As small business owners, we often find ourselves taking on too many tasks that can often be outsourced to others to allow us to focus on the big picture.
But, many of us also are “perfectionists” or those who are so stuck in the weeds, we often forget or know what we can give someone else to do to free up our time.
How do we get there and how do we know that when we hand off a project to someone else, it will get done?
That’s where my guest comes in. MerriLyn Gibbs has been working with entrepreneurs and professionals for a long time and has been helping those people with a view toward getting them more freedom and time to do the things that are more important in the business than those tasks many of us simply don’t enjoy doing. As an example, how many entrepreneurs set out to do the bookkeeping (except if that’s your business!)? Not many. I know for me, I hate doing that piece but it’s a necessity to know one’s numbers. After all, without knowing your numbers – profit & loss, cash flow, etc. – there is no way to know where the business is going.
How do you change that time suck into being a freedom-maker? By bringing in a virtual assistant that can help you do those tasks and give you the flexibility to add more value and offerings to what you’re really interested in doing!
Life & business intersect in many places. After all, we cannot have a business without looking at the human component of business.
This podcast with Jennifer R Glass, CEO of Business Growth Strategies International & BGSICoaching.com is all about the meaning of life and business & the interesting ways they intersect. The show is for entrepreneurs and aspiring entrepreneurs on the search for what makes people successful and how to get there themselves.
Listen in as Jennifer & her guests dive deep into what makes people tick & how they make their businesses work for the betterment of others.
As small business owners, we often find ourselves taking on too many tasks that can often be outsourced to others to allow us to focus on the big picture.
But, many of us also are ”perfectionists” or those who are so stuck in the weeds, we often forget or know what we can give someone else to do to free up our time.
How do we get there and how do we know that when we hand off a project to someone else, it will get done?
That's where my guest comes in. MerriLyn Gibbs has been working with entrepreneurs and professionals for a long time and has been helping those people with a view toward getting them more freedom and time to do the things that are more important in the business than those tasks many of us simply don't enjoy doing. As an example, how many entrepreneurs set out to do the bookkeeping (except if that's your business!)? Not many. I know for me, I hate doing that piece but it's a necessity to know one's numbers. After all, without knowing your numbers – profit & loss, cash flow, etc. – there is no way to know where the business is going.
How do you change that time suck into being a freedom-maker? By bringing in a virtual assistant that can help you do those tasks and give you the flexibility to add more value and offerings to what you're really interested in doing!
About my guest: MerriLyn Gibb’s passion is simple: she is driven to help her fellow business owners thrive by empowering them to focus on what they love. As founder and owner of Assistants 4 Hire, MerriLyn has plenty of experience with managing her team and assessing the needs of her clients – but it doesn’t stop there! She also offers business seminars and productivity coaching for those not in need of outside assistance. Her know-how and unrelenting attention to detail make MerriLyn a pro at setting others up for success.
Connect with MerriLyn on Facebook, LinkedIn, Instagram, and on the web at https://www.assistants4hire.net/
About my guest: MerriLyn Gibb’s passion is simple: she is driven to help her fellow business owners thrive by empowering them to focus on what they love. As founder and owner of Assistants 4 Hire, MerriLyn has plenty of experience with managing her team and assessing the needs of her clients – but it doesn’t stop there! She also offers business seminars and productivity coaching for those not in need of outside assistance. Her know-how and unrelenting attention to detail make MerriLyn a pro at setting others up for success.
Connect with MerriLyn on Facebook, LinkedIn, Instagram, and on the web at https://www.assistants4hire.net/
Transcript (auto-generated; may contain errors):
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Jennifer Glass: Hello and welcome to another episode of MOJO: The Meaning of Life and Business.
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Jennifer Glass: for a lot of us in business. One of the things that we’re always thinking about is, what are we doing in terms of our day to day activities?
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Jennifer Glass: What of our day to day activities
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Jennifer Glass: might be in a position for us to not be doing, and for us to actually delegate
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Jennifer Glass: that kind of task to somebody else. There’s a lot of different pieces that we can possibly think about when it comes to delegating things like
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Jennifer Glass: bookkeeping things like creating social media things like creating content.
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Jennifer Glass: doing tasks that we ourselves know.
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Jennifer Glass: so we may not be great at doing.
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Jennifer Glass: or we don’t like doing.
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Jennifer Glass: But there are people who do like doing it hardly enough.
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Jennifer Glass: That’s why on today’s show. I’ve got a really incredible guess who’s going to help us understand more about delegating? Who’s going to understand about ways that we can get more green
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Jennifer Glass: in our businesses
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Jennifer Glass: by delegating
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Jennifer Glass: and by being green in our business as well. But before I bring her on, let me tell you a little bit about her. MerriLyn Gibbs
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Jennifer Glass: passion is simple. She’s driven to help her fellow business owners thrive by empowering them to focus on what they love
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Jennifer Glass: as founder and owner of assistance for hire.
