensures that you're doing what you need to be doing. Often this person's your bulldog. They're your gatekeeper. They're making sure you're in line and they're protecting your time and your confidence. Part coach, part therapist, part implementation and full time cheerleader. The executive va. They're the person that you turn to when you meet a milestone or when a customer is a pain in the butt. Every business should have an executive assistant. But there are three distinct roles, even in the executive level, that a virtual assistant can fill. Number one is the stabilizer. They're going to manage things like your inbox, your travel details, and complex management of your calendar. They're going to ensure projects are moving along and collaborate with the rest of the team on your behalf. Then number two is the promoter. They're going to create and maintain your brand's media kit. They're going to monitor the executive and brand reputation and they're going to work to build strategic alliances for cross promotion, such as guest blogs, podcasts or media articles. Right. Number three is the closer. Ooh. They're going to attend some live events with you and they're going to provide executive support during travel engagements. Maybe they're going to pitch and secure paid speaking engagements for you and include keynote presentations and even host consultation sessions and promote or pitch executives for speaking events. You guys, these executive virtual assistants, they're all stakeholders in your business, meaning they're more than just team members. They take ownership for the outcomes they're given. They show up in the business as an extension of you, and their service and commitment is unshakable. We actively seek out long term collaborative relationships with those executive VAs that share complementary values and partner with us based on passion, purpose and proficiency. And when we do this, the relationship is rock solid and builds trust and respect. And you can do that too. The next big question I know you probably have on your mind is how do I train this person? Well, remember that exercise we did earlier? What I don't know how to do, what I don't have time to do, what I hate to do, and what only I can do? Well, that's what you have them do. But how? There are a few best practices for success in that too. This Includes documenting processes so that what was once only in your head now becomes a repeatable, documented system for someone else to do. What does that look like when you're going to go document it? Well, there's several tools. One of our favorites is Loom. It's a chrome extension and it allows you to record your screen. So as you move through one of the outcomes, you're going to outsource. Just record yourself doing it and then send it off to your new eva. They're going to be able to build the index of SOPs and allow you to become more agile. Because if you're the only one in the business who knows how to do all the things, what happens if the business. If you get hit by a bus? See your job as the founder during all of these exercises is to, through delegation, create ownership and let them handle it. Once you find that perfect fit for you, your job is to equip them with the tools, the training and the mentorship they need to be your right hand. You have to encourage your virtual assistant, find out their language of appreciation and then empower them to own the outcomes. Empower them by investing in their success. And when they see this happening, I guarantee you they're going to be more willing to be able to go to bat for you. Now, we tell our clients all the time that having clear expectations and putting these things into practice, you're going to be set up for success. So a face to face weekly meeting, having clear, consistent and frequent communication, Give them mentorship and understanding who is responsible for training and that mentorship. Create a clearly defined plan and knowing what to delegate and then let go decide on some KPIs that you're going to use to gauge success. Through developing these systems and processes, streamlining strategies, you are going to build a team that you can trust. All right, guys, this is Trevinia Barber with Priority va. And if you want to continue learning about creating business momentum with virtual teams that you can trust, check out the top three hiring mistakes most people are making@priorityva.com 100 MBA thanks again for joining me.

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Lesson by Trevinia Barber I love that quote. If you don't have an ea, you are one. Listen, I'm not preaching from a high horse here. Recently, Nicole and I hired our first ea. It took us years to get what Trevini was teaching. Today there are so many small little tasks that suck your day, suck your time, that take away your attention, that take away your energy that you can pass on to a pro, somebody who has done this. And when we hired an ea, we try to find somebody whose experience has done the tasks that we want them to do. And boy are we glad we did. So glad we are looking to hire our next EA a second one because we realized, hey, we got a lot of things we can hand over. Still, if you want, grab Trevinia Barber's guide, the three top hiring mistakes that you can avoid. And you can check that out@priorityva.com MBA it's absolutely free. Again, that's priorityva.com MBA to get the guide and don't make those mistakes. That's what's all awesome about this freebie. Thanks again to Revenue Barbara for the great lesson that wraps up today's lesson. Thank you so much for listening. If you love the show, share it with a friend. Share it on social right now, right off your podcast app. It's the best way to give back. Before I go, I want to leave you with this. If you've never hired somebody virtually before your first remote team member, understand that this is healthy for your culture as a company because you're building a culture of trust. The way we work is that everybody has responsibilities. They have tasks they have to do, and they have to complete these tasks. And we know roughly how long they take. We don't need them to clock in and clock out. We don't need to monitor their activity. If they get the job done, that's really what they're hired for and that's what we want them to do. And part of the perk of having a remote team is that you get a motivated team member who appreciates the flexibility and appreciates the autonomy to get the work done. So let go of that apprehension of how do I know they're doing the work? Well, you'll know when they complete the work or not. This is why we have a probation period for all new hires. We have a trial for first is two weeks and then three months where it's a mutual evaluation so there's no risk involved. Thank you so much for listening and I'll check you in tomorrow's episode. I'll see you then. Take care.

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