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Jennifer Glass: MerriLyn has plenty of experience with managing her team
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Jennifer Glass: and assessing the needs of her clients.
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Jennifer Glass: but it doesn’t stop there. She als0 0ffers, business seminars and productivity, coaching for those not in need of outside assistance.
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Jennifer Glass: Her know-how and unrelenting attention to detail. Meet MerriLyn, a pro at setting others up for success. Well, MerriLyn, welcome to the show. Thank you for being my guest.
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Jennifer Glass: Thanks, Jennifer. It’s great to be here
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Jennifer Glass: looking at delegating, looking at what can we do to increase our productivity?
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Jennifer Glass: What are some of the things that we can really be looking at, so that we can make sure we know we’re doing our best.
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MerriLyn Gibbs: Well, it’s really just a simple process for me. And this is actually the process that I take my clients through. It’s actually something I do for myself every 6 months or so. It’s also something. I even have my team members go through on us every 6 months as part of their
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MerriLyn Gibbs: there by annual assessments and reviews. So it’s. This starts like this: we start with you, listing everything you’re doing for your business. This is your admin this is your client calls. This could be your lead. This could be your service
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MerriLyn Gibbs: opportunities that you’re doing inside of your business. This could be your schedule, your email, your bookkeeping, everything that you’re doing. So You’re listing those as a daily, a weekly, a by monthly and a monthly process.
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MerriLyn Gibbs: Then you’re ranking them from one t0 5 0ne is
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MerriLyn Gibbs: you’d rather be bathing a cat all day. Seriously, 5 is.
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MerriLyn Gibbs: This is what gets you excited. This is where you’re in your flame. This is where you
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MerriLyn Gibbs: are at your best, or your zone or your flow. Many people call.
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MerriLyn Gibbs: and then the amount of time that that task takes you so it seems pretty obvious if you talk about it that way. All of those ones are probably low hanging fruit, and usually they’re the things that don’t make you any money in your business. So those are the first places that you should start thinking about delegating.
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MerriLyn Gibbs: Second, you’re looking at those 2. The ones that have high amount of time associated with them. Is this 2 h of your day, or 4 h of your month?
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MerriLyn Gibbs: Those can easily be this next things that you delegate those 3 is 4 and 5. Those can probably wait for a little while until you kind of get those ones and twos off your plate and start thinking about your 3 4 S. And fives. The next thing is to consider is what is really your goal. What are you trying to create?
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MerriLyn Gibbs: Why do you even think about delegating something else to someone else? Are you trying to have more time for business development? Do you need more hours in the day to be on calls with your clients.
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MerriLyn Gibbs: So when you have that goal in mind, it’s easier to see the revenue versus the cost of doing the things that you’re listing versus what you can replace it with, and know that you can make more money.
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Jennifer Glass: And that’s interesting. I love, how you break it down into the one t0 5, so that we have more of an idea. What makes sense? What doesn’t? In terms of delegating? Well, one of the questions that I have is, if I don’t know how to do something.
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Jennifer Glass: Should I still delegate.
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Jennifer Glass: or should I learn what to do first before I can delegate.
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MerriLyn Gibbs: That is a really good question. So I think this is 2 trains of thoughts. You know
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MerriLyn Gibbs: some things most things in my business. I want to at least get a baseline. I may not be particularly good at it.
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MerriLyn Gibbs: but I want to understand what the process is and what we’re actually going to be doing for the client or for our own business before I send it off. But that doesn’t mean that i’m an expert at it, or that I think that I really should be the one doing it. But I want to understand it a lot of times. I’ll get on a call with the person on my team. That will be doing that, seeing if they know what to do, ask them to walk me through the process, and then I hand it off. So I think that there should be a bottom line
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MerriLyn Gibbs: knowledge, especially as a founder or the CE0 0f your business. You need to know what’s going on in your business. But do you need to know how to do everything as part of that process? No, I don’t think you do
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Jennifer Glass: so, let me ask you from a training perspective.
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Jennifer Glass: Do you help your clients? Let’s start here first. You help your clients develop so p standard operating procedures that they know what it is that they’re doing with their assistance.
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Jennifer Glass: or are they kind of training their assistance AD hoc what’s actually happening in that regard.
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MerriLyn Gibbs: So we take a team approach to all of our clients, and when we on board with them we actually write our sops as we create the processes for them.
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MerriLyn Gibbs: Once we create this so piece and we implement the onboarding, then we take over the entire process for them. We assign a lead to the account then becomes the project manager, and make sure that everything is processed on their behalf. Then we meet with the client regularly, just to make sure that we’ve got strategy and alignment with what we’re doing, or if we need to make any movements or changes with our strategy as we move forward.
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MerriLyn Gibbs: and then we continually update our sops as we do, that on a monthly basis, as part of our process for each client to monthly update their so piece.
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Jennifer Glass: So again. So P. Is. Oh, God! I completely
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Jennifer Glass: i’m blanking standard operating procedure in terms of what it is that we’re trying to do to make sure that we’re all on the same page.
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Jennifer Glass: Everyone understands it’s a system
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Jennifer Glass: right? We need systems to ultimately succeed in business. The more that we know what we’re doing, the more we can perceive from there. And I love how you incorporate the partnership with your clients, and you incorporate that into your own business
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Jennifer Glass: with the sops and helping everybody grow. So that’s great. So, MerriLyn, let me ask you, as we’re looking at continuing to move forward.
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Jennifer Glass: D0 0ur systems become part of our team, and for the most part are they looked at as an external
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Jennifer Glass: factor. How do a lot of your clients Look at how things go, and of course there’s going to be exceptions to the rule also. But
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Jennifer Glass: walk us through like if somebody seen as really part of the family, if they’re virtual, or they
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Jennifer Glass: part of the family, and they just happen to be remote.
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MerriLyn Gibbs: It really depends on the client. So you know, our standard is that we Don’t disclose our client list unless they give us express permission to state that we are their their vas.
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MerriLyn Gibbs: So it really depends on the client, but our goal. I see this all the time I had a client say to me, do you haven’t? You have an extra strategy for your clients like when they leave you. Do you have a process for that? And I said, No, because our goal is that they never leave us, and if they do it’s because they’ve skilled and grown to the point that they need a full time admin. And we train our replacement that’s our goal. So I don’t want to implement an exit an excellent pick campaign for my clients right?
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MerriLyn Gibbs: So yes, i’d say we’ve had. We’ve had clients that really incorporate us. You can find them on our client love Page. They they claim us, they talk about us, they are shouting from the rooftops on linkedin about us.
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MerriLyn Gibbs: They’re really showing appreciation and really bringing us into their teams and putting the Us. In their team calls. We are part of their team every week for their team calls. We have other clients that are a little bit more anonymous. They want to keep us
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a little bit on the outskirts. They may not even want their team to know that they have an assistant doing part of the work for them, and so they keep us a little bit under the radar.
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Jennifer Glass: so i’ll sure one of my assistants. Years ago her sister had a baby.
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Jennifer Glass: and I sent a gift even to my assistant, you know, for the baby. and it was because I told this one particular system. She was the first one that I hired.
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Jennifer Glass: I said.
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Jennifer Glass: you’re not coming in as an assistant. You’re coming in literally as part of the family. I’m looking at you as an integral part of the team.
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Jennifer Glass: and it’s not that it doesn’t matter. You’re in the Philippines. You are a real member of the family.
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Jennifer Glass: And so it was that kind of relationship. And again, like you said, everybody has different ways that we look at our assistance, depending on what we might need.
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Jennifer Glass: But let me ask you, though, and this is actually a really funny story. It’s a true one, but a really funny one, and I’m just curious if there’s anything that you d0 0n your end to really protect against it.
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Jennifer Glass: S0 0ne of the things that I
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Jennifer Glass: heard when I was in a meeting with 2 high performing Ceos.
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Jennifer Glass: The companies were on the larger side. but
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Jennifer Glass: they still had outside assistance
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Jennifer Glass: outside virtual assistance. One of the things that ended up happening was these 2 people. We’re trying to schedule a meeting.
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Jennifer Glass: and during the same networking group. Okay, that’s how they knew each other. and they’re trying to schedule a meeting. and one tells his assistant
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Jennifer Glass: to reach out to the other to schedule a meeting
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Jennifer Glass: and
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Jennifer Glass: emails. Go back and forth, you know. Does Tuesday at 2 0r no Tuesday Doesn’t work? How about Wednesday, Wednesday I can do after 4. No. After 4 doesn’t work.
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Jennifer Glass: Ultimately what ended up happening was the 2 0f them found out they were sharing the same assistant who is sending the email.
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Jennifer Glass: knowing the others schedule already
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Jennifer Glass: in terms of what was happening.
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Jennifer Glass: and that kind of a situation. Obviously things get funny and oh. apparently we share the same person. Do you tell your clients?
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Jennifer Glass: I’m working for this person in the event that something comes up, and I know the keeping it private. But does that come up just that way? If somebody is wondering if they’re working with a client or a prospective client.
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Jennifer Glass: if that may be an issue.
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MerriLyn Gibbs: I mean Again, this comes back to the client. I mean.
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MerriLyn Gibbs: That is what is pretty funny that that they played that. But if both clients have have a non disclosure that we’re working for them, then we have to play that part. We can’t tell the other client
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MerriLyn Gibbs: that we’re working for them.
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MerriLyn Gibbs: I mean that’s that’s the bottom line. It’s it’s in their contract
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Jennifer Glass: right.
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Jennifer Glass: So let me ask you, as we look at productivity
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MerriLyn Gibbs: by delegating.
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Jennifer Glass: there’s a lot that we can gain in delegating.
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Jennifer Glass: Walk us through, please, some of the productivity benefits
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Jennifer Glass: that we may get beyond the simple. I have somebody handling this particular task and allowing me to focus more
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Jennifer Glass: doing the big picture. Is there anything else that we can the game?
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MerriLyn Gibbs: Well, I really believe that when we’re doing the parts of our business we love, then we are just happier people. I, you know, when when we’re making ourself do tasks on a regular basis, that
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MerriLyn Gibbs: we.
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MerriLyn Gibbs: our we don’t like doing
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MerriLyn Gibbs: 2. We’re not very good at doing or not very good at doing.
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MerriLyn Gibbs: or 3. It’s just not productive for us to do. Then we’re losing momentum in our business and our happiness levels in our energy levels and our baby, our ability to perform. And so that’s the added benefit I mean, that is, that is our tagline. You do the things you love. We do the rest.
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MerriLyn Gibbs: because I really believe, when you are able to focus on the parts of your business you really love
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MerriLyn Gibbs: you’re a happier person. You’re more productive. You’re more effective. You have more energy every day you wake up wanting to go to work, and you typically
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fill more freedom and flow in your business.
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MerriLyn Gibbs: So that is the that’s the added benefit. That, I think is even more important.
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MerriLyn Gibbs: Then all the other things honestly, I mean stress is still the number one killer in the United States for both men and women. And so what are we doing to relieve our stress? And a lot of that has to do with begrudging what we have to do every day in the workplace.
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Jennifer Glass: It’s interesting to note, as you say, that one of the things just to keep in mind is, it takes 45 min to move back into a frame of thought
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Jennifer Glass: instead of allowing us to have more big picture thoughts and big picture actions.
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Jennifer Glass: We’re stuff doing the other things, and it takes 45 min for us to keep cycling in and out of what it is that we’re doing
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Jennifer Glass: each time that we need that break. And so it becomes important for us to be thinking about that and what we are looking at in outsourcing.
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Jennifer Glass: and what we’re keeping t0 0urselves. And like you, said Maryland, it really is.
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Jennifer Glass: What is it that we’re doing? Is it
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Jennifer Glass: looking at it in the perspective of Well, yeah, I can do this. I hate it. It’s just going to cause me stress. Or is it going to be something that I can unload and feel happier
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Jennifer Glass: in terms of where we are.
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which is really great, that you raise that stress issue
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Jennifer Glass: because we can learn a lot from there.
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Jennifer Glass: So let me ask you, when it comes to productivity tips. I know that you’ve got a couple of tips for us. Would you mind sharing some of those tips.
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MerriLyn Gibbs: Yeah, this is. This is the easiest and best tip. I think that can really make a difference. And and I also want to be really clear. Here we are. We are a productivity company. We d0 0ffer a Va. Service, which is a do it for you model. But I also coach people that really aren’t in a place, or in a position, or a desire to have outsource help yet. But they’re trying to figure out how to maximize their time.
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MerriLyn Gibbs: And so it’s not always about delegating. Sometimes it’s letting go, actually figuring out what your priorities are, and letting g0 0f some of the things that aren’t really necessary.
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MerriLyn Gibbs: and then sticking t0 0ne thing at a time. So I always say the biggest movement we can do is very small steps that become habits and then building from there. So I always start with
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MerriLyn Gibbs: the good old adage of how do you stay in shape? It’s 3 times a week, 20 min a week, do you? I mean, we forget that it’s really only 20 min a week that you need
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MerriLyn Gibbs: on a consistent basis to maintain your body weight. It’s actually pretty similar with any type of habit. I know it says we have to do it for 30 days, but once you get in the habit to maintain it. You only need 3 days a week for 20 min, so I say to my clients, let’s start with that.
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MerriLyn Gibbs: What do you want to accomplish, and that’s make the goal of doing that one thing this week for at least 20 min a week, and then they say something like. No, I need to do what way? More than that, I say it’s more important to create the habit, and it is to have the timeframe. If you have time to do it. 60 min great.
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MerriLyn Gibbs: But we’re shooting to start with 20 min, and what we really shoot for is finding those habits that are creating more energy for you. So if that means your favorite part of your business that you may have not gotten the chance to do is writing.
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MerriLyn Gibbs: Maybe you love writing your blogs, and you, Haven’t written the blog
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MerriLyn Gibbs: for 6 months. You’re actually missing out on an energy source for yourself in your own business. So let’s start with that. Let’s just see if you can write 20 min 3 times a week this week, and see if you can get that blog finished.
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MerriLyn Gibbs: If you’re on a roll that first day, and you get to write the whole thing, and it’s an hour great.
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MerriLyn Gibbs: and then figure out what you want to write the next 2 times. Maybe it’s 3 blocks this week, whatever it may be, finding one thing to start with, and then building from there, and really thinking about what brings you more joy in your business.
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MerriLyn Gibbs: and then letting g0 0f the things that are maybe not necessary, or minimizing them like. I’ll give you an example, and I am a huge proponent of Linkedin. But I will also say Linkedin does not need to be a daily activity.
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MerriLyn Gibbs: It can be a weekly activity.
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MerriLyn Gibbs: It doesn’t need to be right now every day for 30 min. It can be. I’m gonna do it once a week consistently on Friday for 30 min, and that’s all I’m gonna do right now and then. You can build from there.
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Jennifer Glass: and that’s an interesting idea in terms of it’s only 20 min. I have a good friend of mine who says he can do anything for 10 min, and
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Jennifer Glass: he is the number 2 to
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Jennifer Glass: a one of the richest people in our country
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Jennifer Glass: in terms of what he does. Professionally. He learned that I can d0 10 min in the military.
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Jennifer Glass: because if he can get through anything for 10 min, you know he’s good, and so he’s willing to have conversations. He’s willing to try things he’s willing to do it for 10 min, because it allows him to
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Jennifer Glass: see what else he might need to do. And so it’s really great that you’ve got that idea. It’s just 20 min to see. What can we really do to make that change? So
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Jennifer Glass: as we look, though at other tools that we use in productivity, I know, in the Green Room. We were speaking about one of your favorite productivity tools.
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Jennifer Glass: and i’ll let you
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tell us about that. Well, I have a lot of productivity tools, and I just lost the name. But basically it’s a
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MerriLyn Gibbs: it’s a tablet that you hand right on, and there’s different models and different companies that that sell it. But there’s a lot of people that really get energy from tactile. They need to actually fill a pencil in their hand, and they need to write it. But, as you know, we all live in a virtual world. So what happens? A lot of times.
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MerriLyn Gibbs: and i’m working with the clients. It’s like. Well, I wrote it on this piece of paper, and then there were 10 pieces of paper, and then I could never find it again. Right. So these tablets actually allow you to have the tactile
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MerriLyn Gibbs: you get to handwrite it, and then you can automatically 5 electronically. It can go into your Google Docs. It can go into a dropbox. It can go into a word Doc automatically. It saves it.
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Jennifer Glass: and then transcribes it int0 0ne of those docs. I think you were mentioned. You have one of them, Jennifer. What was the name of yours.
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Jennifer Glass: and you right on it with an erasable pen.
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Jennifer Glass: And what you do is there’s a QR code on the page
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Jennifer Glass: that get scanned with the image? Just so that way. The system knows. This is the order in which the
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Jennifer Glass: writing was even done. because when you’re trying to keep your notes together, if you’ve got 5 pages.
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Jennifer Glass: it’s not going to know page one through 5 unless there’s an order. So it’s great that that your code is there. It helps you organize it’ll go like you set into a different software it’s got an Ocr. Which optical character recognition, so it can pick up what it is that you’re writing.
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Jennifer Glass: But if you’re drawing complex
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Jennifer Glass: pictures.
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Jennifer Glass: you can actually have that brought into your app. and it’s clear what it is that you’re doing. And so I personally love it. It allows me to be more green
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Jennifer Glass: in terms of paying attention to the environment. I’ve got enough paper sitting on my desk in general from other sources, but this is one way that I focus on in terms of what we’re doing to be green. So let me ask, though you mentioned you’ve got a whole bunch of different tools that you love.
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Jennifer Glass: anything else that you’re interested in sharing your productivity tools.
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MerriLyn Gibbs: Well, my favorite productivity tool is the sauna. That’s what I use for myself. It’s what I use for my team. It is a free productivity tool, which is also why I love it. It can integrate into your Google docs. I mean, Sorry, your Google calendar. It can.
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MerriLyn Gibbs: It can actually allow you to attach items from any type of source, and it just allows you to track progress for yourself, for your team members.
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MerriLyn Gibbs: etc. That’s my number one favorite productivity tool. And then I really encourage our clients and our team to use slack because it’s a messaging system, and it allows you to just have group conversations in a very organized way.
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MerriLyn Gibbs: So that is my second favorite productivity tool. And then I mean good old fashioned Google drive. It’s my my third favorite.
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MerriLyn Gibbs: and
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MerriLyn Gibbs: I hear from people and from clients all the time. Well, I try to use Google drive. I never can find things. And there’s actually just one thing you need to know about Google Drive and you’ll be able to find anything if you learn how to have a naming convention, meaning you name documents the same way every single time.
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MerriLyn Gibbs: Our I’m. Happy to share our naming convention, which is each naming each document starts with the name of the client, because that’s where all of our folders live. Everything is filed by the client, and we are our own clients. So if it’s for us internally, it says a. 4 H. As the beginning of that
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MerriLyn Gibbs: of that document. The second thing is the name of the document. What is this is? It is Procedures document. Is this a linkedin tracking? Is this a schedule tracking, a vip, tracking, a nurture campaign.
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MerriLyn Gibbs: a blog, a social board a Newsletter planner, right whatever the name is, and then the date that it’s created. So we name everything that way. And when you learn to do a naming convection convention. You can find anything in the search bar in
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MerriLyn Gibbs: Google. I’m serious. So all you have to do is remember. Oh, I remember it was a blog in the last 6 months right blog.
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MerriLyn Gibbs: and then everything from the last 6 months comes right there, and if it’s for a client, you just put the name of the client in. If you know it’s something about linkedin click, linkedin. It will even search in the body of the document words
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MerriLyn Gibbs: and pop populate your search engine. So it makes it really really easy to find things, if you can remember, and make the habit, of course.
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MerriLyn Gibbs: of always naming things consistently.
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Jennifer Glass: and that is definitely a great time.
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Jennifer Glass: the consistency, and how you label what it is that you’re dealing. We have had that kind of consistency here in terms of the way that we
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Jennifer Glass: I have customer codes.
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Jennifer Glass: We had the representative that it was attached to. We had the State where they’re located
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Jennifer Glass: and the abbreviations of the company name.
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Jennifer Glass: And that way we’re always clear who it belongs to, where they are and who they are. and it’s easy, because everything just follows through the invoices go that way. The documents go that way. Everything just is constant
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Jennifer Glass: and really easy for us to have that so
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Jennifer Glass: certainly a tip that I can agree with
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Jennifer Glass: with what it is that you’re talking about. So Yes, thank you.
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MerriLyn Gibbs: and that does work for anything. It works in your dropbox. It works in your outlook. It’s not just Google. If you have a consistent naming convention, all of these tools are really really really good at search engines now. So
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MerriLyn Gibbs: that’s all you need.
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Jennifer Glass: Right So, MerriLyn, let me ask you. You got into this for some reason we didn’t. You didn’t wake up one day and just say, oh, i’m going to start this outsource agency.
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Jennifer Glass: I’m curious. What was it that made you decide to do this?
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MerriLyn Gibbs: I got pregnant with my daughter.
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MerriLyn Gibbs: I was a University Women’s golf coach for 13 years in a division, 2 school right outside of Pittsburgh, called California University of Pennsylvania. It is a mouthful. It’s a small town that was actually named by George Washington during the French and Indian World War, called California Way before the State.
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So that’s why it’s called California University of Pennsylvania.
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MerriLyn Gibbs: I was there. I was happy. I was successful. I was really enjoying what I was doing. However. when I got pregnant with my daughter. I really wanted to focus on being the kind of mom I wanted to be, and
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MerriLyn Gibbs: coaching required about 6 months of travel a year. So for me that meant I wasn’t going to see a lot of my daughter a lot of the year, and I did not want that as my life as another.
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MerriLyn Gibbs: So I went to a career coach. All your career coaches, i’m giving a big shout out to you because this really helped me in my process.
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MerriLyn Gibbs: and we started working through what were my options, and it came, became very clear when I was about 4 months pregnant, that the really the only way I could think that I could control my schedule.
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MerriLyn Gibbs: I could be home with my daughter was to run a virtual company.
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and then it started progressing from there. What am I good at doing? Well.
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MerriLyn Gibbs: you know, as a golf coach I had to run a lot of schedules a lot, my team, mine, golf schedules, travel schedules, and I had to do a lot of writing actually, which most people don’t associate with coaching. But I had to write letters for fundraising. I had to do recruiting letters. I had to figure out how to get
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MerriLyn Gibbs: golf courses to sponsor us, or people to sponsor us, or allow us to use their venues for golf is their golf facilities for our team practices and tournaments.
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MerriLyn Gibbs: So there was a lot of writing involved in my career. And so those 2 things kind of resonated. And that’s how I actually started my business. I started with really those 2 services.
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MerriLyn Gibbs: because that’s what I was good at, and then it just built from there, and building a team really resonated with me, and it was easy for me because I was a coach. I really do believe in the concept of.
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MerriLyn Gibbs: We need to focus on the things we’re good at, and I realized I wasn’t good at everything that my clients were asking for me. And then, as a business owner, I was starting to realize all of the components that you have to do as a business owner to be good at it. And I thought, why not provide a service that could be more of a one stop shop
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MerriLyn Gibbs: that we could you could have a point person who becomes your management tool or your manager for those projects, and they become your spokesperson, and it simplifies the process for the client
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MerriLyn Gibbs: any chance of you going back on the golf circuit
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MerriLyn Gibbs: this past summer, and I plan on competing as an amateur again. I actually had to apply for my amateur status because I was a professional for 16 years.
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MerriLyn Gibbs: and i’m playing with the idea of starting my own business golf networking group here in the New York Metro area. I’m gonna do some experimental tournaments this year with that and see if I have supply and demand
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MerriLyn Gibbs: definitely an interesting experience, I can say that
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MerriLyn Gibbs: very unique for a woman, for sure, there’s a there’s probably less than 2% of PGA golf professionals that are female.
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Jennifer Glass: which is incredible to think that that is the statistic less than 2%.
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Jennifer Glass: So, MerriLyn, let me ask you, you’re looking at
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Jennifer Glass: getting up every day Right? What is it that makes you get up, though?
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MerriLyn Gibbs: Well, one I want to create for myself what I am hoping to create for my clients as well, which is.
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MerriLyn Gibbs: I get to create a business where I get to do the parts of my business that I really love doing, and I’ve formulated my team at this point to a place where I really get that most days, most days
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MerriLyn Gibbs: I get to do the parts that I love, which is this I love speaking and sharing and kind of creating more value to the overall world of my knowledge.
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MerriLyn Gibbs: 2, I love building relationships with people I love networking. I love that business development side of creating relationships of trust
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MerriLyn Gibbs: meeting with people going to networking events. I also host my own little networking event once a month, which is a virtual event, and I love creating the strategy. So i’m the one that’s still doing the consultation with the clients
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MerriLyn Gibbs: really creating the proposal that I think can really make a difference in their business, and then helping my team implement that strategy with the day, the weekly, the daily, the monthly processes.
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MerriLyn Gibbs: So that’s what gets me really excited, and the value for me is when
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MerriLyn Gibbs: my clients come back to me, and they say things like I didn’t know it was going to be this easy. We’ve had a client for about 4 years now, and when I met him he was introduced to me as someone who really just, was completely overwhelmed. My first conversation I had with him, he said.
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MerriLyn Gibbs: I feel like I have so much to do every day that I wake up at 4 am. With this anxiety of my to do list. It’s so badly that my my wife is starting to tell me it’s just not worth it.
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MerriLyn Gibbs: Can you help me?
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MerriLyn Gibbs: So we started. We. We have a pretty complex complex
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MerriLyn Gibbs: scope with him. We do a daily
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MerriLyn Gibbs: filing and folding of his email. So we kind of organize his email for him. So he’s really only seeing the email he needs to. We do a by monthly newsletter for him. We do a weekly social media strategy for him, and we do a consistently generation for him, mostly through linkedin meaning we do likes on his
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MerriLyn Gibbs: post. We send out consistent connect requests for the events that he holds, or to get people on calls with him. And about a year later.
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MerriLyn Gibbs: and this was back when we were in live and networking.
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MerriLyn Gibbs: I had someone say to me, do you have a testimonial of someone you’ve worked with, and his name is Mark Roberts, and he has given me permission to share, and I walked over, and I went to the other side of the room. I said, Mark, can you come over here, and when you give this testimony.
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MerriLyn Gibbs: and this man had no idea why I just walked away. I said, Yes, just hold on. I walk away. I bring over marketing like Mark. Can you please tell this man
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MerriLyn Gibbs: your experience with working with me? And I had no idea what he was gonna say, and he said to me, he said to the man that I don’t remember, he said, Mary Lynn has saved my business.
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MerriLyn Gibbs: I used to wake up every morning at 4 am. Completely overwhelmed. My to do list.
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MerriLyn Gibbs: Now I feel like everything’s in flow. Everything gets done. I get to focus on the parts of my business I love. and I just have to actually say approval approved. At the end of each week I just have to write an email responding to there saying approved.
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MerriLyn Gibbs: and that’s all I have to do.
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MerriLyn Gibbs: and that’s really what gets me up in the morning, and why I get excited is making ease and flow into people’s lives and making them really love what they’re doing again.
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Jennifer Glass: And that’s a great testimonial.
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MerriLyn Gibbs: It is.
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Jennifer Glass: So let me ask you, looking out in the next
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Jennifer Glass: 2 t0 3 years.
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Jennifer Glass: Where do you think things are going to be different? What do you think things are going to be the same in terms of what you’re doing.
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MerriLyn Gibbs: Well, AI is definitely a component that is going to change some of the dynamics that we’re doing, and I think that it is a benefit for us. I think it can really enhance the speed of the work we can do with using AI for transcribing and copywriting things like that that we d0 0n a regular basis.
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MerriLyn Gibbs: and they and then us giving the human component to that. Because I don’t think that that is something that AI will ever be able to do is put the sentiment into the copy, or the feeling, or the human essence.
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MerriLyn Gibbs: So taking what AI can do, and then adding our human spin to that to create a really good authentic message t0 0ur client for our clients. I think that’s gonna be changing and going to be more powerful in the next few years, and it’s gonna make our work much more efficient.
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MerriLyn Gibbs: Our, as far as our business is concerned. I want to build it. I want to have more impact. I want to help more business owners
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MerriLyn Gibbs: really find more value in what they’re doing and enjoy what they’re doing s0 0ur goal this year is to double the amount of clients that we serve. I really think that that’s possible, and we can build that we’ve really spent 2,022 looking at our foundations and building our foundations with managers and our own
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MerriLyn Gibbs: procedures that we’ve built for ourselves. And so we’re ready to take on more clients right now, and I hope in the next 5 years we really can expand that. I would love to be at 100 clients 5 years from now, with 4 0r 5 managers in place to be serving them.
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MerriLyn Gibbs: and on the other side of this this spectrum i’d really love to have a successful business, networking, golf, networking, as I guess, a another way to help with
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MerriLyn Gibbs: our business owners connecting and building relationships, and me having a lot more fun doing what I love. I’d love to have that really in place, and be
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MerriLyn Gibbs: having an event once a month, about 7 0r 8 months of the year. I’m not a cold person, and I certainly do not like playing golf in this cold, so it will just be a seasonal networking.
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Jennifer Glass: Thank you. So, MerriLyn, let me ask you, how can people find out more about you?
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MerriLyn Gibbs: Easiest way is to go on linkedin
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MerriLyn Gibbs: and write assistance4hire – a. Ss. I. S. T. A. And T. S. The 4 H. I. R. E. You’ll find me. You’ll find my business. You can also Google us. If you Google assistants4hire, we pop right up to the top. That’s Yep.
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MerriLyn Gibbs: You can find our website, you can. There’s a contact form and a free discovery call. If you want to have a conversation with me, you can do it right on our website. There’s a button.
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Jennifer Glass: Thank you.
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Jennifer Glass: and thank you, MerriLyn, for being my guest. Thank you.
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MerriLyn Gibbs: Pleasure. Thank you, Jennifer. It was really fun.
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Jennifer Glass: Absolutely thanks. So
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Jennifer Glass: here’s the key. Takeaways from what you really need to be paying attention to
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Jennifer Glass: you really want to be paying attention to. How are you going to increase your productivity?
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Jennifer Glass: We know that one of the things that hurt a lot of businesses is when we focus in on the things that really don’t make sense for us one of the pieces that if you’ve been following me for a while. You’ve heard me talk about the 5 areas that are really responsible for most of the generation of your revenue in your business. 80% of the revenue is generated based on the leads.
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Jennifer Glass: profits, transactions, conversions, and your pricing. When you can focus in on looking at that area of your business, and let the other 20% of the business
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Jennifer Glass: be delegated out to people that can help you on the back end. They can also assist you in the other 5 areas.
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Jennifer Glass: but the pieces that are only producing 20 0f the revenue or the non revenue generating activities. You can really let that go and have someone else taking care of those pieces for you. That’s not to say customer service is not an important part of the business, but it is not one of the key pieces
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Jennifer Glass: that are generating the revenue. You want to keep the customers happy. You want to do whatever you can for them, so you can’t ignore that. But you don’t have to be focused as much in that
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Jennifer Glass: when you’re looking at the other areas. But again, that does come down to transactions. Are you trying to have your customers buy more from you? If you delight them, they will buy more from you. So customer service is important in that regard.
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Jennifer Glass: That’s not to say for all the companies, and you know exactly who you are, the ones that you call up, and they tell you they’ll be here tomorrow between 4 and 8.
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Jennifer Glass: Well, which tomorrow are we talking about? A different story? There’s a lot of that that we’re trying to really figure out how that really makes a difference. And so the more that you can do to be paying attention to that while offloading those areas that really are not going to be as critical for you to be focused on
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Jennifer Glass: is going to be a great opportunity for you to really understand how you can move forward from there, and don’t be afraid if you’re that I don’t know what to give to somebody, because i’m too much of a perfectionist to start even working with an assistant.
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Jennifer Glass: I will tell you from personal experience. I was that person, and I knew that I needed to unload some of the things that I was doing, because there was no way I was going to be in a position to focus on my business
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Jennifer Glass: and be in a position to do what I was looking to. Do. You know, they say don’t work in the business or on the business. If you’re constantly stump, you’re going to be stumped. And that’s why, having that assistant allows you to be more productive like we spoke about.
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Jennifer Glass: and to get the benefits that you’re looking to get the trade off of that nominal investment. To get somebody working on your team is going to be worth so much more in what you can be doing instead of focusing in on those smaller things that you drive.
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Jennifer Glass: Brian Tracy says, Eat that frog meeting. do the thing that you hate the most first thing in the morning.
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Jennifer Glass: I say sometimes it’s even easier to give that fraud to someone else to eat. So you don’t have to worry about it
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Jennifer Glass: once again, MerriLyn. Thank you so much again for being my guest on that note. This has been another episode of MOJO: The Meaning of Life and Business, and until next time. Here’s your success.
